6 Ways to Start Your Morning Project Management Routine
Being a Project Manager, people often think it’s a fast-paced field with cornucopia of meetings filling up your day the moment you sign on to sign off. They often expected you to hit the ground running and do some super hero pose but then must hide in the background when the press release comes. Depending on the company, cross-country/country teams, and culture of the company, this can be true. I say culture vs. work life balance because it’s really how the organization perceives the worker and expectations of performing duties that ultimately determine the work life balance. Ever since I started my career as a project manager, no two days are the same. That being said, it doesn’t mean you shouldn’t have some consistent routines to help you baseline your day.
- Morning Cuppa
Start your day with your coffee, tea, scone, audio book, and or meditation. Whatever gets you into the grove, make sure you give yourself 15 to 20 minutes to do this. When I give myself that headspace, my day often goes well. I feel refreshed and focused. There is nothing quite like having those blissful moments of “me” time before I prepare for battle. Give yourself time to reflect on the previous day or week. Then put on your best resting project manager’s face. Winter is coming.
2. Check Your To Dos List
I normally do not dive straight into email (anymore). Unless there was something time sensitive that was communicated the night before or I’m on call for emergency maintenance. Instead, I check my To Do List and Prioritize if tasks need to be accomplished now. If you have been doing a routine regularly; you’d already have a to Do List. If not, let’s start with looking at your Calendar and map key To Dos that need to be accomplished before a meeting. If you have a project tool like Wrike, JIRA, Asana, Monday, Planner, etc then creating a To Do List is automated for you when you assign things to yourself.
3. Prioritize Projects that are Red, Ambers, and Greens
Next, I look at the priority projects. You may balance anything from 4 to 16 projects. But there is no way you could tackle them all at the same time. Prioritize the list of projects (either your leadership has prioritized); or you’ll have to do it. There are many ways to prioritize — but key things that help with decision — livelihood/health & safety risks, cost/punitive costs (SLAs, unmet milestones), Due Dates.
4. Plan Your Day
Even though you may have a full day. You may be double booked or in dire need of a 5 minute break to eat and any other key functions that help you be human. Whatever it is, plan your day, strategize on meetings that you must be there vs. Nice to be there. Delegate responsibility and circle back with others on how meetings have gone. Unless you have a time turner, you need to decide on what important meetings you need to attend. Though some organizations or managers will tell you otherwise, taking that break to eat or refresh is just like that morning cuppa. You need to recalibrate in order to perform. Unless you’re on a job where you absolutely cannot step away for a few moments; reconsider who you are working for. Yes, I know that sounds drastic. Ask yourself why exactly you should tolerate mistreatment.
5. Find Things That Spark Joy
I always try to find little or big things that bring me joy to a job, person, project, etc. Why do I do this? Because it makes me happy. Because it may make other’s happy. Because finding things that spark joy gives purpose. You may not control all aspects of a project. Despite one of the crucial phases being “Monitoring & Controlling” sometimes you’ll have challenges or are met with what feels like the impossible project. I find having the focus to find joy allows me overcome self doubts or worries. The mindset is infectious and others may join in the support to help accomplish the goal. Sometimes a good full bellied laugh eases a lot of pressure and helps keep reality in check.
6. Take Time to Focus on People
As an introvert, I truly wish there was a way to be in a hobbit hole and work my days away. Alas, I have to put my hobbit like manners behind and look at that big adventure. You may not know the challenges your team or your peer’s face. But taking the time to get to know someone and support them in their efforts can be a rewarding. Realistically part of the PM job is to always be around people. The more you do it, the better you are at making it part of your nature routine. Say hello, talk about your pets. Find common ground and look at the people you work with beyond their job description. You never know when Gandalf may whisk you away.
Final Thought
A lot goes into starting your day. Starting it the way it makes me feel best sets the tone and the outcome for a lot of my successes. There are days where no matter how much good or right you do something is going to be challenging. It’s the nature of working a job. There will be good days and there will be bad days. No matter what they are, find those key routines will help you be focused and prepared for what may come. I hope that these 6 ways to help you in finding the right rhythm to get you ready for your day.
