It is common to see project managers overwhelmed by the amount of work that lands on their desk and not being able to find enough time in a day to accomplish all that work. The moment they finalize a project report, a new request comes asking for more information that will take a lot of work to get it organized. But the use of simple and effective time management techniques can help in getting more done each day. It will not only help manage the time more wisely, but can also help minimize stress and improve the quality of life.
Here are some tips project managers should consider in their day to day work:
Plan each day
Use a Project Log or Diary, and on the first day of the week write a to-do list of all the tasks assigned to you, write next to each item the date when the task is needed. This schedule of the daily activities will help minimize conflicts and last-minute rushes.
- Prioritize your tasks. Prioritizing the list of task will ensure that time and energy is spent on those tasks that are truly important to the project. Mark the list with a simple code such as “A” for most important, “B” important and “C” less important.
- Work on essential tasks first. Tasks or activities that are most important to the project (marked as A) should be done first, evaluate the time and ensure you block enough time during the week to do them. See if there is enough time to do some of the tasks labeled as “B”. Until all top priorities have been completed, don't take on less important ones.
- Delegate. Consider if those activities labeled “B” or “C” in the to-do list can either be postponed or delegated to someone else in the project.
- Delete non essential tasks. Activities marked a “C” are less important, evaluate if they can either be moved to the next week, or deleted from the list.
- Know when you work best. Some managers are morning people, while others work better in the afternoon. Know your most productive hours of the day and schedule the priority tasks to work during those hours.
- Evaluate your progress. Every day revise the to-do-list and see how you're spending your time. Mark tasks as completed and evaluate if the to-do list of tasks need to be re-prioritized, also check for any changes on the due dates.
The 80:20 Rule
The Pareto Principle or the '80:20 Rule' says that typically 80% of effort focused on noncritical tasks generates only 20% of results. This means that the remaining 80% of results are achieved with only 20% of the effort on the critical tasks. This simple rule explains that by prioritizing and selecting approximately 20% of the task on the to-do list you can achieve 80% of your work.