Tag Archives: ms project

In-Person Conversations to Have During Reorganization Phases

Reorganization means changing how everything works. Change is good, but also creates a reason to be more vigilant about your career, your priorities, and your focus on growth. Change can be a time to ask what you want from your career.

During my recent in-person meetings, we had a few of these conversations that I want to share with you:

What is your new role?: Get clear directions on your roles and responsibilities for the new assignments. Use a Gantt Chart or MS Project for you and your new team. Account for schedule changes, hours of operations, additional meetings, and time zone impacts.

What are the other team members’ roles?: If your new responsibilities entail a leadership role, understand the roles of each person on your team and the extended team. If it is a global team, understand their location, time zones, and culture.

What is the transition plan?: If you are taking over an existing project, ensure that you ask for a transition plan with the latest updates on each section of the project. I have used Excel for this purpose with success.

What is the transition timeline?: In addition to the plan document, you will need to agree on the duration of the transition. If you will be managing a complex project, account for a few months of transition. New items will come up just when you think you have wrapped your head around the various pieces of the project.

When is the transition meeting?: Meet with your manager and teammates involved with the transition. Have the document updated and ready to share. Review the document, and confirm that both managers and employees understand the tasks and approve of the plan.

What communication channels do we use?: Decide on one or two communication channels for urgent situations. Find out what works for the team, and, if possible, come up with one channel that works for everyone.

Please share additional tips that you may have at: info@telecommuterstalk.com

Background Information You Can Gather During In-Person Meetings

I’ve mentioned in my previous posts that my organization is going through some changes. As I go through the changes, I am learning a lot and want to continue sharing what I’ve learned with you.

Recently, I had to attend a few Town Hall meetings and strategy sessions in-person, and here is what I learned:

What you hear on the phone may not be accurate: As a remote employee, what you hear on the phone or see via e-mail may be just half the story. Keep in touch with your teammates offline to get additional information.

Example: A friend/colleague was working on the most important project in the organization, and I was convinced that she was having fun. When I asked her how her cool project was going in person, the look on her face confirmed that it was not that great.

All requests are urgent: Changes involve a learning curve and chaos. I would question why I was being asked for the same information multiple times. When I was there, I realized that my management did not have time to find the information in their inbox and things were moving a million miles an hour.

Example: I received a call at 7 am to present to my VP that morning. I also had other important meetings that morning and needed urgent information before the discussions. I could not find the time to text or email my teammate for information. I gathered the information and presented to the VP in a timely manner.

You are monitored: How you dress and how you behave come into play when you go in-person. I think this is the case for all employees, but managers of remote employees need to ensure that you are stable.

Example: Women tend to maintain good attire by default, but managers also take note of your overall appearance, professional behavior, confidence, and interactions. The expressions you might make while on the phone need to be toned down during in-person meetings.

Please share any examples you may have at: info@telecommuterstalk.com

Setting Boundaries as a Telecommuter

In my recent articles, I’ve mentioned that my organization is going through changes, and my responsibilities have increased as part of the change. I am now working with global team members across multiple time zones. I am enjoying myself, but also have to take early morning calls with background noise!

I need to set boundaries not only personally but also professionally to ensure I have a work-life balance. Here are some ideas I have come up with to set boundaries:

Close the Office Door: When I am working, I close my door and use my “Do Not Disturb” sign that I received during the holiday season. Closing the door adds distance to household responsibilities and informs family members that I am in work mode.

Say “No” Nicely: Running to school to deliver forgotten homework or shorts will stop. I have informed my family that things need to change. This approach will keep me focused on work and teach the kids to be responsible.

Use Weekends: I would multitask during the work week, and it was exhausting. Now, I focus on a single task. When I am working, I am working—no additional chores. I use my breaks as downtime and to walk. Most household-related responsibilities are handled after work or on weekends.

Manage Your Calendar: Take charge of your calendar and the responsibility to set up meetings when possible. Taking the initiative gives you the ability to set meetings based on your schedule and time zone. Use this approach for both personal and professional meetings.

Get Help: Delegate and move on. Assign household responsibilities to your family and hire help as needed. Working from home is the same as going to work—the only difference is that you are wearing yoga pants!

If you have additional tips that work, please share at info@telecommuterstalk.com

How to Manage Organizational Changes as a Telecommuter

Change always comes with opportunities. Professionally, I’m experiencing a lot of changes now. I have the chance to do new work, find a new position, and create new connections. I want to take this opportunity to share with you what I am learning as part of this process.

Speak Up: During transitions, make sure you speak up and share your thoughts on your part of the project or the overall plan. It’s best to provide input when you can make an impact—which is at the beginning. As a remote employee, you will need to be more vocal than usual to make your case.

Ask Questions:
A transition is a time of flux, and for you to understand its impact on your job, you need to ask clarifying and direct questions. Managers are usually able to discuss some information. Even if the information is confidential, they can inform you of that.

Stay Connected: Continue your conversations with your manager during one-on-one meetings. Stay connected with your teammates and be informed. Attend all the meetings discussing the changes in your organization, since they will have an impact on you, even as a remote employee.

Update Your Résumé: If you are looking for new opportunities, update your résumé and add search agents to your company’s internal HR site. Alerts will send you access to new job openings right to your inbox. Continue talking with your mentor to work on your next steps.

Avoid Rumors: Being remote can work to your advantage, since you are not physically there to stop and listen to the multiple conversations going on in the office. Try not to get pulled into the rumor mill. If you have questions, ask them directly to your management chain, since they would have the most accurate information.

Change is the only constant, and we need to keep going! Please share any suggestions that have worked for you: info@telecommuterstalk.com.

7 Guidelines for Global Project Management

In our global business environment, we work with people from different backgrounds. To be an effective team, we need to focus on proactive project management.

Here are a few tips I have learned during my career as a global project manager:

  1. Relationships:Relationships always matter, but it is more involved with a global team. When you start a global project or if you join the project mid-way, make sure to take the time to build relationships first. Engage the group and have a few minutes of general conversations before you jump into the project details. Take the time to learn about the people and cultures as you build those relationships.
  2. Goals:Once you have the initial connections, start working on and sharing goals for the project and its strategic importance, verbalizing the information and ensuring that you also create visuals with the same information. You will have both visual and auditory individuals on your team. Sharing the information via multiple channels will guarantee that you are communicating the goal clearly.
  3. Roles and Responsibilities:Create a document outlining what the key roles are, either via a RACI chart of a visual using MS PowerPoint. The main purpose is to confirm that the whole team understands what their role is on the team and how they are going to contribute.
  4. Timelines:I use MS Project to include all the key tasks in a document. You can also use Excel if that works better for you. Keeping track of who needs to do what and by when will keep the project in order and clarify the responsibilities for the team.
  5. Time Zones:Be proactive about the various time zones you’re working with and find a balance when you are trying to set up meetings. Make sure that early morning or late night calls are spread out among the various time zones.
  6. Respect:Global projects are usually longer, more complex, and come with added pressure. Despite these challenges, make sure to keep respect. Timelines can move and project scope can change, but once you lose respect, you cannot get it back.
  7. Celebrate:When you reach major milestones on the project, celebrate them in ways that the whole global and virtual team can enjoy.

Project management is about people helping you meet the goals. Invest in the relationships, and the team will achieve its goals.

What has worked for you as a project manager? Please share by emailing info@telecommuterstalk.com.