A friend once commented that there are only two things we do our whole life: What we must do, and what we choose to do. The truth of this becomes even more significant when one takes an honest look at just how little of our daily activities fall into the first category. Our choices about what we do and how we do it determine nearly everything in our lives.
Time management and project management are similar in many ways, not the least of which is directly related to choices. In project management, the manager makes choices about the use of their own time, and also the use of time by the other members of the team.
Read the rest of this post »
The holidays are upon us and with that comes plenty of things to do - as well as stress. There is so much to do and so little time to do it all in. With work and family, getting ready for the holidays can be one of the most stressful times of the year. Now, more than ever, is the time to apply your time management skills and put them to good use.
Begin with the old tried and true method of making a list of everything you need to accomplish. Divide your list into smaller, more manageable tasks of things to be done. Some find it easier to divide the list into a weekly task list. This will not only keep you on time to complete events but will allow you to see what you’ve completed and what is left to do.
Be careful not to overload yourself. The holidays are times of the year when there will be several gatherings. Unfortunately, you can’t attend them all. So pick the ones that are most important to you. If you can’t attend an important event try sending a nice bottle of wine with a thank you card explaining your absence. It’s a nice thought and will also save you time from trying to figure out how to make every event.
Save time shopping by and use online stores. No one says you have to go out during the holiday chaos. You can find almost everything you need now days with the click of a button. You’ll save time and you’ll have less stress than those who are battling the checkout lines and trying to find a place to park.
Turn holiday decorating into a family event instead of the dreaded thing to do. Get everyone involved on the fun. You’ll save time by having many hands to assist you and you’ll have some fun as well.
Time management during the holidays can save you time and a lot of headaches. Use what you already know and apply it to this sometimes chaotic time of year.
Here is pdf of the presentation I gave at Adobe MAX CF Unconference on Project Management and Time Management.
The main theme is that having great information before, during and after a project are the keys to a successful project. That information gives you a basis for good communications and good management (of your team and client expectations). The presentation then discusses how time tracking can be an easy habit and powerful tool for generating great information.
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.
Read the rest of this post »
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.
Read the rest of this post »
Interruptions are the monster of time management.
How many times have you been sitting at your desk trying to get your work done and in pops someone to talk? They’re not talking about anything major or important. It’s just idle chit chat. So, you chat, you get them on their way and then the phone rings. You stop and take time to handle the call, which is also not that important. This happens so often that your work just gets further and further behind. If it weren’t for these constant interruptions you might actually get something done.
It is true communication is important. But these kind of communications can hinder your work and can easily get you off track -unless you know how to handle them.
Read the rest of this post »
Nowadays, more than ever, people need to have effective time management skills. This is especially important when it comes to students. Whether you’re working on your associates degree, bachelors, graduate degree or going through job retraining, time management plays an important role in a successful educational experience.
Often students are juggling numerous things. They of course have their academics. Then there’s family and friends, and oftentimes a job. Depending on the amount of classes you are taking this can be an enormous task.
For time management to be effective you will need to schedule your normal activities, plus your class time, time for your assignments, work, etc. School will be a large part of your time management.
Read the rest of this post »
The almighty scratch pad: a few simple pieces of paper.
You doodle on it. You make notes. You throw it away.
Is there a more effective tool for staying organized than the scratch-pad?
The answer is yes –of course. Organized tasks lists, project management software and to-do lists should be utilized whenever possible. However, the scratch pad does have its place and can serve many useful purposes.
A scratch pad is a handy, temporary solution to help you in your project, task, or objective.
Always carry a scratch pad of some sort with you no matter where you go because you never know when a task or an idea is going to hit you.
- During a meeting you often develop new ideas or bring forth ideas of things to be done. It could be calls you have to make or things you need to remember to do when you return to your office.
- When you’re on the phone talking to a client and a list of things to do for that client hits you – what do you do? Exactly, you grab the scratch pad.
Read the rest of this post »
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.
Read the rest of this post »
We’ve all seen how time management can be a valuable skill for us. It helps us become better at utilizing our time wisely. However, each of us is different and therefore the way we manage time is different. Determining your time style is important so you can learn how to make your time count, reduce stress when changes happen and become a more productive person. The fact that people have different time management or management styles has been known for years by psychologists like Carl Jung. So the idea itself is not new.
One place to help you find your management style is to look at Life Tour . They offer a quick, simple little survey that can give you a brief look at what type of leader you are. Knowing this can help you determine your time management style and how well you manage your time.
Read the rest of this post »
