Apr
10

7 Key Time Management Strategies for Project Managers

Projects are temporary in nature. They often have time constraints for their milestones. Time is a major player in the project life cycle, like scope and budget. Although time management receives more attention in the planning phase, it is essential throughout the life cycle of the project.

To manage the time of a project, you will need to define and sequence activities, estimate resources and duration, and develop and control the schedule.

Project managers working with storage facilities play a crucial role. As the project manager, you will plan site visits for the assessment and planning of space. You might work with architects, contractors, and equipment planners, for construction, expansion, renovation, or replacement projects. Storage facilities offer the required space for the safety of raw materials during a project.

Why is Project Time Management Important?

According to Peter Drucker, a renowned management consultant, “Time is the scarcest resource and unless it is managed, nothing else can be managed.”

There is great emphasis on efficient time management for projects. Through careful project time management, project managers can ensure they meet the deadlines thereby simultaneously controlling costs associated with resource allocation and delivery times.

Efficient time management of the project is beneficial not only for the project but also for the employees and their supervisors. Proper time management of the project means reduced stress levels and increased productivity and proficiency.

Project managers must schedule the tasks efficiently. When a task takes more time than it should, it impacts the progress of other tasks. If there is a resultant delay in deliverables, the project runs the risk of financial losses.

Project Time Management Strategies

Now that we have established the importance of time management for projects, let us discuss a few strategies for the same.

1. Moving with a Well-Defined Plan

Efficient project time management begins even before the project. It starts with clarity of goals and objectives for the project. The difference between project goals and project objectives is that project goals are set at a higher level. Project goals make clear the rationale of your project, and ensure that everyone is on the same page, saving time that might be wasted due to conflict of interest at a later stage. A vital step for effective project time management is defining expectations between all stakeholders.

Your goals need to be SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound). Project objectives, on the other hand, are focused on the deliverables. Set specific objectives that are a clear representation of achievement.

Setting clear goals and objectives for your project enables you to come up with a well-defined project plan. No project can be successful without a clear plan. The project plan will guide the project toward its goals and enable you to create a workflow that will help you meet your project objectives in a timely and efficient manner.

Everyone involved can be held accountable when you clearly state what needs to be accomplished and by when. In addition, this step also requires the identification of resources needed to complete the project successfully, such as personnel, equipment, and materials.

2. Prioritizing Tasks

Now that you have a well-structured plan and all stakeholders on board, you must know how to prioritize your tasks. You will need to prioritize tasks based on their importance and urgency. Mistakes in prioritizing tasks in a project can result in a mess regarding the project dependencies. It can lead to a waste of time. A project manager needs to keep a tight rein on the project to avoid these mistakes as much as possible.

Here's one way to prioritize tasks:

• Identify the goals for your project and list them out in order of priority.
• For each goal, identify the tasks required to complete it.
• Rank the tasks based on their level of importance and urgency.
• Once all tasks have been ranked, assign each task to a team member based on their skill set and available time.
• Review your list of tasks regularly and reassign tasks as necessary.

Several time management techniques can be useful to project managers. A few examples are the Eisenhower Matrix, the Alpen Method, ABC Analysis, and also the Pareto Principle. All of these bring clarity to the priority of tasks and the time allocated to each task. You can select a technique and put it to use based on its suitability to your project.

3. Breaking Down Tasks into Manageable Chunks

Once you've identified your priorities, the next step is to break each task into smaller, more manageable chunks. Deconstruct the large tasks into ones that can be completed and measured easily.

Estimate the amount of time required to complete each task and set realistic deadlines for each.

Break down tasks into smaller units:

• Identifying each task that needs to be completed.
• Assigning an estimated amount of time required to complete each task.
• Creating a task schedule that includes each task and its estimated time to completion.
• Reviewing your schedule regularly and adjust as needed

4. Effective Delegation

Delegate tasks in a suitable manner. When you delegate tasks, you will need to provide a proper outline of information and instructions. Make clear your deadlines and expectations regarding milestones. Follow up regularly with those to whom you have delegated the tasks. Provide suggestions and support. Motivate your project team members regularly.

5. Leveraging Technology

As project managers, it is essential to find ways to increase efficiency and keep projects on track. One way to do this is by using technology to automate processes. Many available project management tools serve this purpose. For example, you can use project management software like ProofHub, HubSpot, and GanttPRO to track progress, assign and update tasks, get critical insights, ensure optimum engagement of resources, and collaborate. Or, you can use something more industry-focused like Paperless Pipeline, which offers fast and affordable real estate transaction management to customers. Some software also offers the option to integrate with other tools like Outlook, Dropbox, etc.

Even in the case of the management of storage facilities for projects, technology can help speed things up. Project managers can use self-service kiosks, remote monitoring systems, RFID tags, and mobile applications to efficiently manage the storage and timely movement of materials.

6. Establishing Strong and Effective Communication

Communication is the backbone of any successful project. Help team members stay on track by informing them of project timelines or deliverables changes with regular communication. Try to identify any potential issues early on so that they can be addressed immediately. Ensure efficient and timely communication. Tailor your communication according to relevance to the different users.

7. Minimize Delays and Interruptions

Even the smallest of delays can have a snowball effect and may lead to missing the deadlines for deliverables. The project manager needs to identify the possible causes of delay and deal with them beforehand for efficient workflow.

According to the sixth strategy on this list, the emphasis is on effective communication. Communication takes 90 percent of the time of a project manager. Although crucial to the project, communication can eat away at the time required for other essential tasks. There are communication-related interruptions, distractions, and delays.

As the project manager, you can deal with the distraction issue using the Pomodoro technique. Concentrate on a task for 25 minutes at a stretch, then take a 5-minute break. You can set up a signal with your team, which would indicate to them that you are not to be disturbed at that time. Of course, there must be a way to reach you in case of project emergencies.

Using storage facilities strategically for the timely and efficient movement of materials may also help in reducing or eliminating delays.

Conclusion:

Time management is a critical skill for project managers. Proper project time management requires the cultivation of skills through learning and training. Project managers need to constantly find ways to increase productivity and utilize a variety of tools and methods to prevent a delay in deliverables.

Even though it seems like project time management requires a lot of effort, it is worth paying attention to because one of the main parameters of the success of a project is its completion on time.

By: Ben Richardson
Ben is the Director of Acuity Training, a personal development and IT training business located in Guildford. He is a visionary leader dedicated to helping clients achieve their objectives, and he is highly regarded for his ability to effectively train and mentor teams and individuals.