The Importance of Clear Task Ownership in Project Management

In this engaging episode, project management expert Bonnie Biafore shares invaluable insights about the human skills and techniques that software and AI simply can't replace. She reveals her top "non-tech hacks" for successful project management, including smart approaches to estimating, cost management, and running effective meetings. Whether you're a seasoned project manager or just starting out, you'll learn practical strategies for leading teams, negotiating outcomes, and organizing information that will make you more effective in any project role.

References In This Episode

The Eisenhower Matrix video (mentioned when discussing time management and prioritization)

Book by the FBI hostage negotiator - "Never Split the Difference" by Chris Voss

Ways to connect with Bonnie Biafore:

LinkedIn profile

Newsletter

bonniebiafore.com

The Project Management Institute (PMI) Rocky Mountain Chapter

Information about Toastmasters

Episode Digest

In a world dominated by project management tools and AI, it’s easy to forget that the true magic of project management lies in human skills.

In an era where AI and project management software dominate conversations about productivity, it's crucial to remember that successful project management still hinges on human skills and expertise that technology cannot replicate. Here's a comprehensive look at the essential human elements that make project managers effective, regardless of the tools they use.

"The value of project management isn't in the tools—it’s in the people managing the projects."

The Limitations of Project Management Software

Even the most sophisticated project management tools and AI have significant limitations. Three key areas where software falls short:

Estimating Complexity

While AI can provide estimates based on historical data, it can't account for the unique challenges of each project, team dynamics, and contextual factors that experienced project managers understand intuitively. The human ability to consider multiple variables and draw from past experiences remains invaluable.

Cost Management Nuances

Software excels at tracking time and materials but struggles with complex cost factors like delays, market impact, or reputation costs. Project management tools typically can't handle varied cost types like fixed-price contracts, training, travel, or timing-dependent expenses.

Resource Allocation Reality

Tools struggle to account for the real-world complexity of resource management - from vacation schedules to part-time availability and competing project priorities. Even advanced software like Microsoft Project can't fully optimize resource allocation across these various constraints.

Essential Human Skills for Project Managers

Here are the critical skills that set successful project managers apart:

1. Communication Mastery

Adapt communication style for different audiences

Learn individual preferences for communication

Practice active listening

Understand when and how to share information effectively

"Communication isn't just you puking up information into your audiences. It's about listening and learning how to listen well."

2. Time Management

Differentiate between urgency and importance

Block time for strategic thinking

Master prioritization

Learn to manage competing demands

3. Negotiation Skills

Key Insight: Negotiation isn't always about compromise. Sometimes you need to:

Find what's important to others that doesn't matter to you

Look for win-win scenarios

Know when to stand firm on non-negotiable items

Build relationships through strategic give-and-take

4. Information Organization

Develop systematic approaches to managing large amounts of data

Create logical naming conventions for files and folders

Structure information for easy retrieval

Balance both art and science in organization methods

"Even on a small project, you will end up having a lot of information. And then if you get on a really big project, it's ridiculous how much information there is."

5. Meeting Management

Critical Practice: Run efficient meetings by:

Inviting only essential participants

Managing costs by limiting unnecessary attendance

Using a "parking lot" for off-topic discussions

Capturing and assigning action items

Taking detailed discussions "offline"

6. Leadership and Problem-Solving

Develop creative thinking for unique solutions

Build trust with team members

Learn to delegate effectively

Practice public speaking skills

Practical Project Management Hacks

Smart Estimation Technique: Instead of asking for single estimates, request three numbers:

Optimistic scenario

Pessimistic scenario

Most likely scenario This provides a more realistic range and helps account for uncertainty.

Buffer Management: Rather than allowing individual padding of estimates, create shared buffers at the end of task sequences. This encourages more accurate individual estimates while still protecting the project timeline.

"If you run a meeting well, people will love you and you will be able to get a lot more done in your projects."

Task Ownership: Assign every task to a specific person, not a team or group. Use a responsibility matrix (RACI) to clarify:

Who is Responsible

Who is Accountable

Who needs to be Consulted

Who needs to be Informed

Getting Started or Improving Your Skills

For those looking to develop project management skills:

Assess Your Skills: Review each skill mentioned above and honestly evaluate your proficiency. If it's not a "hell yes," it's an area for improvement.

Gain Experience: Volunteer with nonprofits to practice project management skills. This provides:

Real-world experience

Opportunity to make and learn from mistakes

Practice in delegation (since you'll likely be balancing with other commitments)

Concrete examples for your portfolio

Continuous Learning: Take advantage of:

Professional organizations like PMI

LinkedIn Learning courses

Toastmasters for public speaking

Industry conferences and symposiums

The most successful project managers combine technical knowledge with these essential human skills. While software and AI can handle many tactical aspects of project management, the strategic thinking, relationship building, and complex problem-solving abilities of human project managers remain irreplaceable.

Remember: Project management isn't just about tracking tasks and timelines - it's about leading people, solving problems creatively, and delivering results through effective team collaboration. Focus on developing these human skills alongside technical proficiency for maximum impact in your project management role.

Chapters

00:00 Introduction to Project Management Hacks

02:28 The Unique Perspective of Bonnie Biafore

04:33 Limitations of Software and AI in Project Management

06:53 Estimating and Cost Management Challenges

08:57 Scheduling and Resource Allocation Issues

11:44 The Importance of People Skills in Project Management

13:48 Non-Tech Hacks for Effective Project Management

15:15 Training New Project Managers: Essential Human Skills

25:32 Mastering Time Management

27:01 The Art of Negotiation

30:25 Organizing Information Effectively

31:44 Running Effective Meetings

35:05 Leadership and Problem Solving

38:09 The Importance of Delegation

39:44 Passion for Project Management

Today’s Guest

Bonnie biafore

LinkedIn Learning rock star, project management consultant, and Microsoft Project guru

Bonnie Biafore is a seasoned project management expert, consultant, and LinkedIn Learning instructor with a passion for making complex concepts relatable. With over 35 years of experience, she has authored more than 35 technical books, including bestsellers on project management and financial software. Bonnie has helped businesses large and small streamline processes, improve team dynamics, and achieve project success. Her engaging teaching style and real-world insights make her a sought-after speaker and educator in the field.

Connect with her at:
linkedin.com/in/bonniebiafore
bonniebiafore.com

Why Subscribe To The Email List: Brian shares separate hacks, tips, and actionable learning exclusively for his email subscribers. Sign up so you don’t miss out!

About The Creator/Host: I’m Brian. At age 4, I was diagnosed with insulin dependent (type 1) diabetes and told that my life was going to be 10-20 years shorter than everyone else. As a kid I took time for granted, but now as an adult, time is the most precious thing that I have. After spending a career hands-on in the trenches as a leader at all levels, I now help others to level-up through my Productivity Gladiator training. Graduates wield time management & life balance superpowers, activate a laser-guided ability to focus & prioritize, and implement a sniper-precise approach to task & email management. If what you’ve seen here intrigues you, reach out, let’s chat!

Time is the currency of your life, spend it wisely.