Today I want to share with you a really interesting tip and it’s about how you can save a lot of time by becoming a project manager in your practice.
So I was recently speaking to one of our really successful BlackBelt clients and he said “Rudi, there’s so much going on in my practice and I’m really really busy, how do I get out of this?”
Ok so the first thing to do is we are going to change your title. So ask yourself a question, “what is my title right now?” Is it partner? Managing partner? Whatever it might be I’m going to ask you to change that title (in your own head) to ‘Project Manager’
Well because everything around you is a project. Anything that has more than 2 steps is a project.
So if you’re a project manager then what do you need to do to manage projects?
1. You need a responsible person
2. Bullet point a list to use as a plan
3. Build in some milestones along the way
4. Review once completed
If you think about it, all those touch points don’t need too much of your time when done effectively.
So let me go over to my screen and show you exactly what I’m talking about…
So let me explain how this whole project manager concept works.
In your practice right now you have a title. Whatever it might be, let’s put a line through it and make you a project manager.
When a project happens it always has a timeline, whether it’s buying a house, or completing an audit it will have a timeline.
So at the start of the timeline you want to spend 5% of your time, with 1 person who is responsible for this project in order to give them direction and guidance.
Once that’s done, we set milestones throughout the project. The first milestone should always be as soon as possible e.g. If we’re looking at 10,000 records, after the first 100 come back to me and show me. Or if this is a 2 week project, start today and come back tomorrow. So the point of the first milestone is that it happens really quickly so you can see if they’re going in the right direction or the wrong direction.
Then you build in the other milestones, maybe at 25%, 50%, 75% and then at 100%.
Then at the end, there is time for reviewing built in.
As you can see here, this process does 3 things:
1. It gives direction
2. It ensures the person is on track
3. It allows time to review
And actually as a project manager your own time involvement here needs to be very little.
One of the areas you need to concentrate most on is in the initial planning stage where you ask your responsible person for a high-level list, 5-10 items of what you are going to do.
So let’s pretend the project is buying a house, your high-level list might look like this:
1. Sell my house
2. Look at prospective areas
4. Moving company
The next step is to then agree a time and date for each of the points e.g.
1. Sell my house – within 60 days
2. Prospective areas – within 10 days
3. Financing – within 5 days
4. Moving company – within 50 days
Once you’ve done that, reorganise what’s happening in order that it will happen.
Essentially what you now have is a person who’s responsible for the project, milestones for the project and clear details on what needs to happen.
Once these things are in place, the chances that this project can go drastically wrong are massively reduced. The chances of the project happening on time are highly achievable.
So that in a nutshell is what your job as a project manager might consist of. The process is pretty simple; Initial planning phase, build the milestones, list the items.
So in summary:
– You are a project manager
– You need a responsible person
– You need a high level list of what needs doing
– You need to define milestones
– You need to review at the end
So a question for you… if you were to put this kind of project management into your practice (with you being the project manager) what might that do for you and your time within the practice?
Leave a comment below and let’s continue the conversation down there.
If you know of anyone else who might benefit from listening to this please share it with them.
Bye for now.