3 Tips to Get Your Work Done on Time - Project Management

[@songfulmusicofsongs]

Thanks a lot. I don't work in a team, I usually do everything by myself, but it's very helpful to think of yourself as a team. You give yourself goals, deadlines, and so on. So this video is very helpful. It even works if you're a member of a team. You can consider as if you're a sub-team by yourself inside a team...

[@jdkplaysyt9069]

I am just starting a Job. Of course as a project manager. your videos helping me a lot. TYSM

[@Thinking.Designing.Creating]

I really appreciate this. I feel more confident and secure in my approach to my team. Thank you guys.

[@Freebyrd7]

Setting Internal Deadlines! Yes!!! All of these good tips are simple to implement and I can testify that they make a HUGE difference. So why do so few agencies do this? I dunno, but it's the reason I started my own. Great Video!

[@janstellmach3069]

Thanks Matthew and Ben. I have already completed your Practical Project Management course and I can recommend it to anyone creative. It had a deep and lasting effect on our agency. Onbording, creative Brief, folder structures - there are so many practical tips. Thank to you both!

[@MegaDrake47]

Quality content on a consistent basis

[@apeeatape]

Great advice on all account! One additional thought on putting deadlines on Monday. In my experience some managers putting client deadline on Monday yet tend to put off everything up until Friday evening assuming that the work could be done on weekend. This may result in making people work on weekend and forfeit their rightful rest time, and therefore loss of quality.

[@Me9s]

Love it! 😊❤ However, have you guys encountered clients that changes their mind or doesn't have a fixed plan and want to get things done on time? There are employers/client who gives projects without detailed info they'll just say like "Create a website on a certain website builder and add this, add that here.. and that should be done in a day or so." sometimes say, "I'll let you figure that out". And as a designer, we all have this in mind that we make sure what we create always follow the branding of the company we are working for. (Which really can take time sometimes but client sometimes say it can be done in a day.) How do you handle a situation like this? What us designers need to do to get the info we need to avoid tons of revisions? And to get things done fast as well?

[@thefutur]

yes. happens from time to time.

[@Me9s]

@@thefutur What you guys do when this happen?

[@brockman562]

@Mary Grace Buenaobra If it makes you feeI better, I hold the Guiness Book of World Record for revisions on a stupid wedding invite for my best friend and his fiancé.....27-32 rounds. I should have taken the advice from my design classmate when he told me, 'I would never do any designs for weddings, unless it's my own wedding.' After the 32 rounds, my best friend told me the wedding was going to be called off : ( And yes, we're still best friends

[@iloveshinyobjects]

for quick branding elements have the client take Sally Hogshead fascination test online. It's cheap & will give you quick clarity on their branding to make your life easier.

[@b_dono]

I am crying while watching this. this is such a big thing to talk about. so a boss gives you a task and a deadline. the boss comes back before the deadline asking for stuff. they make a noise and unsettles the designers mood or creative process. they also give you another small task to do simultaneously to get out "quickly". they also forget the prcess that we all agree on and gets angry when you argue this point. would love to hear your thoughts.

[@iloveshinyobjects]

damn that sucks, sorry.

[@VivekKumar-kw8oo]

Thanks a lot. I don't work in a team but your explanation is too good

[@2funkidesign]

I'm currently a traffic manager in in-house design and this is 100% best practice. Love it guys! And those acting skills... 🤩

[@francoismahr]

Wow! The five sentences rule fits incredibly to my job. As part of a town planning office, I always struggle with long emails, and I am sure this is going to save me a lot of time, thank you guys so much! Of course it means that you have to be pretty straightforward during your phone call. But it is manageable. See you in another episode.

[@Misschoccywoccy]

Why did I not find this channel sooner? You guys are literally giving me life. Amazing content...👍👍

[@thefutur]

Welcome to the Futur

[@ChrisAnthonyPinnock]

This new Futur b-roll tho !! 😂 good stuff Great advice too ! Quality project management advice here

[@davidrhodes207]

As usual you are providing awesome helpful content. So appreciate you guys!!

[@elthrai]

Love those videos. Please do more regarding managment in a future.

[@kodzodoamekpor2387]

Solid education. Love the video

[@Teddy-rh8vl]

Matthews + Ben = awesomeness

[@SilverAphelion]

I follow a little script to start things with the the client, real close to what you guys show in the briefing. Cool video !

[@waeez1799]

I really needed this video right now.

[@proxcess4946]

Shout out to the Notion.so cameo despite the sponsorship from Monday.com lol. But really, I remember Matthew talking about using Notion for his personal management about 6 months back and now I use it for everything, appreciate that tip, it’s an incredibly powerful tool

[@filgwn9204]

This is a great video guys. There's a whole bunch of people I'll be showing this to. Thanks.

[@ALMBusinessInstitute]

I’m forwarding this to a wayward manager we have. She NEEDS this!! Thanks as always ...

[@thefutur]

Awesome. Forward away

[@sweatt4237]

I use Monday every day, love it.

[@BernardoAmorim]

On the client side its easy to demmand changes without changing the deadline. I have experienced this on a regular basis. What I tend to do is allways try to optimize my teams workflow, and assign tasks to my staff where I know they excel, BUT, also tasks where they need to improve. For instance I have a guy at the office that does 3d Renders for review at a higher resolution while using the hole renderfarm. While he waits, he is on the phone checking facebook. So this week he was assigned 3d modeling tasks. And then there are guys at the office that just assign tasks to my team members, without me even knowing about it. Which kind sucks. but I try to manage that also, while doing entire projects myself also. so weeks tend to have 60 -80hs work on a regular basis. BUT hey welcome to asia.

[@lizaaleksandrovych6688]

Amazing! Thanks so much for the video

[@anonfungiblebae]

Yassss that’s me at 4:45 Was up until 4am waiting for our creative to complete the outstanding tasks cause he was so late from his end. Reviewed and saw there was afew overlooked tasks that needs to be fix. The pain and sleepless nights 😑

[@rolberg]

Yet another awesome video! Thank you guys!

[@PaulHebron]

Great points made in this video. Loved it.

[@yahyaabualghait4067]

Direct and useful .. thank you.

[@thefutur]

Thanks!

[@Kyumune]

Thank you so much! This was really helpful!

[@mriftiii]

I was really looking for this video, Thanks.

[@AlexPresa]

Love this content. As always purely impactful and helpful, applicable to the RIGHT NOW. So good.

[@vzhemotion_]

Solid tips, guys! Let me ask a question: do you tell the ‘client deadline’ to production team or it’s just manager’s info?

[@xantisant]

I'm fairly new to managing, but would like to know what to do in this scenario (it's only one person I'm managing): I give a clear brief of what's needed, I get buy-in from creating a timeline based on their estimate needed, add at least a 24-hour buffer... yet the project still doesn't get done on time. Is it wrong to ask the person to work later / overtime to hit the deadline? My one thought is to try and work with them to break down the project into it's smallest components to get a better idea of timing (I feel that all of us creatives tend to have optimism bias with workloads), however, I can sense them getting defensive as if I'm stepping on their turf... I also reallllly don't want them to feel micromanaged since I know what a stick in the creative mud that is from experience. I'd appreciate any feedback. If it's at all helpful, I'm a designer managing my developer teammate.

[@maralvafaei]

oh my god. I always thought these are just my problems in the entire world! being online and awake till the hours before the presentation.

[@chrisbryant198]

Need to show this to every manager I've ever had

[@iamtonisilvers]

Damn your content helps a lot !! Maraming Salamat !!

[@NoNoNoMeansNo]

Saw your cool new set up today (Y)looking smart

[@Diicasti]

I really like this video! I’m a new manager and would love to have a team that likes me 🙈

[@KayAtanGod]

This matthew is an other thing ... respect 🙏🙏🙏

[@KayAtanGod]

@@MatthewEncina just talking about your pedagogical side... nothing bad

[@BuHaidar]

I think it’s better to set an internal deadline at least 2-3 days to be n save time and getting that time from client from day one with him.

[@brockman562]

Another way(s) to cut on time is to have ALL assets (graphics, logos, images), copy and even dimensions provided before starting. Also, 'try' and nail project on the first round(R)/ version(V) on first try, meaning look over work and make sure copy is error free (spell check), images are constrained and not tweaked, colors are on brand, etc etc. Otherwise, ADs, CDs, PMs, marketing, sr designers, CEOs, or clients will come back to you for feedback over and over again, thus putting a 'halt' on next project and WASTING everyone's time. Other teammates may have to pick up on your project for an edit, wasting their time as well. Read the damn brief over a second or third time, it'll only take a few minutes. Having a well written brief is also important. I've had MANY times where I had to ask person assigning task/project (via email, in person, or slack/workplace chat/discord/hangouts) what they meant, trying to decipher the damn brief. Personally, I like person to have printed brief, or show it to me on my/or his computer and talk about it. That way, he/she is PHYSICALLY there to answer questions while looking at brief, together. Then 'reiterate' what I 'understand' back to assigner, just to let them know we're on the same page.

[@remusb]

Dat intro! Lovely

[@Weltraumschaf]

In your sponsors tool you show sprints. Why you don’t use agile methods? What you suggest here is just old school command and control management with little psycho stuff in top, so that it sounds better you “human resources”.

[@Weltraumschaf]

@@MatthewEncina "Going full agile doesn’t work in our environment." Is the typical lame excuse for teams doing Scrum-But. Sorry for these harsh words, no offense. I see this since a decade in my daily life. The problem is: You think of Scrum/agile as a process and didn't get deep into the philosophy of Kaizen. That's a big difference. If you and your team learned this, then you will never need all theses advices from your video again, promise! And this works in all environments: One great example of a really complete different and complicated environment is the Saab company which developed a complete aircraft fighter with Scrum. The psycho stuff I mean... How do I explain... Almost everything you tell in the video is psycho stuff because your nudging you team into the way you want. For example: The "internal deadline" few days before the real deadline. This is red flag for no trust. You do not trust your team. And this is not sustainable because they will learn that you always add a buffer. And then they will use this buffer, if necessary. Then you make a pre internal team and so on. I think you get it. True agile approach: Build trust in the team, so that your team mates come early to you and say "hey boss, I thought I can do it until the date, but I'm facing this problem and it will not work". Then as a good enabler (not manager) your are responsible for to remove this obstacle, so that your team mate can do it. Whatever this obstacle is. If you're are really interested in learning these topics: Read books about Toyota Production System! HTH :-)

[@AviDayal]

that meditation break at 0:40 :D

[@jakelowes]

Gave this an instant like 🤙🏻

[@tanmaypanadi1414]

Yay futur got a sponsor

[@johnbarneskingj100]

The deadline was to today. I was still adjusting everything today until 15 min before presentation

[@winter_metal]

Eeyyy yoo tsup, thaaanks Man this is great cz I do have the same problems to manage my time and projects, this is LIT!

[@bhargavpatel_]

Wow

[@AK-lj2pg]

Thanks Matthew and Ben for these super tips! I once faced a problem where these tips could have helped me, as my creative manager would have followed these tips. Could you guys give some advise on how to deal with it, please? During an internship I got the assignment to design a whole multipage website ( around the 6 or 7 pages) within 32 hours. Beside designing the website I also had to create a new styleguide with new colors, fonts etc. I told them from the beginning that I think it would be impossible to do. But they waved it away and I still had to make it. Fast forward. I wasn't able to get it done in time. :( With just a few notes taken by another colleague it took me way too long to create a new fitting styleguide, also the UX/UI was really hard to create because of obstacles within development. Unfortunately, they had little time, knowledge and possibilities to extensively develop my design idea's. The deadline was delayed with 1 more week. At the end all my work was for nothing. After the site was reviewed by the client, and rejected, my boss told me about an agreement he made without letting me know. I also literally worked myself ill due to the stress it caused, so I had to take some time to to process this for myself. This is litterally an example about how tip #1 and #2 would have helped me better. I had no clear notes and way to less time to create. Do you guys or anyone has tips for me how I can prevend / deal with this problem the next time? What could I have done to work faster and make it easier for me to oversee the work? Thanks in advance and I'm looking forward to the next video's!

[@brockman562]

What a horror story. Well that's INSANE to design and create a style guide in a 32hr time frame. Actually, that's ridiculous. Possibly, tell assigner's supervisor (whether it be founder, principal, AD, or CD) that it's a difficult task, and to have it pushed back (higher ups can talk to client). Maybe the client is understanding. Or ask if someone could be pulled in the project (you work on web design, and other designer work on style guide, or split up the pages you do homepage and 3 pages and the designer do the rest. or ask to hire another jr. designer. What really bothers me, is that if it's a UX/UI design project, why can't it just be wires initially, before the hi-fidelity mockups? Do you know Zeplin? Zeplin creates the style guide for you, that is.. if your using Sketch. Sounds like you were tossed in a hyper design sprint. I wouldn't even want to work at a place that's overusing and over abusing employees IMO.

[@iloveshinyobjects]

Perhaps create a template with the essential elements you will need for most projects save it as a doc & then use it/modify it for each new project. And tell em these are the basics you need up front to work in that extreme timeline. Hopefully it will bring clarity & understanding to them; b/c you don't have time for guesswork in that time frame.

[@d3mian]

Deadlines on monday are key. Yep

[@arijitdesignsit]

What is the difference between a client and a stakeholder?

[@EPHONIC]

How do these tips apply when teaching a class of roughly 18 college students? Deadlines are quick and are a must and asking whether they are okay with the timeframe can yield vastly different results. What tips can you offer in that context?

[@brockman562]

Just as video mentioned. Have it brief, but don't shy away from being more detailed if you have to. Have it clear and set a deadline. Then ask if everyone understands and has questions. If majority of class fails on you... you have your data to go by where you can format brief for following semester (ironing out problems on your end) and maybe 'extend timeframe'. You can tell your students to treat it like a real world project since 'quick turn around' is inevitable. I'm sure they'll thank you in the end because you taught them a skill(s), which is meeting a deadline, working fast and efficiently, and time management. Explain/tell them that the design doesn't have to be a Mona Lisa (but do the best as they could on short timeframe), and as long as deadline is met, and client is happy, and company and employee are paid, then they've gained a VALUABLE skill.

[@EPHONIC]

Manny Donaire : Awesome advice all the way around. Thanks so much for taking the time to respond and providing valuable insight and info. Much appreciated!

[@brockman562]

@@EPHONIC No prob.

[@dangeldoll]

As a project manager, I wish my boss would see this video, All these were always a problem, we would get no brief, just a ff email and we had to paddle back to what we are supposed to do at all, and we would get an estimate from the boss, before we would actually check if it matches what it is going to take to finish this project, many times we were under budget, and not enough time to finish, so either over-hours were in order, or telling the client we need make changes, and clients hate that, And no formula to assigning projects, just dumping 43 orders on one person one day, and the other managers quietly asking if you need help to actually read thru all off these, it’s madness But how to implement changes, when the person in charge is the problem?

[@dangeldoll]

@@OscarBlancoSketchToon_com yes, that is exactly how it goes, and as a lower rank project manager - how do I get it to my boss that this is not working and we are losing money/time/clients I keep going back and forward to the production team and discuss every project - ask if we have enough material, and how long it will take to fabricate - and they give me actual time -they are the experts in determining it, and they will tell me if something is not possible and I kept that practice for a while - until recently I got yelled at-to Not come into the production room -Not to consult it anymore we are got a new manager - to manage all of the projects and production - but I don't think it will work the way it's set up I asked if we have the material for a project- and I got a response I needed 7h later this will make tremendous delays and lots of miscommunication

[@Disco0x]

I think this video advocates for the Project Manager to be the one creating the brief for the rest of the team. Thats not your bosses responsibility. Think of your boss as a client. As a manager, your job is to sift through the jumble of documents from your boss and produce a clear brief for your team to breakdown and understand so they have a clear plan of attack. Thats what a manager does. They manage people. If you are the one doing most of the grunt work as a manager, then what are you managing? Yourself? If you are still overwhelmed then you need to talk to your boss and explain how the people you are managing cannot possibly hit the deadlines he/she is requesting. Thats also your responsibility as a a manger, to stand up for your team and set realistic expectations.

[@dangeldoll]

@@Disco0x yes, and I do make the drafts, I don't mean my boss is supposed to make the drafts, the problem is that the boss discusses the details with the client, and not forward most of the email exchange to me, so I need to usually ask the same questions - to the client, the clients get really annoyed that they explained this already, and in a usual fashion reply with - consult your boss, and I need to politely ask my boss to forward the whole conversation to me, and you can imagine that the boss usually bargains with the clients in these emails, not every convo will be forwarded, so a few times I was denied so now I have to ask the client and the boss the same questions, and in the middle go ask the production team about the actual deadline - then come back to the client and boss if the deadline needs to be extended, MY time is being wasted here, and the clients. how do I explain to the boss that this is not working? and when I ask the client - saying I need the full information or confirmation they usually reply with - "but I already told you guys" and they don't bother to copy/paste what was discussed prior to me getting the order, I usually ask Please CC me on the email, so I can track it all back a lot of mistakes are made that way because I was denied the information

[@dangeldoll]

@@MatthewEncina nice way of trowing big catchphrases there, but am already doing that, and it's like talking to a wall, then what?

[@dangeldoll]

@@MatthewEncina nevermind, our system is broken, all our ideas were "taken into consideration", and our boss has come up with an idea to hire a "manager" to manage the "project managers", so we will see how this does basically, I was yelled at - that it's not my job to focus on the client's/company's exchange and to focus on the graphic design I'm supposed to do, too bad American companies are not obligated to write down contracts so our responsibilities are not so easily bent to the occasion

[@gbortolotf]

Is thefutur reading my desperate life? Yes.

[@miguelll99sk]

What they´re using at 5:15? it´s google calendar or something?

[@brockman562]

I don't think so, the UI looks a bit different.

[@vuufke4327]

2:48 when the existential crisis hits

[@loas3967]

...they're gonna say yes (your team) yes, even if they don't think it's possible..😂😂😂😂

[@AlexPresa]

Side question, Where does Ben Burns get his hats from?!?!

[@TT-rl4su]

4:53, is that C4D?

[@ansaransu7634]

❤❤❤

[@TechwithLaughter]

Time is non-Renewable resource

[@yordandambulev7997]

2:50 So familiar

[@yordandambulev7997]

4:50 Yup

[@dangeldoll]

Also how to deal with clients, that give you a dead line, but they keep making changes till the very last day, but still want it all done on the dead line?

[@dangeldoll]

@@MatthewEncina yes, I do inform the clients, that we have 2 revisions, the3 rd will be invoiced, and every one after that, and most orders take just 1 revision - that is only when a client knows what they want, and I have all the information confirmed, and usually, it helps to just say - Please Review Carefully, don't sign before you are approving it, and some people are careful with their orders/money, there are clients that seriously can't make up their minds, or have a team of their own who want to add their changes to it, I do inform them - this is the X Version, and you will get charged for further changes, so please review carefully before approving - so we can go into production, and they still call on the day of the deadline that some changes are needed, even after they sent in signed paperwork approved for production, some times they stop in the middle of production - so we do inform them they will be charged for the material/labor, and I need to go thru it all over again, but still try to do rush it all as soon as possible well, that is life, there are clients that are like that, and the worst part is - they COME BACK!

[@dangeldoll]

​@@MatthewEncina if only I was the one calling the shots like that, but I'm not the boss, I do put it in the notes what client belongs on the blacklist, and that is all I can do, they either get additional charges - that do not go into my pocket, or they are denied their deadlines for a future project, and that is that if I was freelancing a project - then I can pull out my charge, or drop a project, but I chose a 9 to 5 lifestyle for now

[@studioss3630]

1:55 Which app is that? It's really clean. somebody give me the name.

[@jasonng3239]

Notion.

[@siddhantjain2402]

Which software do you guys use for your Project Management?

[@brockman562]

While we're talking about briefs...anyone have any HORROR/shady stories where incorrect assets, or wrong instructions/dimensions were provided? or someone in team 'edited' feedback to 'cover their own a$$e$?' ...what about having a project assigned to you that another person was doin at same time and was supposed to be for one designer? or doin a project that was already completed? What about that designer that went and proceeded with project and in the end, he/she didn't actually understand, yet proceeded to move forward? What about the over eager young designer that listens to your brief and requests to be on the project? Don't we all love hearing horror stories?

[@krakatoom]

Hey there, got a little distracted After not passin arts school application. Here i am again...

[@vaniar.1583]

2:35 😂 cute

[@wr5023]

Min is such a mood lol

[@priceandpride]

Lol my boss does that. Just forwards emails with no direction

[@thefutur]

sorry to hear.

[@rashidakatwara2190]

Always Happens withbme

[@mriftiii]

First comment. Yay!

[@zacpino3072]

COMMUNICATION !!!! Period

[@vzhemotion_]

Solid tips, guys! Let me ask a question: do you tell the ‘client deadline’ to production team or it’s just manager’s info?