Time Management | By Duncan Haughey | Read time minutes
To be a successful project manager, you must manage your time well. The best project managers ensure they are productive for the majority of their time and avoid time-wasters at all costs. Here are some tips that can help you manage your time more efficiently.
1. Create a Project Plan
What does this have to do with time management, I hear you ask? Well, if everyone knows what they are doing and have a project plan with regular milestones to focus on, you, as project manager, will spend a lot less time dealing with issues brought about by a lack of clarity.
2. Remember the 80/20 Rule
The 80/20 rule (or the Pareto Principle) is the idea that by doing 20% of the work, you can produce 80% of the benefit of doing the whole job.
The value of the 80/20 rule for a project manager is that it reminds you to focus on the 20 per cent of activities that matter. Of the activities you do during your project, only 20 per cent are essential. That 20 per cent produce 80 per cent of your results. Identify and focus on those activities.
3. Not Just Status Updates
It's best to avoid team meetings where you go around the room asking each person to give a status update. These meetings have little value and waste time. Instead, spend that time focusing on risks, issues and opportunities. Use the team to brainstorm solutions and create ideas.
Have an agreed agenda that you stick to in team meetings. If you schedule an hour for the meeting, make sure it lasts for an hour and no longer.
Take significant issues off-line if they are likely to cause a meeting overrun. Don't make everyone sit through lengthy technical discussions that don't involve them. Set up a working group to focus on the issues and report to the team at a future meeting.
4. Stop Micro Managing
Avoid delving into the detail of the work. The project manager doesn't need to get involved at the code level with software development projects. Leave this to the developers. You've selected the right team for the job. Let them get on with what they are best at while concentrating on steering the project to a successful conclusion.
5. Don't Do the Work
Managing projects is a full-time job. Some project managers make the mistake of getting involved in 'doing the work'. Avoid this at all costs. Managing projects is a full-time job, and taking your eye off the ball can lead to problems even for a short period. It may be tempting to carry out a few tasks when a deadline is looming, but leave this to others while you get on with managing the project.
6. Create a Task List
Email fixation is a modern-day problem that can distract you from doing important tasks. Creating a daily task list keeps you focused on achieving your objectives. Scratching tasks from your list can create a real sense of achievement and drive further activity.
Time management is an essential skill for project managers. How can you expect to manage your teams if you can't manage your own time?
Ask each day what you did to move the project forward. Plan your next day. What will you do to ensure your project continues along the straight and narrow path to success? Plan your time, manage your team with a light touch and communicate effectively. Project success should come easier with some care and attention to time management.
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Recommended read: 10 Tips for Managing Time Effectively, by Meggie Nahabedian.