Tips to manage time efficiently in your next project
Ever wondered how do some project managers tend to complete their projects successfully on time with absolute finesse? How do they get all they want? And you, my friend, on the other hand, always turn up late at the meetings asking for some more time. Ever spared it a thought that how do they do it?
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Well, the answer is simple- TIME MANAGEMENT!!
It is an age old productivity hack, which has helped many project managers deliver their projects with aplomb.
Some of them make use of conventional pen and paper approach while some prefer to use web-enabled time management tools. Now, this completely depends upon the requirement and at times, on the budget of the project as well. Moreover, different approaches work for different people.
This being said, we all know that time management is one of the key aspects of project management. But, the question arises:
What is time management?
Time Management is the ability to organize and plan the time to be spent on activities in a day. It includes skills such as planning, setting goals and prioritizing tasks in a project.
Efficient time management is an essential part of formulation of a project. Failing to do so, can lead to a failure of a project.
Always remember, Time Management should make time not take time.
Project time management not only helps you save time and efforts, but it also helps you keep your projects on a track . Now, it doesn’t matter what your format is — paper or app based. Make sure, whichever format you are into is making things easier for you than before. Interestingly, these days, web based or app based time management tools are quite in vogue. So, if you have never given them a try — now is the time to do so.
Here are some tips to manage your time more efficiently and to maximize productivity:
#1. Creating tasks and prioritizing them
One of the the most time-saving techniques is to decompose a project into number of tasks. If possible, break these tasks into a set of subtasks. Now, assign these tasks to the best suited team members. This practice leaves no room for any confusions regarding the work each employee will be doing. Thus, it will help the project to complete on time
The next step is to prioritize these tasks. Not every task deserves equal importance. Some are urgent while some are important. Whereas some are both and some neither. This reduces any likelihood of time being misspent on unnecessary activities.
#2. Estimating time accurately
When tasks are created and the prioritization is done. The next step is to estimate how much time will each task take to be completed. Make sure you take other factors into consideration such as research, trials, team meetings etc. It is always better to take some buffer time as well, because things can go out of hand at times. Moreover, it provides momentum to the team to get going and complete the project on time
Thankfully, with the advent of various time tracking software, one can easily track time of various tasks either manually or automatically.
#3. Handling one task at a time
Most of us try to do multiple things at once. We usually forget that when it comes to productivity, simplicity is usually the best solution. It is better to pick any one task at a time and put all your concentration to it. It will not only help you to complete it to the earliest but will give you enough time to review it as well. Later you can check if there are any faults or not. Thus, go minimalistic and handle one task at a time.
#4. Using a Time Management tool
In project time management, having a nonprofit time tracking software by your side can make things easier for you than before. It provides user-friendly interface. It offers a centralized platform which can be used for managing multiple accounts and passwords at one place. It can manage your work-related documents and files smoothly. Moreover, you can create tasks, assign job-responsibilities and create milestones for better formulation of a project.
There are some amazing time management tools out there in the market, I’d suggest you to give ProofHub a try! It can efficiently save your time and can make your life simpler and productive.
#5. Avoiding distractions
Today, it is much easier to be distracted by so many things. Facebook notifications, endless emails, Whatsapp messages and what not. These distractions can cost you many precious hours and can dampen your productivity as well. It is necessary to eliminate these distractions while working as it can impact your overall performance on the work front. So, the next time you are working on an important task, keep your phone aside and don’t let it come in the way of your work.
#6. Saying NO more often
Now, this is something most of us struggle with all the time. Right? Everytime someone comes up to you crying for help, for whatever trivial it may be. You put your important presentation aside, which is supposed to be reviewed tomorrow. And guess what, you end up stretching your working hours with double the stress. Do not take more tasks just to show off your multitasking skills.
As Paulo Coelho says, “When you say YES to others, make sure you are not saying NO to yourself”.
Thus, the role of time management in project management is of great vitality. Make sure you guys take care of all the parameters to save as much time as possible and ensure maximum productivity for you and for your teams. Don’t forget to share the tips you guys incorporate to ensure effective time management and save some time together!
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