During my time working internationally, because I had to fly, work continuously, and take care of all the preparations for the travel journey, I learned organizational skills very well. If you don't know how to organize and arrange all activities logically and scientifically, in accordance with your time budget and future schedule, it will be difficult to complete your mountain-like to-do list smoothly. On the contrary, if you lack organizational skills, if you keep working in a slow-moving way, then of course you can't avoid always being stressed, making mistakes, and never getting the job done. qualitatively, and so of course the results are never as expected. When the results are not OK, we often blame it on lack of time, not having time to do this, not being able to finish that, etc. Just like that, the vicious cycle keeps clinging to you from day to month, wiath the chaos of the work cycle always in disarray, it seems like you're so busy that you can't breathe, but the goal is not there. I can never touch it for all sorts of reasons.

That is a very common situation that I see in young Vietnamese people when they go to work. I often say, this week we have to do next week's work, this month we have to do next month's work. If you don't have the ability to organize to always manage the future in the present, you will keep yourself pushed in the present by very urgent tasks, because it happens right now, today, this week. And so all your energy and focus is just on everything in front of you. All necessary and important preparations for the future are postponed. When you are exhausted from sprinting for the present, let go and the future will become the present. And so, you continue to race for a continuing present, day after day, week after month, month after month, never escaping. Because of this, you are always extremely stressed but your work never reaches the quality that you and your superiors want.

If you want to get out of that rush, to be able to arrange your work more orderly, scientifically, avoid stress and achieve better work efficiency, there is no other way than to learn skills. project organization and management. So, what are organizational and project management skills needed?

The big picture - Paint the overall picture

When assigned a project to implement, no one jumps in and does this or that detail right away. When you are not organized and only remember what you think and do, you will inevitably forget one part and not remember the other. Therefore, the first and most important thing to do is to sit down, calmly think from beginning to end, before and after, fully about the project first, drawing an overall picture of how many items the project is divided into, first and foremost. How many tasks does the item have? - detailed work, who is responsible for each task. Regarding project duration, how many phases does the project have, how much time does each phase have to complete according to the project's completion schedule, and buffer time to manage risks when there is good work? someone does not complete the work on time. Most importantly, in order for the project to be completed and occur on time as expected, this project must be activated from when to ensure there is enough time for thoughtful preparation, quality, and efficiency. fruit.

A project overview gives you an A to Z overview of everything that needs to happen at each stage, at each point in time, with transparency into work details, who is responsible and deadlines. wall. Only when you have both an overall and detailed view can you manage the assigned project well.

For example, if you are assigned a project to organize an event to introduce the company's new products to potential partners, you will need to sit down and draw out the overall project as follows:

  1. Work items that need to be organized: logistics stage - event organization, marketing stage to promote the event and attract partners to register to participate, financial stage for the event, content stage - event program and content, administrative assignment at the event, follow up after the event, for example.

  2. Task list: under each stage there are many details of work that need to be completed, you must think thoroughly and list them all, supplementing them when needed or arising.

  3. Assignment: the responsibilities of each task need to be clearly assigned and notified specifically and in detail to all those responsible.

  4. Phase: if the event time is a fixed time, then count down from that date back to this moment, how much time do you have for each phase and when do you need to complete each step to ensure project progress?

  5. Deadline: if each step has an estimated time, how much time is assigned to each task from start to finish? When is the deadline you give to the responsible person?

  6. Buffer: how many days do you have for risk time to buffer - buffer for risks that may occur and delay the project schedule? Where can the risks you identify occur during the project, or who is responsible based on your assessment of their abilities?

Build a detailed list of work items

Why is this important to emphasize? Because I see many of you, when bullet points of work items, write in general terms, for example, write "connecting potential partners for cross-promotion". Recorded like that, it's just an idea, not a work item. When you write in general terms, the person in charge doesn't know where to start and the project manager himself doesn't know how far the project has progressed, what the results are, whether it's on schedule or not. In that "connection" section, there are many tasks to do, for example, you need to make a list of companies that have the same target customer group as your company, classified by industry, if they are high-end customers. For example, there are tourism, hotels, insurance, automobiles, fashion, high-end cosmetics, etc.

After identifying the industry, make a list of companies currently operating in that high-end segment of that industry to approach. Once you have a complete list, whom should you assign to contact, how long will it take to find out the contact details of the person you need to approach, when will you have the results after reaching out so that you can know in short how to cooperate with the company? Which company, how to cooperate, when to complete the official cooperation agreement to start implementation, when to have implementation meeting, etc.

The more detailed and specific you are in your thinking, the easier the task is to perform and track, and the easier the project is to succeed. If you keep making general statements and rambling reports or presentations, things will never be implemented specifically and on schedule.

Communication is key

In any project, the key to success lies in communication. The larger the project and the more people involved, the more likely it is that information will be distorted or missed, with some people knowing it and others not. Therefore, after checking the project list, for example, it is necessary to have a consensus meeting with all project members. This is when the whole team must brainstorm, add or remove something, discuss it here once and then agree to implement it. Each member needs to clearly understand their role, check their work list, the deadlines they need to follow to complete, when they encounter problems or need consultation, who to meet, through which channels, etc. All details about regular meeting times, regulations on extraordinary meetings, official project information channels, channels and ways to share when problems arise during project implementation, and how to update project information. Projects, etc. need to be clearly shared so that all project members understand clearly what to do in each situation without any obstacles.

Every time something new arises, there is a new update, or after every meeting there are changes to anything in the project, accurate and clear recording and information about these updates and changes must be made to each individual. Project members are extremely important. It's better to communicate too much than not enough, causing the risk of asynchronous information capture, affecting the progress and quality of work. Vietnamese people are general in nature, speak in general terms and act in general ways, so their ability to work in groups or manage projects is not effective. This is a learned skill and has nothing to do with IQ or qualifications here, so don't blame it.

Discipline in project management

When working together on a project, just like organizing and managing an army, the more people there are, the more rules and discipline there must be so that everyone can operate based on common laws. Otherwise, people dancing this way and dancing that way will turn the group into a mess, lacking common direction, lacking connection, undisciplined and of course ineffective. Setting the rules means the team must play according to the rules. Whoever can keep it will do it, whoever doesn't want it or can't keep it will leave. As for how staying or going will affect the individual, that is another matter, not within the framework of the project that needs to be resolved, but will be an issue that the relevant person needs to resolve with their own personnel or direct boss. them for example. When working on a project, you have a timeline that you need to follow. Therefore, no one can wait for others to be tardy or irresponsible, affecting the overall progress and results. Project managers need to be decisive and flexible in arranging personnel so that their project is successful, and make decisions to change quickly and decisively if necessary.

Besides, for good project management, the project always needs to have regulations on regular meetings. Any project without regular, disciplined follow-up meetings will never be effective, especially for projects with the participation of many personnel. As always, in a team there will always be people who always fulfill over 100% of their responsibilities, some people wait for reminders to push back and forth to do it, some people don't remind them and always pretend to forget, some people don't consider their work. The project is a priority, so if you can delay it, just drag it out until all the hiccups, etc. Therefore, as a project administrator, your responsibility is to closely monitor progress, provide regular reminders, turn on the red light when there is a risk, and always have a plan B when a risk occurs.

The more disciplined the project manager, the more likely the project will succeed. And if you just push the work out and let everyone do it themselves, then surely nothing will happen or happen on schedule. You can argue that everyone has to be responsible for their work, so why make you follow them? The problem is, everyone has a lot of things on their check list. There are people who are good at managing time and work. Most people will operate in a way that whoever shouts first, requests first, or if something doesn't get done and is afraid of being cut off by the boss first, it becomes urgent and should be done first. The rest, project or no project, will be calculated later. If you don't see it again, just pretend to be quiet and let it pass. As long as you're reminded, move on.

So, just be disciplined. Whoever complains about being difficult, annoying, or doing something so cruel, ignore them. The administrator's story must be like that, otherwise the project will go nowhere.

Actually, it sounds terrible when it comes to organizational and project management skills, but it's nothing. As long as you think logically and sequentially, it's OK. As for monitoring and urging, I set the schedule automatically to the date it reminds me, no need to remember. The problem is whether you want good governance or not. The problem is whether you realize the way you are doing is not effective and needs improvement or not. As always, after completing any task, project or event, you should ask yourself and the team to see what you need to do better next time to improve. If it is not managed well enough to be effective, then where is it not managed well, why and how it needs to be improved. If you want to learn and develop, there is a place to learn. If you are satisfied with everything you are doing and feel you don't need to do anything better, that is your choice, but if because of that you don't develop yourself, don't ask why...View:

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