Pow'Rful Presentations is a relatively monthly investigation of ideas, strategies and techniques to assist readers be more present in life, better project managers and make more effective presentations (in all senses of the word).

 

In my effort to please the widest range of readers and knowing that adult learners acquire new skills in different ways, you may find typographical or grammatical errors in this newsletter. No need to point these out to me. Some readers learn best by analyzing text for errors. 

 

Also, depending on your background and my South African origins, you may find some of my spelling and grammar to be, well let us just say "imaginative".

 

© Wayne Botha 2009 

****

 

 

Let's keep the update brief and only touch on the highlights. Since my last newsletter, I went off the radar to complete training at Coach University and hone my skills as a professional coach. I have also begun facilitating courses in IT Project Management at Axia College and accepted a position on the Board of Directors at Southern New England Chapter of Project Management Institute (lovingly referred to as SNEC-PMI). I guess project managers are at the back of the line when the "inspiring and imaginative names creation" genes were passed out.

 

What value does this bring to my readers and followers? I am excited to now be working with clients and offering new benefits to a wider range of people. As a professional coach working with project managers, I am helping people overcome challenges in their lives, reach dreams and deal with change. My immigration from South Africa in 2001 taught me unique experiences on reaching goals and dealing with change that I am passing on to my clients. 

 

My professional coaching services are helping project managers at all levels of their careers and all stages of the project management journey.

 

Through my work at Axia college, I am helping newcomers to project management learn the disciplines and welcome them into the profession of project management. My work on the Board of Directors at SNEC-PMI is helping experienced project managers continue their education and continue growing. 

 

This newsletter marks a new phase for you, me and future readers. From today, I focus on helping people live better lives, be more present, enjoy presenting themselves, and benefit from the effects of improving themselves with my improved coaching skills.

 

This newsletter has just grown and matured to a new stage of life. I am looking forward to a great future, and trust that you will enjoy the ride as well.

 

Get your ticket, buckle your seat belt, and Lets Go!

  

 

****

 

 

 

Lack of time.

Yes, project manager's number one complaint is "Too much work, not enough time". This is surprising, given that we have the same 24 hours in every day as we used to have before the invention of personal computers, email and instant messaging. Now that we have enormous computing power on our desk and the ability to communicate with people all over the world via instant messaging, how is it that we don't have enough time to get everything done? Everything is now faster than ever before and we have more information available than we ever had before.

 

The answer is that we are distracted more easily. We have more interruptions and more noise in our lives than ever before. My phone seldom rings anymore - because everyone uses instant messaging and emails to communicate. The noise is not always audible anymore yet the effect is the same. You don't get done what you set out to do when you walked into the your office or cube.

 

What are the solutions? (This is the part you have been waiting for, right?)

1. Admit your addiction. Keep a time log for one work day. Every 15 minutes write down what you are working on. You will be surprised to find that you are answering emails and instant messages and generally reacting to other people, instead of focusing on doing your work. Admitting your addiction to allowing other people to control your time is the first step towards recovery.

 

2. Block out chunks of time for you to do your work. Go offline for 30 minutes and stay focused on your tasks, then go back and catch up on your emails. Most of them will wait and some issues will have resolved themselves without your intervention.

 

3. Make time for yourself. Take your lunches and get some exercise instead of anxiously waiting by your computer for the next invasion of your privacy. You can't work if you are not taking care of yourself first. Your body will collapse. You aren't going to be answering emails from your hospital bed.

 

4. Stay prioritized. Yeah, this is an oldie but goodie. Keep on prioritizing your work so that you are working on the most important task all the time. Use your to-do list, your "must get done list" or write it on your sticky-notes. Do whatever it takes to stay on task working on the most important task all the time that you are working.

 

5. Become aware of distractions. Become aware of people who habitually interrupt you or thought patterns that distract you from your work. If you have an active mind like me, then you may want to keep a separate notepad of "great ideas that I want to work on one day" to keep them safe and out of your way while you stay focused. Change your environment - go to the public library to write or your favorite coffee shops. Do what it takes to become aware of your distractions and then take steps to become undistractable.

 

6. Learn to estimate. We all seem to take on more work than we can handle. You think we have 60 hours in every day and you plan accordingly. The result is that at the end of the day, you have 20 hours of work left and only 3 hours to get it done, if you don't sleep tonight. Write down how long it takes you to perform routine tasks. If it took you 5 hours today to create your weekly project status report, and 5 hours last week, then I am willing to bet that you should schedule 5 hours of your time for next week's status report. Block out 5 hours on your calendar and your weekly project status report will get done. Failing to plan is planning to fail. Lack of realistic estimates causes frustration for all concerned and leads to last minute overtime, extreme frustrations and missed deadlines.

 

7. When the work is done, stop working. You can't work all the time. Schedule down time and breaks, if you want to be more productive. Take breaks during the day to get exercise and fresh air. Schedule and take your vacations. You will be more productive when you are working.

 

8. Help your colleagues and project team to manage their time better as well. Set the example for them using these tips, and their matured time management skills will help you to have less crises, less stress and more time.

 

 Let me know how these solutions work out for you.

 

****

 

These skills can be used in smaller settings as well. When you go into a meeting, you should also write down the key points you want to say, warm up your voice, rehearse what you are going to say and carefully craft your key points. In other words, your presentation is to a smaller audience in the meeting, but many of the same principles apply.

 

Use your Toastmasters experience to facilitate and present in your small group meetings. Then you get additional benefits from Toastmasters that you did not realize before.