Project Time Management activities
What are Time management activities for Project Management ?
Time management is crucial in order to achieve project objectives within tight time constraints. Time management requires plans, schedules, adherence to processes and monitoring systems. It is also important that every team members uses their time as efficiently as possible.
During the planning phase of a project, a timeframe will be created and the Project Manager will have steps in place to monitor the schedule. This timeframe needs to be as accurate as possible in order to create an achievable schedule project delivery. However, even with this in place, if all team members are not using their time properly every day, the project may fall behind schedule.
Importance of goals
Managing time effectively requires, firstly, having clear goals about what needs to be done, broken down where required into smaller (and smaller) goals. Without such direction, efforts risk becoming unfocused. Having goals helps to avoid procrastination, particularly so if tasks are assigned set time frames (e.g. finish a particular task by, say, 10 am). Setting such time-related goals can be a motivator, by encouraging the project team to persevere with the tasks.
Goals and sub-goals can be broken down further into daily plans, where team members start the day with lists of what has to be done that day as part of the work schedule. Prioritising tasks is essential so that most attention is given to those work elements that are most important. To not do so risks time wasting by focusing on matters that are not critical to job progress.
Planning for the unexpected
The daily plan should factor in a small amount of time for unexpected interruptions. Some of these events may have to be attended to then then and there. If they are not accommodated in contingency time planning, they could disrupt the schedule.
Delegation and review
Two other factors are important in time management: delegation and review.
- A project team is there to support a Project Manager. They have been selected for their skills and experience. A Project Manager who unnecessarily micro-manages what team members have been entrusted to do will waste time
- Regular reviews of project progress are essential for two reasons. Not only is it a measure of where progress against the schedule might be slipping (or perhaps be ahead) but also it is in indication of whether resources are being used effectively. To that end, it is useful for all project team members to prepare time sheets, allocating their time spent against particular work components.
For more information about time management activities, visit: http://www.euroi.ktu.lt/lt/images/stories/Paskaitos/ch06.pdf