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Productivity tips, calendar hacks, & product updates from the Reclaim team.

Top 14 Project Management Skills for the Remote Work Era
November 24, 2021

Project management is a hard, demanding job -- and not for the faint of heart. A project manager is responsible for taking a project from ideation to close, and leading the team through every milestone and dilemma in between.

Many project managers are faced with new challenges in today’s world. So many of our conversations and planning sessions occurred naturally and spontaneously before, and project managers are now trying to lead their teams and projects through a completely remote, work-from-home environment. How can they still achieve the same level or success in a distributed workforce?

And it turns out this may not just be a temporary problem: 74% of professionals expect remote work to become standard, with 97% not wanting to return to the office full-time. Fortunately, many of the skills are still the same as before the pandemic, though a few need to be turned up a notch to accommodate new modes of communication. As always, project managers need a strong balance between soft and hard skills, and a mix of left-brained analytical rigor combined with right-brained emotional intelligence.

In this post, discover the top 14 project management skills every project manager should develop to be successful in the remote work-from-home era.

Project Management Skills

So what types of skills should a project manager have? As the coordinator for a highly complex show, project managers need an arsenal of people skills and technical skills to keep the many moving pieces in line. Here are the project management skills to develop to lead your project team remotely: 

1. Leadership

The first and invariably most important skill on this list is leadership. As a project manager, you’re in charge of an entire team of people who will need to work well together and produce high-quality results. And because effective leadership is so essential to achieving these results, 79% of organizations are prioritizing the development of project management leadership skills throughout their teams. An amazing project manager knows when to make hard decisions, how to build relationships, when to listen, how to coach, and when the team needs a good old fashioned motivational speech. And just because you can’t swing by a team member’s desk doesn’t mean you shouldn’t check in with them in the same cadence. In fact, one-on-one meetings have increased 500% since the pandemic, which shows the clear need for leaders to prioritize their team on their calendars in lieu of those spontaneous in-person check-ins. 

2. Communication

Communication is an essential skill for a project manager, especially in the remote work era, and in some way, supports every single skill in this list. But unfortunately, 57% of projects fail due to a breakdown in communications. On any given day, you probably speak to at least a dozen different people associated with the project, including your own team, customers, stakeholders, and vendors. As project manager, you’re responsible for communicating the many different moving parts, and ensuring your team has the information they need to do their work. And since communication isn’t just composed of in-person meetings anymore, asynchronous communication methods help streamline these conversations on a schedule that works for everyone. That means leveraging a variety of mediums for communication: email, chat platforms like Slack and Zoom, project management tools or calendars, and even written status reports on what the team accomplished for a given week.

3. Time Management & Scheduling

Among the hardest project management skills to continue developing is time management and scheduling. On average, managers only get to spend 1.83 hours/day on productive task work, and waste 1.82 hours/day on unproductive tasks like checking email, Slack, or sifting through their task lists.

All projects have deadlines that need to be met, and it’s up to the project manager to build the schedule and milestones to reach to make effective progress throughout the project. You also need to consider the schedule of every person on the project, and ensure they have the time they need to accomplish their key priorities. A project manager with excellent time management skills will be able to develop a plan and timeline based on each individual's workload and time needed to accomplish it. They’ll also be aware of major time wasters too like unnecessary meetings that are driving the average professional to spend 21.5 hours in meetings a week, and help their team minimize distractions and context switching through methods like time blocking so they can focus on their important work.

4. Task Management

Another highly important technical skill that every project manager must have is task management. Projects are made up of dozens of tasks, if not hundreds or thousands, each with their own level of difficulty and time requirements. It’s up to you as the project manager to create, assign and manage these tasks for your entire team. And unsurprisingly, most project tasks depend on other tasks being completed before they can begin, which means you are literally the ring-leader to a highly complex show with many moving parts. So to be successful in project management, it’s not just a matter of throwing together a list: you have to understand the project in its entirety so you can determine which tasks to prioritize to unblock others, and how to orchestrate a plan in the most efficient order. There’s also always the opportunity to optimize - 54% of workers spend 5 or more hours a week on tedious tasks - what can you do to automate these tasks for them?

5. Analytical

What business decisions are made these days without analytics? Not many. And as a project manager, you’re responsible for making a lot of decisions with and for your team. Projects are created to address complex problems or opportunities, and require thorough research and analysis to develop the best approach to solve a need. This means diving into performance data, gathering customer insights, researching market trends - whatever type of business intelligence your project needs so you can make productive, informed decisions. Data-driven project management skills are absolutely necessary to improving the ROI outcome of your project. Make sure to distribute the analytics to your remote team so they can leverage the same insights in their work!

6. Tech Savvy

77% of high-performing projects use project management software, yet only 22% of organizations actually make the investment - and this is as of 2021, a year after the pandemic started! As the person responsible for the success of these projects, it’s up to you to advocate for the tech resources you need to optimize the process across your remote team. These tools are even more important now that you can’t rely on a whiteboard in the corner of the office to be central station for a project. 

Project management apps like Asana, JIRA, ClickUp, and Monday.com are comprehensive tools with deep feature sets to help you optimize every step of a project, or you could use a simpler tool like Trello or Todoist to organize and manage your projects. This is where your tech-savvy smarts come in - a rockstar project manager will not only quickly pick up and adopt the tool, they’ll also help educate the team on how to get the most out of the platform. You should also be on the lookout for AI - 85% of CEOs expect AI to have a significant impact on their business in the next 5 years. Smart calendar tools like Reclaim.ai are already helping managers create up to 40% more time in their week.

7. Organization

Similar to task management and time management, organization is another hard skill you need to ensure your projects truly stay on track. With so many moving parts and managing a remote team schedule across multiple time zones, it is very impossible to coordinate without strong organizational skills. And while every project manager will have their own method, some abilities you’ll want to have include documenting notes, updating files, prioritizing lists, staying up to date on progress, and so on. Office workers waste up to 40% of their day because they simply don’t know how to stay organized! So make organization a priority so you can show by example just how impactful proper organization can be for productivity.

8. Flexibility

Who hasn’t started the day with a well-laid plan, and gotten interrupted an hour in with an urgent priority that completely changes your focus? Maybe it’s a new bug you encountered that needs to be addressed before the project can proceed, or another project entirely that has escalated to a top priority for your team. Things happen, and you need to be able to flex with them, not against. That’s why all the best project managers know how to stay flexible around an ever-changing schedule. But don’t let bad planning be the reason you need to flex! 80% of employees spend half their workweek on rework due to poor communication, so if you’re reprioritizing often due to avoidable issues, focus on improvement in your earlier-stage project development.

9. Negotiating

While negotiation surely could fall under communication, it's such a major skill and project management requirement that it easily warrants its own seat on the list. Project managers are basically in a constant state of negotiation on behalf of their projects. On the external side, you’re responsible for negotiating with partners, contractors and vendors, and not just bargaining on pricing. You have to negotiate all of the details of the relationship and their contributions - milestones, timeline, deliverables, responsibilities, approach, anything relevant to the project. Business travel is starting to pick back up, but you probably have a couple more years of Zoom call negotiations before corporate travel budgets increase again. Your persuasive skills are also needed internally too: project managers are also regularly negotiating with their team around what to prioritize, how to tackle a task, resource allocation, even mediating and resolving conflicts between remote team members or groups. Without a doubt, negotiation skills are a must for successful project managers.

10. Risk Management

As preferable as it is to focus on the good, risks are around and need to be managed. Depending on your project and company, you may be facing operational risk, cyber risk, regulatory compliance risk, data privacy risk, infrastructure risk, even health risk. Any every risk you weigh has multiple outcomes, and the good and the bad both fall on you. Do you go with the less expensive cloud partner to recoup those resources, does the app really need 2FA sign-in, do you add the new feature to risk missing the deadline, do you allow the team to work in-office without masks? In order to manage risk, you need to really know your way around risk analysis to both identify and estimate the consequences of these scenarios.

11. Cost Management

Every project has costs, and you’re the lucky person who gets to estimate, budget and manage them. And regardless of how big or small your budget is, you have to find the best way to distribute them across the entire project. Fortunately, companies with project management practices save 28 times more money than those who don’t! And while the perfect budget may be assembled the week before the project, needs are likely to change as the project progresses. Make sure to leave your projects some wiggle room so you’re not stuck asking for more money that could have been forecasted before the project started. This is where you want to leverage the project management expertise you’ve already developed - consider past projects and the unforeseen costs that crept into those budgets in your planning. Don’t forget to budget for remote communication and management tools too!

12. Creativity

Every project presents its own challenges and opportunities, and the solution may not always end up being the obvious choice. Project managers are definitely known to get creative when needed, and usually find their way into the awesome project management position from their ability to see all the different sides of the project. This allows you to really come up with the best approach to the problem, as you understand so many tiny details you can create a unique solution that might not be obvious to the rest of the team. In fact, recruiters rank creative problem solving as the second most difficult skill to find, so if you have a knack for it, put it to good use on your projects!

13. Critical Thinking

Creativity so often bleeds into critical thinking, but this project management skill really requires some left-brain power. In fact, critical thinking is another skill that really leverages a lot of the others on this list. Project managers are responsible for solving and managing complex problems that require deep logic-driven thinking to evaluate these challenges from identification to conclusion. Unito describes critical thinking as questioning processes, projects, and even core business practices that are widely accepted as given to improve them for the company or team. So don’t be afraid to be the devil's advocate, or to question the norm. The project itself is also probably impacted by the global remote work shift, so take into account how that will affect your plan!

14. Patience

As with any good manager, patience is definitely a trait you’ll need to be an effective project management leader. Projects are often long, even if you meet your deadlines. 15% of project managers are looking at only one project at a time, which can feel like a seemingly never-ending year. It’s easy to feel impatient and want to rush, but remember you put together your milestones and timeline for a reason, so don’t push faster than you can unless there’s a strong reason to. And most importantly, always have patience with your team. They are facing the same challenges and frustrations as you navigating a new working environment, so if you feel wound up after a mistake, relax and remember patience before kicking off a hard conversation. It will make you a better listener and leader for your team. 

How to Become a Better Project Manager

Now that you know the top project management skills you need for success, what can you do to continue to develop and cultivate these qualities? 

  • Join project management social communities: Join a LinkedIn or Facebook project management group! This is a great way to hear about other people's experiences in the same role, and how they addressed their scenarios.
  • Participate in project management forums: Find some project management discussions on Reddit and Quora to ask your own questions!
  • Get certified: If you learn best in a course setting, there are plenty of certification options available through organizations like the Project Management Institute (PMI) that currently has 17 different certifications available. As a bonus, 61% of organizations are now providing some type of project management training - these are a great booster to a project manager's resume!
  • Educate yourself: There’s no shortage of great project management resources out there to educate yourself! Find books, articles, data reports, case studies and more all online. 
  • Start using a project management app: If you haven’t already, get started with a project management platform. 54% of organizations lack the ability to track KPIs in real-time, giving yourself the tools and knowledge you need can have an amazing impact on your own performance as a project manager.
  • Ask for feedback: Feedback as a manager should never be a one-way street. Ask your team: what can I do to better support you in your role? 

The completion of almost any project requires a project manager who can help team members meet goals and adhere to a strict schedule. And the demand for project managers is growing fast - according to PMI, the project management labor force is expected to grow by 33%, adding 22 million new jobs, up to 88 million total jobs by 2027. So whether you’re working on becoming a better project manager, or aspiring for the future, investing in your project management skill set is a smart bet towards a successful career. 

Have another project management skill you’d like to share? Tweet us at @reclaimai!

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Feeling overwhelmed by your ever-evolving Jira task list? Learn how to add Jira issues to Google Calendar so you can schedule time for heads-down work, and increase productivity up to 80%.
Calendar Analysis: How to Audit Your Time & Productivity
January 27, 2022

Calendar Analysis: How to Audit Your Time & Productivity

Why should you audit your time and calendar? People waste up to 40% of their workday when unorganized. Analyze how much time you spend on meetings, tasks, and personal time to better plan your week.
Reclaim's Response to the Log4j Vulnerability
December 29, 2021

Reclaim's Response to the Log4j Vulnerability

As a security-first company who takes the protection and security of our customer data extremely seriously, we’re writing this blog post to share our response to the Log4j CVE vulnerability.
How to Share Google Calendar & Manage Your Availability
December 16, 2021

How to Share Google Calendar & Manage Your Availability

Learn how to share your Google Calendar with another Google Calendar, Outlook or iCloud Calendar, key privacy settings, and the best way to block your availability to avoid double-booking.
Best Planner Apps: Top 5 Tools for Productivity in 2022
December 13, 2021

Best Planner Apps: Top 5 Tools for Productivity in 2022

If you spend just 10-12 minutes planning your day, you’ll save up to 2 hours of time otherwise wasted from poor planning. Learn the top 5 planner apps to keep you organized and productive in 2022.
How to Add Linear.app Issues to Google Calendar
December 1, 2021

How to Add Linear.app Issues to Google Calendar

Less than 50% of issues get completed every cycle, or sprint. Learn how to connect your Linear.app issue tracking projects with Google Calendar so you can make time for important tasks every sprint.
Top 14 Project Management Skills for the Remote Work Era
November 24, 2021

Top 14 Project Management Skills for the Remote Work Era

Which project management skills do you need to lead a remote working team? As the coordinator for a highly complex show, project managers need an arsenal of people skills and technical skills.
Team Meetings: 5 Types & Best Practices for Scheduling
November 12, 2021

Team Meetings: 5 Types & Best Practices for Scheduling

What is a team meeting? A gathering to build relationships, collaborate, share updates, and align your team. But with 50% of the workweek in meetings, orgs need to consider if they’re overscheduling.
Productivity Trends Report: One-on-One Meeting Statistics
November 2, 2021

Productivity Trends Report: One-on-One Meeting Statistics

Meetings have increased 69.7% since before the pandemic. Professionals now average 21.5 hours in meetings each week, with over 500% increase in one-on-one meetings due to the shift to remote work.
Effective 1:1 Meetings: How to Better Prepare & Schedule
October 26, 2021

Effective 1:1 Meetings: How to Better Prepare & Schedule

One on one meetings, or 1:1s, are a recurring check-in between two team members to discuss priorities, projects and goals. But are you using them effectively?
Calendar Heroes: Chris Parsons, Co-Founder & CTO at Lollipop
October 20, 2021

Calendar Heroes: Chris Parsons, Co-Founder & CTO at Lollipop

In this edition of Calendar Heroes, we talk to Chris Parsons, co-founder and CTO of Lollipop, to learn his style, tools, and methods for balancing priorities while leading an early-stage startup.
Calendar Heroes: Vishwesh Jirgale, VP of Engineering at Mindtickle & Angel Investor
October 14, 2021

Calendar Heroes: Vishwesh Jirgale, VP of Engineering at Mindtickle & Angel Investor

VP of Engineering at Mindtickle and Angel Investor, Vishwesh Jirgale, shares how he gets things done and achieves a productive workday. Check it out!
What is Focus Time? How to Prioritize Productivity
October 13, 2021

What is Focus Time? How to Prioritize Productivity

Focus time is a dedicated session for uninterrupted productive work. But with each meeting, Slack message, email and social media distraction, it takes 23 minutes and 15 seconds to get back on track.
Calendar Heroes: Philippe Mesritz, VP Customer Experience & Customer Operations at Khoros
October 6, 2021

Calendar Heroes: Philippe Mesritz, VP Customer Experience & Customer Operations at Khoros

VP of customer experience & customer operations at Khoros, Philippe Mesritz shares how he optimizes his time to get things done. Check it out!
Calendar Heroes: Megan Killion, Founder of Coven Cloud & MK Consulting
September 29, 2021

Calendar Heroes: Megan Killion, Founder of Coven Cloud & MK Consulting

Megan is a full-time working mother of four who runs three successful companies, Megan Killion Consulting, newly launched startup Coven Cloud, and a property rental business. See how she makes time!
More Calendar Control for Meetings! Reclaim Free & Busy
September 28, 2021

More Calendar Control for Meetings! Reclaim Free & Busy

Add more productivity and control to your smart calendar with advanced Reclaim free and busy event hashtags. Block time for no-meeting days, focus time, meeting times, and clock-out of task scheduling
Top 7 Time Management Tools (for Busy People)
September 23, 2021

Top 7 Time Management Tools (for Busy People)

82% of people don’t have a time management system, but there are hundreds of apps available to improve productivity for every working style. Find your best fit in the top 7 time management tools list.
Job Burnout: How to Fix at Your Workplace
September 21, 2021

Job Burnout: How to Fix at Your Workplace

Over two-thirds of employees have experienced job burnout recently, and more than 50% of all annual turnover results from burnout. See which signs to look for and how to prevent them at your company.
Top 5 Work Habits to Boost Productivity
September 14, 2021

Top 5 Work Habits to Boost Productivity

See the top 5 work habits to try to boost your productivity. If you’re seeking a promotion, trying to pivot your career, or just simply looking to step your game up in the workplace, this is for you.
Calendar Heroes: Chris Hunt, Staff Site Reliability Engineer at Stack Overflow
September 10, 2021

Calendar Heroes: Chris Hunt, Staff Site Reliability Engineer at Stack Overflow

Working on a team that is spread across 10 different time zones and our Calendar Hero, Chris Hunt lets us in on how he is able to do it. Check it out!
Durable Identity: Employee-Friendly SaaS for Life Changes
September 7, 2021

Durable Identity: Employee-Friendly SaaS for Life Changes

The average person changes jobs every 4.1 years, but you shouldn't have to re-sign up for every SaaS app that often. The future of work will be more durable - your identity will survive life changes.
Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity
August 31, 2021

Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity

"This meeting could’ve been an email.” We're all thinking it. Even 71% of senior managers feel their meetings are unproductive. Reduce meetings and boost productivity with weekly status reports.
The Best Time to Meditate? Prioritize Self-Care
August 26, 2021

The Best Time to Meditate? Prioritize Self-Care

The best time to meditate depends on your intention and your schedule. But no matter when you meditate, you can reap the benefits. The important thing is that you make time for this healthy habit.
Top 6 ADHD Organization Tools
August 24, 2021

Top 6 ADHD Organization Tools

Staying organized can feel like a constant battle for people with ADHD before you find your ideal rhythm and workflow. Here are the top ADHD organization tools to help you become more productive.
No-Meeting Days: Top 4 Advantages & How to Start at Your Company
August 19, 2021

No-Meeting Days: Top 4 Advantages & How to Start at Your Company

Are meetings consuming your workweek? 78% of people feel their meeting schedule is out of control - see how one no-meeting day a week can improve your productivity, team morale and prevent burnout.
Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman
August 17, 2021

Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman

Working as JSON Schema Specification Lead at Postman, Ben shares how he balances priorities while developing the JSON Schema strategy and it's tooling, and supports the open-source community.
Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite
August 11, 2021

Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite

Shay Kingsbury at Hootsuite shares how she balances priorities while leading merger and acquisition integration and Go To Market for Sparkcentral at the social media marketing and management platform.
Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages
August 10, 2021

Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages

Slack released a much-anticipated feature in June of 2021: scheduled sends for Slack messages. This, paired with some awesome Status syncing capabilities from Reclaim, can help you become a rockstar Slack communicator and role model for your team.
Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk
August 9, 2021

Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk

Michele Wiedemer at Synk shares how she balances priorities while developing the education training program for security champions and developers at the open source security platform.
Best Time to Exercise? Morning, Afternoon or Whenever
August 4, 2021

Best Time to Exercise? Morning, Afternoon or Whenever

Exercising for as little as 15 minutes a day can increase your lifespan by as much as 3 years, and you’ll sleep better and feel less stressed too. Here's how to optimize your workouts for the best time of day.
Make Time to Read: 5 Practical Tips for Busy People
July 28, 2021

Make Time to Read: 5 Practical Tips for Busy People

Reading has amazing benefits, and 35% of people want to do it more. It increases verbal intelligence, makes you a better leader, reduces stress, and fends off Alzheimer’s. Here are 5 tips to try out.
Calendar Heroes: Rohini Pandhi, Product @ Square
July 26, 2021

Calendar Heroes: Rohini Pandhi, Product @ Square

Rohini Pandhi, a Product Lead at Square, shares her style, tools and methodologies for balancing priorities while leading the product efforts for one of the top digital payment companies in the world.
15 Best Slack Apps for the Future of Work
July 22, 2021

15 Best Slack Apps for the Future of Work

Check out the top 15 Slack apps productive teams are using today to build and support the future of work at their organization across calendar management, project management, status updates, HR and team building.
Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge
July 19, 2021

Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge

Connor MacDonald at The Ridge shares his style, tools and methodologies for balancing priorities while leading the marketing vision for the brand that brought the world the first RFID-blocking wallet.
Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools
July 7, 2021

Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools

We get asked almost every day: what's the difference between Reclaim.ai and Clockwise? While we're both in the smart calendar space, there are some key differences to consider.
Naming Calendar Events: 5 Calendar Etiquette Tips
July 2, 2021

Naming Calendar Events: 5 Calendar Etiquette Tips

Need to create better calendar event titles to communicate context to your invitees, colleagues and incoming schedulers? Calendar communication starts with the first thing people see: the event title.
Lunch Breaks: 5 Ways to Improve Your Productivity
June 22, 2021

Lunch Breaks: 5 Ways to Improve Your Productivity

Want to improve your quality of work, energy level, and creativity? In this article, learn 5 ways in which taking a lunch will actually boost your productivity.
Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time
June 17, 2021

Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time

Learn the 5 key differences between effective vs. pointless meetings, and 3 tips to avoid unnecessary meetings getting booked on your calendar.
3 Ways to Find Work-Life Balance in the New Normal
June 10, 2021

3 Ways to Find Work-Life Balance in the New Normal

You want work-life balance, but work and life can't separate into equal halves. Forget balance, here are three ways to make work-life harmony a reality.
Reclaim just raised $4.8M in seed funding! 🎉
May 26, 2021

Reclaim just raised $4.8M in seed funding! 🎉

We're excited to announce that Reclaim has raised $4.8M in seed funding led by Index Ventures. Here's what comes next.
Pareto Principle: Using the 80/20 Rule for Priority Management
May 25, 2021

Pareto Principle: Using the 80/20 Rule for Priority Management

How to use the Pareto Principle 80/20 rule to block time for your priorities.
3 Single-Tasking Tips to Improve Your Focus
April 28, 2021

3 Single-Tasking Tips to Improve Your Focus

While you may think multitasking is a skill you can master, only 2.5% of people can do it effectively. Your brain performs best when “single-tasking”, focusing on only one thing at a time.
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