Time is one of three parameters that every project must meet. Project managers often have the least time, but the most valuable commodity. Project managers are under increasing pressure to deliver projects faster than ever because the business world is changing at an ever-faster pace.
Clients and upper management will judge the success of a project not only by its achievement of goals but also by whether they were completed within the deadline. This is to maintain the company’s competitive edge. Project managers must have good time management skills in order to lead a project to success.
To achieve maximum results, use the 80/20 Rule. It takes very little effort.
The Pareto principle, also known as the 80/20 rule, states that 80 percent of effort should be spent on 20% of the most important tasks. This means that only 20% of your effort should be used on the truly important tasks, those that produce 80 percent of the results. The bottom line is that most people waste their time on the wrong tasks.
Prioritize the 20 percent of tasks that add the most value. Don’t get distracted by the details. Keep your eyes on the bigger picture. Project management is best when you aren’t striving for perfection. Start with the basics and work on the details later.
Find a Time Management Software
Time applications are becoming more versatile and incorporating multiple features. This makes it even more difficult for users to choose the right time application. Are you looking to introduce time management software to your employees? These 3 time management software offer advanced time reporting and time entry.
Identify the urgency
Not all tasks need to be completed in one go. The Eisenhower Principle is a method to prioritize and identify important tasks. It is a matrix that distinguishes between the important and urgent tasks. The important tasks are not always as important and the urgent tasks are not often that important. People tend to focus on urgent tasks because they are more time-sensitive. However, if you want your work to be more efficient and effective, you will need to plan your day so you have enough time for the important tasks.
You can delegate tasks you don’t have to do and save time to focus on your important tasks. If delegation is not possible, you can start to work through your task list, focusing on the important, but not urgent items first. You should also set a deadline to complete important tasks that aren’t urgent. Otherwise, you risk them becoming urgent and important tasks and not being completed on time.
Make a schedule
It’s not enough to prioritize important tasks and identify their importance. You also need to estimate the time it will take to complete them. Schedules must include time blocks for testing, meetings and other activities. However, it should also break down time and account for time differences if you have remote teams.
You have many options for creating effective schedules. Start with time trackers to determine how long each activity takes. Next, use project management tools to create a schedule for tasks and activities. The critical path method, when used with a Gantt diagram, can be used to visualize the tasks and track the progress of your team throughout the project.
Include buffer times
It would be great if everything went according plan, but it’s not possible. Unexpected events will occur in every project. Some may not have a major impact on your overall project plan but others can cause serious delays to your schedule. When creating a schedule for a project, the biggest mistake is not to include buffer time. Buffer time allows you to be flexible and gives you the ability to make changes as needed.