Episode 550: Project Management 101: Tools, Processes, and Habits with Gray MacKenzie

Kasim chats with Gray McKenzie, the co-founder of Zenpilot, a company that helps agencies master project management. Gray reveals why project management is more than just software, and how to create effective processes and habits. He also shares how to set up your scorecard, track your client health, and deliver an awesome experience for your team and clients. Plus, he gives you the three secrets to project management success and how to avoid the most common mistakes.


  • 00:00:00 – Introduction and Welcome
  • 00:01:59 – How to Calculate the ROI of Project Management
  • 00:07:20 – How Zenpilot Evolved Over 10 Years
  • 00:19:08 – How to Measure and Improve Client Health
  • 00:24:42 – The Three Keys to Making Project Management Work Well
  • 00:26:19 – How to Use ClickUp and Teamwork for Project Management
  • 00:28:16 – How to Define Your Scorecard and Track Your Progress
  • 00:30:25 – How AI Can Enhance Project Management
  • 00:33:18 – How to Design Your Data Architecture for AI
  • 00:37:17 – How AI Can Automate Task Creation and Summary
  • 00:39:30 – How Gamification Can Motivate and Engage Your Team
  • 00:40:38 – How AI Can Optimize Capacity Management
  • 00:46:15 – How to Create Structure and Clarity for Your Team
  • 00:48:25 – How to Use Time Tracking for Capacity Management


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