As a follow up to the recent Learning Mind Mapping Linkfest, here is a quick review of Innovation Gear’s MindVisualizer mindmapping software.   MindVisualizer makes it very easy to create and share mindmaps.  With it you can concentrate on mindmapping rather than on learning how to use the tool.

What I like

1. Portable application.  It can be run from a USB Flash drive if desired.  No administrator privileges are needed.  I keep mine on my IronKey 8GB USB Flash Drive.
2. Nice appearance for a Windows application.  Customizable.  Well thought out GUI.  Everything is where you would expect it to be, which reduces the learning curve significantly.
3. Fast loading and operation.  Seems to be coded for efficiency.
4. Extensive keyboard shortcuts.  If you are a touch typist, this feature will make you very happy.
5. Easy exporting and emailing.  Supported formats include Microsoft Word, Powerpoint, Excel, PDF, JPG, and PNG

Possible Improvements

1. With multiple monitors, the application splash and options dialog boxes are positioned half on each screen.  (Minor, but annoying.)
2. Default option setting is limited.  Would be nice to be able to set a default font and line style.  As it is, I can live with the defaults, though I greatly prefer Cambria to Arial.

MindVisualizer has a free 15 day trial.  The purchase price is $79, which seems reasonable considering the fact that the application is portable, fully featured and easy to use.  If you write a blog, discounts are available.  Full disclosure: I received my copy this way.

Do you have a favorite mindmapping tool?  Please leave a comment.  Other readers would appreciate your perspective.

Portable Mindmapping with MindVisualizer

Mindmapping is a technique that can be helpful to you as a project manager or IT professional.  Mindmaps are most valuable in notetaking, brainstorming by yourself or with a team, and in preparing well organized documents and presentations.  If you like making lists or outlines, you may not immediately see the benefit to mindmaps.   This post may provide you with some ideas on how and why you might want to create some mindmaps for yourself.

Try out Mindmapping

The best way to see the value of mindmapping is to try it out in the next 3 or 4 meetings you attend.  You don’t need any special software to start.  Just use a clean sheet of paper.  Place a circle or square in the center and label it with the name of the meeting and date.  Each time a new subject is introduced, write two or three words max to describe each and place these in a new circle near the original one.  If there are sub-topics for a subject, add these in the same way, but this time around the subject.  After you’ve practiced a few times, you’ll be able to tell if this is a process that could fit in with your particular style.

Background

1. Wikipedia article on Mind Maps.
2. Joyce Wycoff’s paperback Mindmapping: Your personal guide to exploring creativity and problem solving is highly recommended.
3. Tony Buzan video describing mind mapping.

How to Mindmap

1. Susan Dunn’s explanation of how to create your first mindmap.
2. Celine Roque’s quick overview of mind mapping techniques.

Advanced Mindmapping

1. Advanced mind mapping study skills.
2. How to use mind mapping to enhance speed reading.

How to happily waste hours and hours of your time

1. Mappio - library of thousands and thousands of FreeMind, MindManager and JPG mind maps to browse and download.  Take a look at Mind Mapping for Dyslexics, Edward de Bono’s 6 Thinking Hats, Mind Mapping v Mind Mapping Software, or Affirmation Tree.

Blogs

1. Mind Mapping Software Blog - Read The real value of mind mapping software for project management.
2. IQ Matrix - Accelerating Your Learning Potential Blog -  Read Adam Sicinski’s Becoming a person of influence.

Tools

Creating mindmaps on paper is an excellent way to go.    If you would like to use software to create, save and share your mindmaps, you can choose between online and software based solutions.  Here are some places to start.

Software tools

1. MindManager - The standard by which all other mind mapping tools are measured.  If you want the best, this is it.
2. MindVisualizer - Read review.
3. Freemind - free, open-source tool written in Java.

Online tools

1. bubbl.us - Web based mind mapping.  Completely free.
2. MindMeister - Web based Ajax tool.  Collaboration possible.  Free version is limited.

I have gone back and forth with using mindmapping as a tool.  Currently I’m back on the wagon and very much enjoying MindVisualizer on my Ironkey USB Flash drive.  Do you mindmap?  If so, what sources have been helpful to you?  Let me know in the comments.
(Communication mindmap by fabi k) (Topic image by edmittance) (musicophilia mindmap from wikipedia commons) (GTD mindmap by tanja de bie)

Learning Mind Mapping Linkfest

Sid Savara has put together a list of The Three Best Personal Development Books.  The choices are great and his explanations well worth reading.

Reading Sid’s list reminded me of one gathered by different friend.

John Harrell’s Recommended Reading List

My dear friend John Harrell was a prolific reader, inspirational teacher and coach.  Over the years of our friendship we must have discussed over 300 different titles in the health, wellness and technology fields. Here are the books he loved best of all.

Says John: My top twenty-one books in no specific order, however the first 15 (actually 17 because of the trilogy) I would keep over any of the others. They are not only excellent books with great tools and inspirational, you can read them over and over and not get bored with them, at least I can!  The others below are books that helped me in my growth, but keep for sentimental reasons or to recommend to others on their starts.

May you be inspired this season from the words of this truly generous and good hearted soul.  (The descriptions in parentheses are taken from John’s correspondence.)

1. Living on Love by Klaus Joehle (His meditation for radiating love and sending could change the world.)
2. Love without End by Glenda Green (I am almost highlighting the whole book, it moves up into my top ten books, probably top five.  And that is pretty good for someone who owns about 4,000 books. )
3. Discover the Power with You by Eric Butterworth (The affirmation and loving message of Jesus explained to develop your philosophy, and to apply it in life.)
4. The Center of the Wheel by Robert Hudson (Provocative fiction read with a lot of truth to be absorbed.)
5. Illusions by Richard Bach (Another provocative fiction read, one of my most favorite books, that opens to the your potential, your possibilities.)
6. Message of a Master by John McDonald (Another provocative fiction read, one of my most favorite books, that opens to the your potential, your possibilities.)
7. The Magus of Strovolos by Kyriacos Markides (entire trilogy)
8. Positive Imaging by Norman Vincent Peale (The concept of visualization in addition to vocal, mental, and written affirmation is powerful, as it evokes emotion.)
9. The Fruit of your Thoughts by John Roberts (on Peter Rosen, Magic Man of Mystic Mountain)
10. Jesus and Mastership by Morgan (The most interesting and enlightening account of the life of Jesus.)
11. The Secret of Shambala by James Redfield
12. Bridges to Heaven by Jonathan Robinson (How well-known seekers define and deepen their connection with God, excellent resource, how I learned the Archangel meditation.)
13. The Inner Core by Robert Marshall (His concepts of Power Affirmation to affect consciousness are a key part of this program, my life. This concept came from Eric Butterworth, but I got it here.  )
14. Activation of the Sacred Seals by Virginia Ellen (Her concepts of imprinting prayer upon consciousness are a key part of this program, my life.)
15. Manifesting Your Destiny by Wayne Dyer (Wayne Dyer’s message of eliminating expectations, and recognizing that you react to situations based on what is inside you, from his book, Real Magic was a turning point in my dealing with relationships.)
16. Conversations with God by Neale Donald Walsch
17. For Once in Your Life by Chris Prentiss
18. The Superbeings by John Randolph Price (well any of his books, but I got my house using the techniques from this book.  The concept I learned was affirmation/prayer with power and faith, through recognition of your connection with God.)
19. The Greatest Salesman in the World by Og Mandino (His love scroll is the basis for my love affirmation/prayer script, one of the most profound exercises I have experienced.)
20. The Monk who sold his Ferrari by Robin Sharma
21. Seven Spiritual Secrets of Success by Deepak Chopra
22. Power Through Constructive Thinking by Emmet Fox (His concept of affirmation, focus, and especially Love is the goal of this book. )
23. One Day my Soul just Opened up by Iyanla Vassant (Wonderful book, book structure is a natural template for spiritual awareness and growth, and was a valuable resource for me to both experience and use in this book.)
24. The Healing Light by Agnes Sanford (Her method of neutralizing the ego’s negative thoughts I feel is timeless. )
25. Life and Teachings of the Masters of the Far East (6 volume set) (One of the most provocative set of books I have ever  read, it opens you to possibilities beyond your dreams.)
26. The Man who Tapped the Secrets of the Universe by Glenn Clark (The ultimate role model for a spiritual person who is also wealthy, brilliant, artist, scientist, ice skater and sculptor. A true contemporary renaissance man!)

(Image by jordigraells)

The Very Best Personal Development Books Reading List

While I hope that you don’t need this information right now,  it’s likely that sometime in the next few years or months you will find yourself in a job search.  The Times They Are A-Changing, said Bob Dylan in another time and place.  Certainly this is true in the world of information technology job search.

You definitely can land a good job in this market.  But the competition is a little tougher.  The method here can help you better organize the contact and networking part of your job search.

What is Highrise?

Highrise is a flexible customer relationship management (CRM) system with free and low cost options.  From the 37 Signals - Highrise website:

Highrise helps you track communication and conversations with leads, employees, clients, colleagues, vendors, or anyone else that matters to your business. With Highrise you know who’ve you talked to, what you talked about, and what you need to do next…You can forward, cc, or bcc emails to Highrise and Highrise will attach them to the matching person or create a new person on the fly. You can also email tasks to Highrise.

Why Use Highrise?

Highrise is one of a number of online CRM systems.  I’m suggesting Highrise because the interface is reasonable, the system seems always to be available, and it has a strong company behind it.  Any other CRM would likely work as well.  Just beware the danger of focusing more on the tool selection than the real goal of progressing steadily on your job search.

Why not just use Microsoft Excel?

• Excel spreadsheets can get unruly quickly.
• It’s easy to ignore/forget about a spreadsheet.  They don’t easily remind you of what’s coming next.
• There are better tools for this job.

What You’ll Manage With Highrise

How to do a full job search is beyond the scope of this article.  You can find succinct material at the 5 O’Clock Club website.  Kate Wendleton’s Targeting a Great Career is a good, inexpensive book to start with on how to start a focused job search.

In this post, you’ll learn how to set up an easy system to manage the people you’re networking with.

• Those you have communicated with,
• Those you plan to communicate with, and,
• Those you have scheduled to communicate with in future.

Step 1 - Brainstorm your Current Networking Contacts

1. Make a list of each person who can help you in your search.
2. You may already be in contact with some of these people through email, IM or by phone.
3. If you have relationships with recruiters, include these as well.
4. Aim for a dozen or so people.

Step 2 - Decide on your Tags

Before adding your active contacts to Highrise, decide on your tagging scheme.  This will be used to help you  distinguish between networking contacts.  Here’s a sample you can use:

• Networking A - People to remain in contact with long term, no specific job or position in view.
• Networking B - People who would like to hire you, but have no job at present.
• Networking C - People who have an open position.
• Networking Inactive - Effectively closed contacts, no further connection planned at this time.

If you like you can change the tags to names that make sense to you.  Decide right now which tags you’ll use. Be consistent or this system will become messy quickly.

What about recruiters? Recruiters who treat you like a person and are interested in a long-term connection should remain in Networking A.  You can add or not add the resume sieve recruiters as you see fit.

Step 3 - Set Up Your Free Highrise Account

Sign up for a free Highrise account.¹  The free account should be enough for your job search.  If you choose to move all your contacts to Highrise at a later time, you will probably need to upgrade to a paid account.  To avoid cost while you’re searching, you may want to use Highrise only to track your job search contacts.  If you find that you like Highrise, you can always add the rest of your contacts later.

Step 4 - Add Your Current Networking Contacts to Highrise

1. Login to Highrise using your new userid and password from step3 above.
2. You will be greeted with the welcome screen.  From here you can start adding your contacts.
3. Add your first contact as follows
   • Select Add Contacts To Your Account.  (You can also select Contacts and then select the Add Person button on the right.)  This will present you with the Add New Person screen.  Enter your contact’s name, title and company.  Select the Add Contact Information button to add email address, phone number(s) and IM addresses.  It’s better to add as much information as you have available now.  Just don’t let this slow you down.
   • In the Info about this person box, add a sentence or two about how you know them.
   • Select the Add This Person button.  This will save the contact to Highrise.
   • When Highrise returns with the contact screen for this person, select Add Tags.  This is found under the person’s title at the top of the screen.  Enter the tag from Step2 which matches this person.  For example, Networking A.  You need to add a tag for each contact for the system to work well.
4. Repeat for all your contacts from step1 above.

Step 5 - Add Follow Up Actions

The power with Highrise comes from its ability to keep you on top of what you’re doing with each of your contacts.  Remember that it’s up to you to manage your job search.  Every time you have a contact (email, IM, phone) with someone, make sure that they have an entry in Highrise.  It can be as simple as this: “Spoke on phone.  He will get back to me by Tuesday with feedback on new resume.”  Then, you add a follow up action for you to contact them on Wednesday as follows:

1. Go to the person’s contact page.
2. Enter what happened in the note box and select Add This Note.
3. Select the Add A Task button on the right side of the screen.
4. In the Add a task about this person button, write what you intend to do.  For example, “Call Michael to find out what he thought about the resume changes.”
5. Add when it’s due.
6. Choose a category.
7. Select Add This Task.

Step 6 - Set Task Reminder Settings

You’re just about finished with set up.  As a last step select - My Info - Task Reminders and set whether you want email reminders, SMS text reminders or both for your follow up tasks.

Using Your New Tracking System

You may want to set your Highrise dashboard as a homepage in your browser.  However you choose to keep it in front of you, when you open and select dashboard, you will see your list of tasks on the right side.

As you complete each action, you may want to get in the habit of adding a new action for this contact.  That way, things will keep moving without your having to wonder what to do next.

Viewing all contacts by Tag

Anytime you wish to see all of your contacts in a particular tag (e.g. Networking A, Networking B, Networking C), just select the Contacts tab.  On the right you will see a list of tags in use.  Select a tag.  You will then see a list of all of your contacts with that tag assigned.  From here you can set or review next actions for each, or change tags as appropriate.

Now all you have to do is follow through!

This system should help you manage your networking activities with a minimum of effort on your part.  If you have suggestions on how to improve this, or if I can help you in any way, just let me know.

Wish you the best with your search.

Are you an IT Executive or Professional in NYC? I’m working to develop more long-term, mutually beneficial relationships here in New York. If this sounds of interest to you, please contact me. I look forward to connecting with you.

(Image by Edmittance)

How To Track Your Job Search Contacts With Highrise

1. Disclaimer: Please note that I am a 37Signals affiliate.  This means that I get a small commission from every paid subscription to Highrise, Basecamp or Backpack that uses my affiliate code ALECSATIN.  I’m recommending Highrise because I use it and like it.

Her writing is consistently helpful and enjoyable.  If you have as a personal goal to continue your development as a project manager, you could do much worse than to subscribe to UCSC blog.

Congratulations, Kimberly!

Kimberly Wiefling Earns 2008 Shrinkie Award - Best Project Management Post

You may be wondering why anyone would plunk down $54 to purchase a dictionary of project management terms.  After all, you can google terms or use the online PM dictionaries available at PMHut, Project Auditors, or Visitask.

Your time is valuable!

There are too many books out there.

PM Bookshelf posts present you with a core of books that are worth your time to buy and read.

I wondered too when Christine Hohlbaum contacted me on behalf of ESI International and offered to send me a review copy of J. LeRoy Ward’s new third edition of the Dictionary of Project Management Terms.  Here’s what I found.

Impressions

• The book itself is lightweight and comfortable to hold.  It’s bound in what used to be called “imitation leather” and feels like it could withstand a lot of abuse.
• Good typeface choice.  Text is easy to read.
• The definitions are clear and concise.
• It begs to be picked up and browsed.

Why You Might Find This Useful

• Wonderful reference for the PMP exam.
• Could reduce the learning curve significantly for new project managers.
• Answers questions you might not know you have.
• Easy to carry with you.
• Gives you a reason to look away from your computer when Workrave reminds you to take a break.  (If you are not using Workrave, please contact me - we need to talk!)
• Impress project team members with your knowledge.
• Looks good on your desk.

Summary

If you are a new project manager, or think you might want to be a project manager, you would do well to purchase this book.   More experienced project managers will also find value.

In future you can look forward to other quick summaries of books which can improve your abilities as a project manager or IT leader.

PM Bookshelf - Dictionary of Project Management Terms Third Edition by Ward

Our facilitators Clark Robinson and Rachel McKee worked us hard.

Would I recommend Grid Training?

Without hesitation.  This seminar was one of those rare off-sites which provide perspective and insights not easily gained in any other way.  I plan to seek ways to incorporate Grid seminars into my future work with PMOs and IT teams, and would encourage you to consider taking the training for yourself.

Grid Training in 25 Words or Less

From the Grid website:
Grid International (formerly Scientific Methods) was founded in 1961 by Dr. Robert R. Blake and Dr. Jane S. Mouton, two world-renowned, pioneering behavioral scientists specializing in professional training and organization development…Grid’s management and leadership training approach is unlike any other…True, lasting, and meaningful change is affected only by addressing the fundamental values and attitudes that influence behavior.¹

What I Learned

Here are some of what I personally learned at Grid Leadership Training.

1.  Shared Vision Makes The IT World Go Round

Do you remember your most rewarding work experiences to date?  For most of us, these are times when we are focused with others on a shared, clear, achievable goal.

In this training, our group of 5 people from 4 different companies had to find ways to discover and use our individual skills to produce better results than we would have had alone.  The experience was exhilarating for me.  It reminded me of how much I enjoyed working at CTi.  I’ve recommitted myself to creating these types of experiences for my present and future teams.

2.  Self-Delusion Will Hinder or Destroy Your Best Change Efforts

One of the goals of the Grid training to provide accurate and constructive feedback on how our leadership style is perceived by others.  This type of feedback is not easy to receive. Leaders often perceive themselves as more effective than they really are.

Grid International collects anonymous self-assessment results.  At the start of each seminar, about 72% of participants rate themselves as highly effective with both people and results.  This carries across industries and countries.  From this you can assume that 3/4 of your stakeholders believe that they are doing just fine as they are.  Unless you can demonstrate to them in language that they can receive how their actions as leaders are contributing to the issue or issues that you are trying to address, it is unlikely that your change efforts will result in long term success.

It’s interesting to note that after the Grid training, only about 20% rate themselves as excellent with both relationships and results.

3.  Two Project Managers on One Team Can Create Both Friction and Synergy

As an effective project manager, it’s easy to start thinking that my way is the best way.  In reality there are as many different styles as there are project leaders.  In our group, I came face to face with my own powerful drive to have things done in the best way (read: my way).  It’s quite a revelation to realize that I’m not always as easy going as I like to believe!

Working through these issues openly at the seminar allowed both of us to join our very different styles in a way that greatly strengthened the options available to the group.

4.  Candor Needs To Be Consciously Developed

If you want your team members to trust you and to share information (good and bad) and ideas (to make things better), then it is up to you to model and create the environment in which such risk taking is rewarded and not punished.

5.  Conflict On A Team is Neutral

The issue is not whether there is conflict in your group.  (Hint: there is.)  The real issue is what happens with it.

Many of us in IT are uncomfortable with the expression of conflict. The tendency is often to ignore it, or cut it off immediately.  These actions push it underground where it either festers or comes out through gossip or in other destructive ways.

The best teams find ways to create cultures in which conflict may be openly expressed and resolved.  This improves both the results and the relationships on the team.

6.  The Organization’s Culture Has A Great Influence on Our Behavior

Dilbert, Office Space and The Office resonate because they’re more real than not.  If you don’t want to become a caricature, it’s up to you to identify the ways in which your office culture is part of the problem, and use your resources to create strategies to correct or at least mitigate them.

7.  Part of Me is Still Waiting for Someone Wise To Direct My Career

This hurt me to recognize about myself.  How about you?  Are you waiting for The Man to take care of you?  Get over it.  Those days are well over.

I’ll be working on this one over the next months.

8.  My Greatest Satisfaction Comes From Helping Teams and Companies Gain Focus and Commitment

9.  Unexpected Change Is Destabilizing For Most People.

Perhaps not an earthshaking revelation.  But let me ask you this - how are you helping your team function to the best of their ability in the midst of everthing that is going on in your organization and industry?

The loss of perspective resulting from sudden and unexpected change can interrupt productivity and results on all projects.

10.  My Behavior Has a Strong Influence on Others

I tend to operate from the belief that my actions have little impact.  Do you share this view?

What we do as leaders has as much impact as what we say.  To be most effective it is crucial that we know our personal values and strive to live in accordance with them in all areas.

Next Steps

If you have any questions about the Grid training, you can contact Clark Robinson at (800) 288-4743.

Wish you well,
 Alec

Leadership Skills for IT Managers - 10 Things Learned at Grid International Training

1. Detailed information is available at www.gridinternational.com.

• Do you agree with the points made? Why or why not?
• Is there a place for ethics at work?
• Have you ever chosen to stand up for another person? What was the result?²

Please watch this short video now.

Wish you well,
 Alec

Project Management plus Golden Rule equals…

1. You can learn more at the Charter for Compassion website.
2. If you have chosen to stand up for someone else, please add a note in the comments or contact me privately.

If you have left comments on Making Project Management Better recently, you may have noticed a little heart icon underneath the comments box.

This icon and the links near it come from a WordPress plugin created by Andy Bailey.  If you have a blog, and leave a comment, commentluv finds your latest post and adds a link.  This helps readers find new blogs they may be interested in reading.

Andy has announced a very generous contest.  For every comment you make on a commentluv registered blog like this one, you will be automatically entered. You can leave comments on any current or previous post on this site.  You don’t need a blog to enter.  All you need to do is leave a comment.

Good luck!

P.S.  If you’re reading this, you’re not a spammer.  It goes without saying though that spam comments don’t count.  Here’s an example of a spam comment:  From: euxgue  Subject: The best ueoust yin you ind phoenix.

CommentLuv Contest - Just Leave a Comment on Any Post!

Over the past few weeks I’ve been wowed by business people who have really got customer focus right.  As
project managers, we can learn a lot from their example.  When was the last time you:

• Identified cost or time saving options for your customer?
• Anticipated your stakeholders‘ needs?
• Went out of the way to make all stages of their project easier for them?

Being a customer focused project manager means that you make a regular practice of putting yourself in your customer’s place.  You make it a point to determine what would make  them successful, happy or even less irritated.

It does not mean that you disregard project management basics such as delivering to agreed scope and requirements.  Adding extra functionality outside of some sort of process will very quickly MAKE EVERYONE UNHAPPY.

Toni Emory

Toni Emory is General Manager of the 415 Madison Avenue Regus Group office in Manhattan.  The Regus Group provides virtual office (hoteling) services.  I called Regus to see about using their business lounge near Grand Central to do some blog writing between clients.  When on the tour it became clear that the lounge wouldn’t suit this purpose (no real tables), Toni took extra time to (a) listen to what I was trying to accomplish and (b) explain how her company could meet the need.

You might say that this is nothing more than good sales or marketing.  Perhaps.  But then she went further and provided me the use of one of the best offices for the day at no charge.  She made sure that the chairs and lighting were comfortable.  She then sent in her technical support person Ornan Charles who stayed with me while my laptop booted until he was sure that I could use the phone and access the high speed internet.

It turned out to be wonderfully productive day.  So productive in fact that I worked through lunch, reaching into the in-office mini-bar for water and treats.  At the end of the day when I went to pay for the snacks, Charles insisted that they were on the house.

How did I feel after these interactions?  Like a million bucks.

Crystal Misner, Kerri Baird and John Henry

Crystal, Kerri and John make up the Printing for Less Mustang team.  I’ve been using Printing for Less for more than 5 years.  Even though they are an internet company, they are easily and quickly reachable by phone or email.  Their standard customer service is so far above what I’ve gotten used to from most other businesses that I’m sometimes almost embarrassed at how well they treat me.

Recent example:  I needed printing of a Microsoft Publisher 2003 file.  There was no easy way I could find to transfer this file to a more standard package without destroying the existing formatting.  I called for help, expecting a large cost and week turnaround.  A proof was ready to go that same day at no extra charge.

When it was time for shipping, they provided an unexpected free upgrade to overnight Saturday delivery.  The printing arrived two weeks before I needed it.  It was professionally done and without error.

How did I feel?  In the hands of competence.

Application to Project Management

When you think about these examples, think about your situation.  No matter what the structure, at some level your work comes because someone, somewhere believes that your organization can do the project work that they need done to meet a particular business need.

If in the end you can provide them with the type of feeling experience that Toni Emory, Crystal Misner, Kerry Baird and John Henry consistently do for their customers, you will provide a tremendous service.

Your customers are asking these questions regularly:

• Who will I go to?
• Who will I recommend?
• Who can I rely on?
• Who gladdens my heart to work with?

Make sure that when they do, you are the one that comes into their mind.

P.S. I’m writing about these companies not because they asked me to (which they didn’t), nor because I receive any money or other benefits from doing so (I don’t).
(Image by louisiana)

Redoubled Customer Focus and Project Management

Mike Nichols, creator of the Anxiety, Panic and Health blog, spoke with me this week about dealing with stress at work.

Mike is an IT veteran who has been a leader in multiple successful businesses. He has also paid the consequences of ignoring out of control stress. Fortunately for him (and us) he learned lessons from his experiences and is willing to generously share.

Today’s interview is a continuation of the Dealing With Stress at Work series. You can scroll to the bottom of the post to begin the audio interview.

Why Listen?

• Your stress level may be higher now.
• You know work-life balance is important. What are you doing for you?
• These 15 minutes are dense with positive suggestions and information you can implement today.

Topics covered in this interview:

1. Mike’s Story (0.00 - 1.55)

“The whole idea is to give information that people won’t find elsewhere…the kind of information that I wanted to have when I was having problems.”

2. How you know if your stress level is out of hand (1.56 - 4.08)

Warning signals may include:

• physical - sleep disturbances, stomach upsets, faster heartrate, restlessness
• mental - negative thoughts, racing mind
• emotional - frustration, anger, sense of humor goes out the door
• behavior - decreased contact with family and friends, crankiness

3. What to do to manage your stress (4.09 - 6.50)

“Do activities that you love… (and that) will take your attention off your work life. Give yourself some space to collect your thoughts.”

4. Mike’s experience with business related stress (6.51 - 8.05)

5. What if someone has no time to do these things? (8.06 - 9.44)

“The productivity that you think you are producing would be better if you do take your breaks, you vacations, and you do learn to say no. If you did a test, at the end of the year you would see this to be the case.”

6. Is admitting to having an issue with stress a sign of weakness? (10.00 - 12.07)

“It is more courageous to admit to yourself that you are suffering with the signs of stress…There is all sorts of help available that can help you change your habits that leave you susceptible…No one will help you do it…You have to do it for yourself.”

7. Final thoughts (12.08 - 15.14)

“I would be glad to talk to anyone who is suffering with these things.”

Mike’s voice is very clear on the audio. Please have patience with the slight distortion on my connection.

Download audio file (mpmb01-mike-nichols-managing-work-stress.mp3)

If you are interested in learning more about stress, anxiety and health, you might be interested in some of Mike’s writings:

• 22 Tips for Becoming a World-Class Worrier
• 8 Tips for Surviving a Party or Gathering
• Shyness or Social Phobia?
• I’m Dying: What a Panic Attack Feels Like

You can contact Mike at Anxiety, Panic and Health.

Dealing With Stress At Work - Mike Nichols Interview Podcast

If you’re a project manager, you should be familiar with stress at work.  On any given day you may deal with project related stress, organizational stress, and various kinds of personal stress¹.

Right now we’re all in a period of global stress.   While the current financial gyrations may not directly impact you or your company (and I truly hope that they will not), it is good to be prepared by making sure that your personal stress-management practices are solidly in place.

I find guidance in many sources. The following article was originally published in the 1930s by the New Thought teacher Emmet Fox.  While there are some Christian references, the items transcend religion and can be applied equally well whatever your personal beliefs. If you enjoy the following list, you might also like Power through constructive thinking, a collection of short works like this by Emmet Fox.

Value to you:

Basic practices you can use to remain centered and calm when you have stress at work.

FIFTEEN POINTS by Emmet Fox²

1. I always look for the best in each person, situation and thing.
2. I resolutely turn my back on the past, good or bad, and live only in the present and future.
3. I forgive everybody without exception, no matter what they³ may have done; and I then forgive MYSELF wholeheartedly.
4. I regard my job as sacred and do my day’s work to the best of my ability (whether I like it or not).
5. I take every means to demonstrate a healthy body and harmonious surroundings for myself.
6. I endeavor to make my life of as much service to others as possible, without interfering or fussing.
7. I take every opportunity wisely to spread the knowledge of truth to others.
8. I rigidly refrain from personal criticism, and neither speak nor listen to gossip.
9. I devote at least a quarter of an hour a day to prayer and meditation.
10. I read at least seven verses of the bible (or another encouraging work)⁴ everyday.
11. I specifically claim spiritual understanding of myself every day.
12. I train myself to give the first thought on waking to God.
13. I speak the Word for the whole world every day, say at noon.
14. I PRACTICE, the Golden Rule instead of merely admiring it.  He said, “Whatsoever ye would that men should do to you, do ye even so to them.” The important point about the Golden Rule is that I am to practice it whether the other fellow does so or not.
15. Above all, I understand that whatever I see is but a picture which can be changed for the better by Scientific Prayer.

If you want to demonstrate⁵ ask yourself once a week how far you are observing these points in your life. -Emmet Fox

(Image by gcaptain.com)

Dealing With Stress At Work - 15 points by Emmet Fox

1. Also known as exhaustion or burnout.  When was the last time you took a real vacation?
2. I believe that this item is outside of copyright.  If you are the copyright owner, please let me know and I will update accordingly.
3. Original he
4. Amendment to original text
5. Make positive changes in your life

For most of us, managing remote team members is one of the more challenging aspects of project management.  By reviewing the articles in this linkfest, you should be able to learn from the experiences of others and hopefully spare yourself some pain.  As before, I’ve attempted to include geographically diverse perspectives where possible.

This collection is targeted to you as a project manager who is leading one or more remote team members.  If you are working as a member of a virtual team, you can gain insight into how to make your remote supervisor’s life a little easier.  Developing this mindset will help your both immediate work experience and long-term career prospects.

Managing remote teams seems to be a hot topic in project management, as Bas de Baar, Mike Ramm, and Raven Young have all posted about it recently.

Common themes:

• Managing well remotely will require more effort on your part.
• Communication is key.  Find a way for everyone to match faces with names.
• Use technology appropriately.
• Be culture-wise.

Update!!!: October 29, 2008

1. Virtual-Team Management by Richard McLaughlin in Oh, The Places You’ll Go. France.

Start here.  This “lessons learned” post from Richard McLaughlin’s personal site contains gems from his experiences managing remote teams as a regional CIO for a major software company.  If you have only time to read one post, this is the one to start with.

First Principles

1. Cross-border projects, Challenges for the project manager, and Tackling the issues of cross-border projects.  by Elizabeth Harrin in Project Management 4 Girls. United Kingdom.

This is an excellent series on managing cross-cultural and international teams providing a good overview of the issues involved.

2. Leading In Face-to-Face Versus Virtual Teams by Surinder Kahai in Leading Virtually.  United States.

Focuses on the leadership aspects of virtual teams, with emphasis on telecommuting.

3. Managing from Afar: The Secrets of Running Remote Teams by Robert McGarvey in IT Career Planet. United States

Quick read emphasizing the value of persistence and a hands-off approach. For more on the value of a collaborative approach,  see Hey Project Manager! Beware of Fool’s Gold!

4. Managing Remote Teams in oDesk.  United States.

Some lessons learned from a software development group working with offshore teams.

5. Tips for successfully managing remote teams by Bill Detwiler in ITDojo/TechRepublic.  United States.

Light article highlighting some of the big issues for you to keep in mind.

Management Tips

1. 25 Rock Solid Tips to Supervise Offshore Development by Bas de Baar in Project Shrink. The Netherlands.

Start here for practical guidance on how to successfully lead a remote team.

2. Making Agile Offshore Teams Work and Making Offshore Design Work by Scott Sehlhorst in Tyner Blain. United States.

Valuable lessons learned. Much wisdom here.

3. Successfully Managing a Virtual Team by Catherine Roseberry in About.com. United States.

Bulletpoint list with good points on communication.

4. Managing Remote Teams: Keeping Everyone in the Loop Is a Big Challenge by Marcia Hakanson in HR Watch. United States.

This article can help you avoid some of the communication failures which bedevil too many remote teams.

5. Whiteboarding for Virtual Teams by Loyal in UCSC Extension in Santa Cruz. United States.

Some of the benefits of collaboration tools in managing a remote team.

Cultural Effectiveness

1. 23 Powerful Tips for Working in Multi-Cultural Teams by Bas de Baar in Project Shrink. The Netherlands.

These apply equally well to both co-located and remote teams.  You would do well to take a quick look to make sure your behavior and attitudes are in line with all of these points.

2. Managing Remote Teams in Latin America: Setting Goals and Meeting Deadlines by Graciela Kenig in LatPro. United States.

Excellent lessons learned from working with team members in Latin America.

Since many of you let me know that you enjoyed the Pleasing Stakeholders Linkfest, you can look forward to more Lessons Learned Linkfests to come.  If you have a topic you’d like to see covered, just send a note or add a comment below. Want to make someone happy today?  Visit one of the posts above and subscribe or add a comment.  Enjoy!

(Image by K-Free)

Managing Remote Teams - Lessons Learned Linkfest

Yesterday I was speaking with a good friend of mine who leads a PMO¹ team of project managers and business analysts.  Sharing stories together often provides much needed perspective.   I came away from this conversation thinking about project managers and fool’s gold.

Fool’s Gold

Pyrite is a yellow mineral resembling gold.  Inexperienced prospectors during the gold rush of the 1840s sometimes spent much of their precious time and effort focusing on this worthless “fool’s gold”.  Others with more knowledge knew how to identify and pursue the true gold.

Power and the Project Manager

Experienced project managers understand the potential they bring to their project and organization.  They naturally focus on the primary project management tasks of organizing, coordinating, and managing the work.  They know in advance when milestones will be missed and so are able to strategize with their team members such that the project can get back on track².

They understand that successful project management is a delicate art.

Project Manager as Victim

Like many star performers, my friend comes to her work with a belief in her ability to accomplish what she sets out to do.  This may seem like a truism, but it is absolutely essential to your success as a PM.  You must believe that your project can be done with the team you have, in the time you have, and without super-human efforts.

If you do not believe that your project can be done, you must come up with a solution before you do anything else.  If you fail to heed this advice, your project will fail.

Beginning project managers, and especially those coming from a business analyst or development background, are often used to receiving clear task assignments.  This is not generally the case in the PM role.  A project manager is expected to “hit the ground running”, “make things happen”, and otherwise shine.  Most project managers are responsible for multiple concurrent projects.  This means that a new project manager must come prepared knowing how to prioritize.  There is often minimal external guidance available.

It’s easy in such a situation to feel powerless, frustrated and angry.  In other words, victimized.

The Fools Gold of the Overworked Project Manager

There may not be research to prove this³, but I believe that most project managers enjoy telling other people what to do.  Okay, perhaps I am speaking about myself here.  But I still believe it holds true for the PMs I know.  We just feel that we know how to do things well, and have no problem instructing others on how to do it our way.

This confidence only becomes a problem when we believe we are always right.

When people are under pressure, they tend to revert back to more primitive personality traits.  For many of us in the project management field, this is bossiness.  When a project manager feels stressed, overworked, or dissatisfied with the output of one or more team members, it’s only natural to start exerting control.  This grasping for control is the fool’s gold of project management.

Why it’s tempting

When you press down, you feel more powerful and decisive.  It feels as if you are doing the right thing.  But it’s not the right thing, and you are less powerful than you think.  You don’t even realize that you are on a bad road.

Why Control is Counterproductive

• Control leads to passivity in your team.  People will become dependent and wait for you to tell them what to do.  Even if they see things that they could improve or take the initiative on, they will assume that you already know and have chosen not to do anything. People will generally give you the quality you expect.
• When you are “in control” everything falls on you.  The wear and tear on you is tremendous.  Over years, it will reduce your productive capacity.  You will eventually burn out and become less effective.
• Control is an illusion.  You really cannot control much of anything.  By pretending that you can, you are forcing yourself out of reality and dooming yourself to failure in the process.
• The opportunity cost is huge.   By trying to control the things your team can decide how to do themselves, you are by definition focusing on the less important things and letting the higher order activities go.  Never forget that strategy and vision are your primary responsibilities.  If you do not steer the project, no one else will do it.
• 5 brains are better than 1.  No matter how good your brain is, it cannot compete with all the creative and executing power of a well-functioning team.

Summary

You don’t need to be in control of your project.  You need to lead it.  Leadership can be learned.
(Image by tooliver2)

Hey Project Manager! Beware of Fool’s Gold!

1. Project Management Office
2. i.e. meeting scope, within budget, and on schedule
3. If you know of any, please <contact me!