Productivity Gladiator Project Management Hacks, Skills & Tools You Can’t Get From Software or AI - With Bonnie Biafore
Bonnie's Natural PM Talent
- Bonnie Biafore found project management came naturally despite starting with no experience.
- She enjoys the constant variety and lifelong learning opportunities it provides.
Human Intuition in Estimating
- Estimates need human intuition beyond AI's data-based suggestions.
- Experienced project managers consider unique project constraints and team dynamics intuitively.
Use Contingency and Buffers
- Always ask for contingency time and money in your project budget and schedule.
- Use shared buffers at task sequences to reduce padded estimates and improve accuracy.
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
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
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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.