As a project manager, your job is to schedule and handle your working time efficiently, but also the time of the teams that you are supervising.
The better you can plan the job for your team, based on how well you do handling various tasks and goals. And the latter leads to better project management, with greater opportunities for scheduling and budget completion of projects.
Time management strategies ultimately will also boost your productivity and efficiency. The project manager can also take the help of time management software for managing time in the assigned projects.
Here are the 10 Time Management Tactics to be more productive.
1. Plan Your Work
The study reveals that understanding what you want to achieve already sets you up for success within a given timeframe.
Pedro Serrador of the University of Toronto, in his paper “The Effect of Preparation on Project Progress,” points to a connection between preparation and project performance. Based on the literature review, Serrador found that both project performance and cost-effectiveness are closely linked. This means quality control would not only increase the likelihood of successful completion of the project but also be cost-effective.
It can be as easy to schedule your everyday activities as making a to-do list of must-haves and wish-to-haves. However, having a high-level project plan can increase the visibility of specifications across various tasks when preparing for several projects will also help to set priorities and criteria for each project.
2. Prioritize Tasks
A list of things you need to do might sometimes seem overwhelming. It is better to divide your to-do list into smaller chunks, to make it manageable. Establishing clear objectives will help you organize your tasks according to their significance, priority, and commitment.
Important and urgent-these are the first tasks you should do
Important but not urgent-tasks that you can plan to do later
Not important but urgent-you can delegate these tasks if possible
Not important and not urgent-you can skip this category of tasks
3. Concentrate On One Job At A Time
While multitasking some praise seems to be doing more harm than good. It is ineffectual and inefficient to perform several tasks at once. Because the human brain needs time to transition from one task to another, if we are not as successful as we may like to be, attempting to do too many things causes a pause.
Instead, start focusing on and completing one task at a time, and then turn to another. This way, particularly if you allow yourself a minimum of a few minutes of rest between tasks, the transition is smooth and your brain is ready to take on a new mission.
4. Minimize Interruptions
Interruptions that can come from emails, calls, conversations, or chatting with colleagues that you need to get rid of. It may be tempting to check your inbox once in a while, engage in small talk at an office, or hang out chatting with your team. But the truth is that it is killing your productivity.
5. Learn To Delegate
Delegating a job will show your workers you appreciate their feedback. Empower them to make decisions, and restrict yourself to monitoring them if necessary. This way you have not only less on your plate but also allow your subordinates to grow professionally.
6. Summarize Each Day
Keeping your daily work summaries helps you find out where you’ve done well and what’s left to do.
Take a look at your list at the end of each day, and check the tasks you have completed. Seeing what you have done is a perfect way to get ready for the day after.
If your list still contains unfinished tasks, ask yourself why you have not completed them, and find reasons for doing so. Perhaps the task was too broad, and splitting it into smaller assignments will help you organize your work better?
7. Become Proactive In Your Work
Productivity suffers each time a crisis must be handled. Be a planner, not a cop. Planners shape the future and cops react to crises. Proactive habits will minimize the development of crises and maximize your productivity.
8. Train Yourself To Be Disciplined
Undisciplined individuals will not accomplish their goals. One way to create discipline may be to reward yourself when you complete a task, maybe with a snack or a short walk.
9. Learn To Say No
Knowing your limits when it comes to the amount of work you’re able to finish in a given timeframe is very important to not only deliver what you’ve committed to. It also helps to avoid stress relating to work and ultimately to feel burnt out.
10. Speak Openly About Your Goals And Objectives
This will provide you with an added incentive to see them through because others can hold you accountable.