Time Management Strategies for Project Managers

15th July 2020

According to Professor Michael Porter, at Harvard University, “project managers make things happen; they get things done; they manage change.” As a result, they are frequently referred to as change agents.

In every kind of organization, you will find Project managers, as they are prevalent across most areas of industry. The skill of Project management is recognized more and more as a core part of modern-day management. They may be assigned to several different tasks for each project that he or she will work on. The Project manager must also manage the time of their team as well. Communication with clients, planning, managing the team and managing time while also getting their own work done can be a lot on one person’s plate. However, with effective use of time and the right tools, all these things can be achieved in a 9-5 workday.

Poor time management can be the downfall of even the most dedicated and talented Project manager. The following guide can help with smart time management strategies.

Start with the Foundations

Project management is like building a house. The process of building a house starts with the blueprints which is used to communicate with the contractors and builders what the finished result should look like. In much the same way, a new project starts with a plan. The best type of plans includes all the necessary details for the entire timeline of the project. This can include a deep dive into the break down into the key deadlines and the roles and expectations of the team that will be working on the project. The goals of the project will also be laid out at this point.  This gives the team the chance to really understand who is responsible for each task in a project. This will help to alleviate missed deadlines and confusion.

Early stage detailed planning is essential for the success of a project. If the plans are not carefully crafted from the beginning, it runs the risk of missing important deadlines, miscommunication with clients and team members. The project plan is the most important and key strategy for managing the time of a project. It will have an impact on all the stages of a project. Leading the project in a productive way and making the best of conversations with client will be much easier when the structure of the project is in place and agreed upon by all parties.

Get to Know your Team

Getting to know the team is a great way for a project manager to access the tools at their disposal. Learn about the team members on an individual level, such as their strengths, weaknesses what are their goals, needs and interested. A good way to find out more about the team members is to schedule one on one meetings to gain understanding and build a professional relationship.

Feedback is an essential part of communicating with team members, find out how the individuals prefer to receive feedback. By personalizing the feedback on what is going well and what needs to be improved, it can alleviate tension. Another effect way to get to know the team is to establish open communication. Every employee such feel as if he/she has a voice in the company or project. Rather than a taskmaster a Project manager should be an advocate for their team, supporting growth and learning opportunities. Part of being an advocate is to recognize the problems that arise and work with the team to solve them. Gauge roadblocks that the staff are facing and ask the right questions.

Break Down the Project

A common productivity technique is to break down work into smaller tasks. The Work Breakdown Structure is an effect tool for ensuring that the project plan is being followed to the letter.  By breaking down work into smaller pieces the timing it takes to finish can be more easily estimated.

Time is the key aspect for a project to be successful. 1Time puts the effort into eliminating wastes of time. With both shared view and individual view, Project managers can keep track of the all-important project plan. 1Time’s client facing reports can help with the team’s journey towards a successful project. Start today with the 30day free trial and find out how 1Time can help with time tracking and Project management.


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