Effective time management is imperative for the proper development of your projects! Any overflow, delay in deadlines can quickly put the project at risk in addition to generating high additional costs. The Project Manager has to manage a lot of tasks at once; It is easy to get lost and, ultimately, not to move forward. We will present in this article how to achieve effective time management to carry out your projects.

Time, a complex notion.

Time is complex because it is an elastic notion that can vary from one individual to another. If the duration of a project is set with a general deadline for delivery, its duration may vary locally, depending on the division of tasks that were initially performed.

Therefore, it is important that the Project Manager reserves moments during which he will not be disturbed and can calmly reflect on the progress of the project, respect for deadlines, the tasks to be initiated, the skills to be improved. It is important and positive since, in the end, all those interested in the project will benefit.

  1. Think long term and check frequently

It is essential to establish a course, a long-term direction for the project. However, it is equally important to verify that the course is being followed correctly regularly. It is not at the end of the project that we must realize that we have deviated and that we will not finally get what was expected, or that the deadlines have been exceeded. The worst situation would naturally be a combination of:

  • Deliver late
  • Deliver a product that does not correspond to the initial request.

A weekly check is effective enough to prevent deviations and set new goals without interrupting the daily work of the teams.

Even if the project is planned in the long term, it is important to plan all the steps, break down your project into tasks from the beginning, set goals to achieve during development. These milestones will allow, on the one hand, to verify that the project is progressing as planned and, on the other hand, will allow all stakeholders to have an accurate vision of progress. Then it will be much easier to verify that priority tasks or chained tasks are processed well and in due course. Any risk of deviations can be prevented and taken into account to apply contingency plans.

The more detailed the project is, the more effective the regular controls will be, and the more effective the time management will be. The Project Manager must pay special attention to the initial work of dividing the project into tasks defining, in turn, its cost. Good task management largely determines project planning and facilitate monitoring.

  1. Build communication between the team

Often companies suffer from a problem where there is a communication gap between team members tasked with a project. This point is raised by Vitaver and Associates, Inc., a US-based company that specializes in IT staffing and has extensive experience facilitating businesses with respect to Project Management and much more. 

The company highlights a lack of effective communication as a fundamental reason why certain projects are not completed on time or do not carry weight of the forecast results. The company also stresses how organizations have a problem where team members branch out from the project, and this kind of abandonment leads to big problems.

In their own experience, Vitaver and Associates, Inc. have helped their clients manage the problem by introducing a Successful Completion Bonus (SCB). It is a sum that is offered as a reward upon successful completion of a project. Often times, the remuneration is as high as $20,000.

  1. Schedule work weekly

To follow the different milestones established at the beginning of the project, the weekly programming of the tasks to be performed is essential. Each week, the entire team meets to take stock of the progress of the planned objectives. Depending on the results, the objectives for the following week are reset, and the tasks are distributed again.

This makes it much easier to identify potential blocking points or tasks that require reinforcements to be completed on time. In addition, all team members have the same level of information, and the project is carried out transparently.

  1. Act daily for the success of the project

If tasks are assigned to everyone at the beginning of the week, it is important that the entire team make a daily update. Effective project control depends on it. Each member of the project must explain where they are, what they did the day before, what they plan to do during the day, and immediately report any difficulties they find.

This allows for effective time management since each is aware of the progress of others and the possible help they can provide. Naturally, the goal is not to spend two hours each day to update progress. In order to control the project, the Project Manager must have a solution, such as WorkProject, which allows you to measure in real-time the hours invested in each task to be able to compare them with the initial forecasts. This platform must also be collaborative to facilitate communication between team members.

Effective time management is a mixture of fine planning in the short, medium, and long term, periodic checks, and daily exchange of information. In this way, there is no doubt that your project will be a success.

Author's Bio: 

Brooke Whistance perspicacious columnist, writer, and blogger, always engrossed to help youth and women to reach their goals. Her focus has been on writing, producing and editing stories on lifestyle, tech, business, interesting personalities, entrepreneurs, culture, the environment, and social issues. You can always find her @IamBrooke94.