Posts Tagged ‘Project management’

Time Management to Reduce Workplace Stress

Sunday, April 28th, 2013

It’s easy to find yourself swamped and pressured at work. You have a lot of things to

Cover of "Manage Your Time (Essential Man...

Cover of Manage Your Time (Essential Managers)

finish, a ton of tasks to get to, and a list of deadlines to meet. You might not notice it, but work could be piling up so fast you become lost in your projects and find yourself forgetting what you need to accomplish first. You end up not only compromising the quality of your work, but your work habits become so messed up as well, making you inefficient and unproductive. This shows how time management is important in your professional life, and this is why you should get around to doing it.

Keeping track of your tasks and allotting enough time for each is the key to becoming more productive and performing at your best at work. Time management will allow you to properly plan out how to tackle different projects, which ones to prioritize, and how much time you need for each.

What you need to do is plan your day so that you will feel in control of everything you need to do. Next, prioritize your tasks so you can easily recognize urgent ones and bump off less important ones. It is important to take your time when working on each project and not rush anything because doing things right will save you more time in the long run.

Altering your work and life habits will also contribute to your productivity and make time management easier as well. You need to limit your distractions at work, since it eats up a lot of your time without you noticing it. Don’t spend too much time on the phone or checking your email and just allot a designated time for these things. Delegate tasks if you can – no one expects you do to everything, and you have other teammates who would be glad to help you out. Lastly, it would also do you good to sleep early and eat healthy so that you can maintain your focus and concentration.

Time management will allow you to be at your best at work. It will show people what you can do by balancing your time and knowing your priorities. If you are bent on making it work, time management software might help you carefully track your activities so you can monitor your behavior. It will take a lot of will to become more productive but the rewards are far greater and very fulfilling.

Freckle helps you manage your time.

 

 

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Efficient Project Workforce Management & Communication

Wednesday, March 14th, 2012

What’s the point in all this documentation? Wouldn’t it be easier to achieve goals and ???objectives without all our time being sapped keeping capacity reports up to date? Unfortunately documentation is entirely essential, since tracking the progress of a project without this data is impossible. Imagine if a manager left; how would a replacement manager be able to pick up the project unless its status was accurately recorded? Mobile workforce management services mean that this data is always up to date, that staff can update their timesheet, capacity report or change log on the go, with all relevant parties updated immediately.

Efficient workforce management is all about co-ordinating the logistics of a project or business through a single channel or application. This can include planned and scheduled activities, project milestones, goals, objectives, resource allocation, revenue, capacity and costs. Mobile workforce management means more accurate, up-to-date records and improved communications. Historically businesses have relied heavily on reams and reams of paperwork and unwieldy spread sheets, but this is an unscalable system that could lead to a business becoming simply swamped in paperwork when business picks up.

Mobile workforce management applications mean that data is instantly updated and available to all. It means that top level monitoring is much easier to do, and the data provided is always up-to-date.

Staff might not enjoy filling out time sheets, but they are an essential way of managers tracking and reporting on capacity, completed tasks, milestones and the like. Time tracking is also an important way of staff accounting for their time at work, but entering data manually can be tedious, especially when it needs to be duplicated for other managers, departments or customers. Managing this data digitally means the most recently updated version can be viewed by all. Mobile workforce management means that everyone is up to date regardless of whether they are working from home, another office, out on secondment or even on a train or plane. Data records can be viewed, edited and copied instantly. It means progress and capacity reports are more accurate than ever, and the data itself is versatile and easy to obtain, edit, analyse and manage.

Mobile workforce management isn’t just about keeping track of resources and monitoring planned activities, it can also improve workforce communications. Mobile workforce management services can help to schedule and manage workload, report results instantly, perform safety check calls to remote workers and can help them to report incidents instantly.

If there’s no better reason to switch to mobile workforce management services it’s to save paper. Once again it’s a question of scalability. If you currently have two filing cabinets for existing customers, how will they cope with twice the number of customers? Workforce management procedures need to scalable and able to cope with these changes.

Alan Cairns writes on a number of subjects including mobile workforce management and mobile facilities management for GoMobilize.

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Who Needs a Task Management Software and When?

Tuesday, November 29th, 2011

Task management software can really make you more efficient and therefore able to

This image shows the life cycle of a task by u...
life cycle of a task

manage your time much more easily.  In that case, there are many different task management software programs out there that can help you manage your day.  So who would benefit most from task management, and the use of task management software?  Read on for more about this.

Many people find themselves at a certain point in their life looking for a task management software to help them refocus and keep their finger tips on what is important. Task management products organize, schedule and ensure that tasks get done on time. On short it can boost your productivity. By being better organized and more focused on what you have to do, you save time and reduce stress.

Good task and project management software was hard to find a few years ago when people were using Outlook. Nowadays productivity has become almost an obsession of geeks everywhere, so the increasing request for such tools generated a large base of good task and project management solutions. There are a lot of choices to help manage the tasks, ranging from standalone applications to web-based services.

What exactly are users looking for?

Most of them are actually looking for a personal organizer application to put some order in their busy and messy life. “In the beginning, I somehow managed to keep everything in my head. Then, as I began to take on more projects, I realized that I needed a task management system to keep me organized and focused.” says Deborah Woehr a freelance researcher and writer. These personal organizers generally take the form of the so called “To Do List” applications where users create a list of tasks for which they set a start date, some deadlines and a priority – something very simple.

The Getting Things Done (GTD) methodology

Most of the to-do-list applications these days adopt, to one degree or another, the GTD approach to task management according to the work-life management system by David Allen that provides concrete solutions for transforming overwhelm and uncertainty into an integrated system of stress free productivity. Apps vary as to how tightly or loosely bound to GTD they are. The problem, though, with To Do lists and personal organizers is that are only good for your work. Task management or task tracking software is more than just a to-do list. In a business many of the tasks are collaborative and require multiple team members to fulfill several tasks in a single project. In this case you need an application where assignments could be made, all tasks could be tracked, and completed work could be archived. This is a true task management tool. Users sometimes need to manage multiple projects and delegate work to resources, schedule tasks in time or even create plans. This is a further step to an upper level: project management or project planning software.

Why do we need a task management application?

Every day we spend most of the time on urgent but low priority tasks while the most important ones get delayed until another day. Unfortunately, that “another day” might never arrive. The famous Pareto principle of 80/20 rule applies here: 80% of most important work gets completed if you try to figure out the 20% of high priority tasks. Basically an effective task management software must give you the best way to find these top 20% of important tasks for a effective project management process. This is a major problem with task management applications: they require too much effort on users part. It is easy to spend too much time on organization, and not enough on getting things done. Too many apps spoil the productivity. Task management apps should flow, should make using them easier than writing things down on a piece of paper.

Benefits of a task management tool

  • helps you to organize, assign and prioritize tasks
  • allows you to establish goals and milestones and to manage deadlines
  • no need to remember all tasks and more productivity using reminders
  • entire work integration, effort delegation for increased efficiency and reduced costs
  • the break down of complex tasks into smaller deliverables that can be controlled with minor difficulty

A task management software is an essential component for organizational and business operations and can make managing the project simpler.

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Time Management Skills for Executives

Monday, November 21st, 2011

Time management is essential for executives of companies because we all get 24 hours in

Microsoft Project 2000, showing a Gantt chart
Task management tool

a day, and the more responsibilities you have, the more you need to be able to accomplish in that same amount of time.  Creating good Time management skills is essential to being able to manage more and become more efficient.  Read on for more on the kinds of skills that executives need in their time management and task management to be successful.

 

What is the greatest time draining activity in which executives participate? Golfing? Tennis? Drinks with clients? Nope! It is the never ending stream of never limited meetings. Sometimes there are meetings to plan the next meeting. Meetings that are unorganized and unproductive are a complete waste of time.

The following are a few good time management skills for executives to help eliminate the stream of meetings and create an unstoppable productive workforce:

Trust — Hire people with a proven track record of getting things done and done well. Sure, if your buddy from high school is a powerhouse, hire him, but if your son-in-law can’t be trusted with a company credit card, don’t’ hire him.

Communicate — Create a method of communication that is clear, that is to the point, and that can be accomplished without a meeting such as a Wiki or project management system. Communicate through the message board on the wiki or project management system instead of in person and at meetings. This will avoid the general chit-chat that can happen during in person or telephone calls.

Responsibility — Create deadlines that are unambiguous, with time-sensitive tasks to be accomplished along the way and hold those responsible accountable. Rewarding time well spent is more important than punishing people who are late or underperform. Punishment and guilt only work when those you’ve hired care about their work and the company bottom line. So place your emphasis on the behavior you desire rather than spend time dealing with behaviors you don’t help your company bottom line.

Teamwork — Create an environment that values teamwork and mutual respect by allowing team members to work together without your oversight or permission. By encouraging team members to share valuable information openly about any project, you will create a strong team that will produce high-quality work.

Respect — If you have hired the right people for the job, let them do the job you hired them to do. Consider managing by exception than by micromanagement techniques. Micromanagement is another example of a time waster. It is fine during meetings and on the project management system to question each other about the why, what, who, and by when – but only when it is done with respect and for the purpose of bringing out the best in everyone. The best workforce effort will always improve the company bottom line.

Cooperation — Ask for help keeping meetings on track by agreeing to stick to a written and focused agenda before each meeting. Put the agenda on the project management system or Wiki for each member of the team to add to before the meeting. Do not allow last-minute additions during the meeting.

Remove barriers — Too often executives insulate themselves from the people most valuable to the company bottom line; the workforce. Obviously, you can’t have an open-door policy for everyone all the time, but you can do three things: create operational procedures that allow the workforce an opportunity to air complaints, contribute to the bottom line, and feel you care about them. You can show you care through rewards systems, high visibility at company gatherings, and regular visits to the production line. By putting in place the “care factor,” people will perform their best because they feel they are cared for, known, and heard.

As an executive, when you implement these kinds of time-saving strategies, you create an environment where everyone can be at their productive bests. Everyone will feel less stress because expectations are clear, a communication and calendaring system is in place, and the workforce will know there is a connection between you and them, beyond just the bottom line.

Award winning author, Debra J. Slover’s leadership expertise stems from 18 years directing a state youth services program, experience organizing 20 state and national conferences, and running her own consulting firm for over six years. Her website is http://www.leadershipgardenlegacy.com

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Time Management For Project Managers

Wednesday, June 15th, 2011

Time management for project managers is even more important in organizations because project managers are responsible for the schedules of everyone else as well as the progression of the project at hand.  When a project is running behind schedule, it is up to the project manager to find places where they can make up for the time to get the project back on schedule.  Read on for more about how project managers can handle time management.

Here is an article called “Time Management for Project Managers”:

Project managers are often faced with the dilemma of managing their time. The influx of tasks to be done at the same time can be very distressing. Most of these tasks have the same level of priority which can make a project manager baffled on how and where to start.

Effective time management is the key to handling multiple tasks easily. This is a skill that every project managers should exercise at all times.

Time and Goal Awareness

First thing that a project manager should do is to be aware of his/her use of time. Being aware not only means knowing but also analyzing. Analyze how time is spent during the day at during the week. Find out if there is an emerging pattern. Find out how much time was spent doing the tasks needed to complete a project. List down each task and the time spent doing it. Then list down any patterns transpiring during the week. Check those tasks done in a week if it leads to completing project goals.

Planning Time to Meet Project Goals

Start planning time to meet project goals by eliminating tasks that can be delegated. Combine recurring tasks done everyday that can be done in a few hours a day. Tasks should be scheduled in chronological order in order to eliminate going back and forth doing it. Allot a day in a week to schedule meetings. Allot time for answering queries from members and colleagues and inform them about it. Allot a few hours of free time which serves as contingency. Allot time in a week for reviewing tasks completed and plan for the next week’s agenda.

Time management in the workplace is crucial in the success or failure of a project or a leader. Analyzing and planning time is just the beginning. A project manager should follow the plan and learn how to deal with tasks that is not on schedule. A project manager can use a project management software to schedule and manage his/her time.

 

Here are some blog posts about time management and project managers:

How To Achieve Better Project Time Management | Home of Project …

How To Achieve Better Project Time Management. Posted by admin on Jun 08, 2011 | Leave a Comment. Speaking of time management, here is the reality that happening inside the Net business business. If you’re a newbie and just get into …

 

Time Management Tips for Project Manager – Management Tips for …

What does this have to do with time management I hear you ask? Well, if everyone knows what they are doing and have a plan with regular milestones to focus on, you as project manager will spend a lot less time dealing …

 

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Winning the Time Management Game – Distinguishing Between Projects and Chores

Monday, August 2nd, 2010

Time management is realy another name for task management.  The better you can play the game of task management, the better you can win at getting your time back.  There are many strategies and tactics that a person, business owner, student or employee can use to get the most effectiveness out of their time.  When it all comes down to it, it’s about having a clear plan and the focus to implement that plan.  When that happens, all of the other distractions that suck up your time fall by the wayside.

Each and every day, all of us continually search for the extra edge to win the time management game.

One of the most overlooked areas in implementing a time management system is the importance of differentiating between “chores” and “projects”. In the end, our time management strategies should be centered upon the completion of projects.

However, more often than not, we end up repeatedly doing the same chores in an effort to feel more productive.

Chores Versus Projects

If you are concerned with the importance effective use of your time, you must learn to differentiate between chores and projects.

A chore, as I define the term, is an item that, while needing to be done, does not accomplish a long term goal. A chore is akin to a ritual that must be completed week to week. A, chore, if left undone, can be delayed until another day. Mowing the yard, washing clothes, and buying groceries are all examples of chores.

Projects are items that usually involve multiple steps and take longer to complete than chores. Projects usually need to be completed once and provide a significant long term advantage when completed. Usually completion of one step is necessary before we can move to the next step. Painting the house, remodeling the kitchen or renovating a rental property are all examples of projects.

Completing Chores Is Not The Key To Long Term Success

We all want to feel productive.

With respect to widely managing our time, many times we sacrifice the long term satisfaction of completing a project for the short term gain of doing a chore.

However, when we understand the importance of managing our time over the long term, we realize that we really are not accomplishing anything at all. Over the course of a month, we will have exactly the same number of items to complete. Grass grows, clothes get dirty and food is eaten.

These tasks must be repeated each week.

While it is very satisfying to get things done, unless it makes a real long term improvement to our life, it does us no good.

Completing Projects Is The Key To Winning The Time Management Game

Unlike performing a chore, when you complete a project you must complete each step once and your efforts are rewarded continuously over a long period of time. When you remodel the kitchen, you do it once and enjoy the benefits and convenience of a modern kitchen everyday thereafter for a long period of time.

The problem with completing a project is that it usually cannot be done quickly and involves multiple steps. The emotional payoff is delayed until all of the steps are completed. Many people are unable to implement a time management strategy that spans multiple weeks or even multiple days.

Their time management system focuses on what needs to be done today. As a result, they never get around to permanently accomplishing the longer term projects.

A Time Management Strategy For Completing Projects

In the end, it is easy to develop a time management strategy to win the time management game. Simply break projects down into smaller steps. Each step can then be completed in a short period of time and over a period of days or weeks.

If you need to remodel the house, the project can be broken down into several component parts. Each of these parts can be performed (usually once) over a period of time.

We get the daily or weekly emotional payoff of completing a goal along while reaping the long term, permanent, benefits of completing an important project.

Think Long Term To Win The Time Management Game

The key to developing a winning time management strategy is to implement a time management system that emphasizes the long term completion of important projects over the short term emotional payoff of busy work.

By breaking important projects down into smaller steps, you can reap the short term emotional payoff of getting things done along with the long term benefits associated with completion of an important project.

Douglas Manning writes articles to teach people to win the time management game. Get more time management training at SuccessHound.com


More on the time management game:

5 Easy Time Management “Hacks” | Steve Scott Site

“Lack of time” is usually a good way to let yourself procrastinate. Here are a few easy ways that you can add a bit more time to your day. Think of these tips as time management hacks: … The amount of time people waste playing video games amazes me. Some of my friends literally stay up all night long playing games on their Xbox. Supposedly some of the games for younger kids are educational, but there’s really no point to most other games, especially if they’re keeping …

Publish Date: 07/27/2010

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