The tickler file is a classic time management tool. But it has its limits. Understanding how a tickler file works, and its drawbacks, is a great way to appreciate the benefits of an online project management system.
The classic tickler file is a filing system used to keep things in order by due date. A conventional tickler file consists of 43 files: 12 folders for each month of the year plus 31 files for each day of the month. The files are organized by month and then by dates of the month. Your tickler file can be created using anything from a box to a crate, or you can buy a plastic file box from your local office supply store. This classic format generally allows you to plan for tasks up to one month ahead. The difference between a tickler file and a planner is that the tickler file allows you to place documents in the file.
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If there is one skill that needs to be mastered in order to utilize your time more productively it is delegating. It is easy to get overwhelmed with our personal and professional tasks. We often forget that there is only one of us and a million things we need to get done. We can’t possibly do it all or be everywhere we need to be. In order to get things done, we have to learn to let go and let others assist us. It is the only way we can focus on those tasks to which we uniquely add value - versus tasks that one does well but that others are able to do.
Letting go can be hard at first. We sometimes feel like the tasks or projects in front of us our are babies or our special challenge to overcome. Initially, we may feel like we are the only ones who can do the job properly. But, other people can get the job done. It is hard at first but as time goes on it gets easier.
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Our work week can bring with it all types of challenges. How we deal with those challenges will affect our stress levels. By being organized and managing our time effectively, we can cut back on our stressors.
Let’s take a deeper look into stress .
Stress can be defined as a person’s non-specific reaction to demands placed on the body and mind. People can experience external or internal stress.
External stress is anything that is outside the person. For instance, particular projects or people, your job, your family, your relationships, these can all be external stressors. Even the temperature outside can be an external stressor.
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What should I do first?
How do you decide what is a priority?
These questions are essential to managing time and being effective on projects. Its important to learn how to separate to-do’s and define what are priority tasks.
There are two methods that are worth looking at when trying to answer those questions:
P.O.S.E.C. Method
The POSEC method is an acronym that stands for Prioritize by Organizing, Streamlining, Economizing and Contributing. This method states that if you pay attention to your everyday, personal responsibilities first, then you are in a better position to handle other things that may come your way.
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Have you ever wondered where your time goes each day? Why is it that you never seem to have enough time to do the things you want to do? Where is your time going? Are you wasting it or using it wisely?
These are questions that you should ask yourself if you want to manage your time more effectively. We have all said to ourselves “if I just had another hour, I could get so much accomplished”. The fact is, there are 24 hours in a day. How you use them is up to you.
Activity logs are an effective tool for time management and can help you make the most of each day. An activity log is place where you record what you did during the day, when you did it and for how long. Activity logs can take on numerous forms: paper notebooks, electronic organizers, software on your computer, the internet or on your phone. No matter which tool you choose, the idea is to track every event so you can see the larger picture of where your time is going.
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The role of project manager or project leader is vital to any project. Not having a designated project manager can mean disaster. A project manager oversees all aspects of a project from start up to completion. That person doesn’t have to be a certified, trained project manager. But they do have to have some important skills.
So, what makes a good project manager?
A good project manager needs to have exceptional time management skills. They have to remain detail oriented and highly organized to maintain all aspects of a project. Meeting deadlines is vital to any project. The project manager’s main task is to complete the project on time and within budget.
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Part of good time management is setting goals for yourself. But your goals need to be S.M.A.R.T. What does that mean? Well, let’s look a little closer. S.M.A.R.T stands for:
Specific: Detail “exactly” what you want to achieve. You have to be specific when setting your goals. The clearer you are the better direction you will have in how to get there.
When you say “I want to raise money for diabetes” is that specific? Some would say yes but the answer is no. Yes, you want to raise money for diabetes but is that it? Again, the answer is no. Clarify, be specific! Being specific would be: “I want to raise $5000 dollars to support diabetes research by December 31st”. Can you see the difference? The first goal was not clear about exactly what you wanted to do whereas the second example specifically lists what you want to do. It becomes a goal you can actually work towards with clearly defined steps.
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Do you know that your stress levels are greatly affected by how you manage your time? The way you manage your time can influence the type of day that you will have.
Poor Time Management = Stress
It is estimated that most people waste at least 2 hours a day. Now that doesn’t sound like a lot when you’re considering a 24 hour time frame but you can get a lot accomplished within 2 hours. Some signs of poor time management skills are:
- Messy office. This can include a cluttered desk. You know …files everywhere!
- You can’t seem to find anything. You know it’s in there somewhere but the question is…where?
- You miss appointments. This is embarrassing enough but then you have to turn around and reschedule them.
- You are late for meetings or you arrive unprepared.
- You can’t seem to focus or concentrate on what needs to be done.
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Question: How can government be made more efficient with project management software or by using project management in public administration?
Answer: Project management software provides a clear structure in which all steps of a public works project can be spelled out.
A basic break-down of the steps in a project can provide an effective operational overview of municipal or Federal government projects. This gives executives or public sector employees a clear way to track progress, identify bottlenecks and learn from past projects -because the tasks involved and people or departments associated with those tasks are clearly identified. This level of visibility in public administration can breed increased efficiency and transparency in the use of government resources.
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A project schedule in tools like MS Project or Vertabase is different than in project collaboration tools like Basecamp.
The main idea behind a schedule in project management software like Vertabase is to create a detailed workflow for a project. The schedule is the roadmap of the project and its successful completion. It creates visibility and gives people the tools to do their work.
For example, documents and discussions that people need to work on on the project can all be connected directly to project schedules or even to specific tasks.
Also, project budgets and time estimates can all be connected to the project schedule (though access to this information can be easily controlled). In fact, actual time can be posted directly to tasks on a schedule.
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