I’ve put together a list related to your time, tasks and projects below. This is based on my experience managing an online project management office.
Firstly, I strongly advise creating a thorough business plan. This important step lets you set your vision, mission, and goals. With this foundational document, you can map out the operational and project-related tasks needed to bring your vision to life in an organised way.
Numerous platforms are available to help you with your time, tasks and projects Each one has particular strengths for managing projects. I have personally used Microsoft Project, Trello, and Monday.com, among others. I recently started using Notion, an amazing application with project planning features, communication team channels, and customisation options that tailor your system to your specifications. You ought to explore it since it’s a useful tool.
Further Reading | The importance of setting goals |
Time Management
Arrange jobs according to priority by using the Eisenhower Matrix (quadrant approach) to divide them into four categories: urgent/important, urgent/not important, urgent/not important, and neither. Prioritise the most crucial things first.
1. Establish Specific Goals
Specify your immediate and long-term objectives. You’ll be better able to manage your time because you’ll know exactly what you’re aiming for.
Further Reading |How to manage a saboteur in your team |
2. Time Blocking
Set up particular time slots for various kinds of work. As an illustration, designate a block of time for meetings, email checks, and concentrated work.
Further Reading |Book Review – “Doing Agile Right: transformation without chaos” |
3. Employ Time Management Tools
To help you keep organised and responsible, make use of digital tools such as calendars, task management apps (like Trello, Asana), and time-tracking apps (like Toggl).
Refrain from multitasking as it can lead to a decline in productivity. To finish a task effectively, concentrate on it one at a time.
As your company expands, assign responsibilities to team members or think about outsourcing to free up your time for more strategic endeavours.
Further Reading |PMBOK Principle 6 – LEADERSHIP |
Organising Tasks
4. Make a To-Do List
Make a list of things you need to get done every day. As new jobs are assigned, update the list.
Further Reading |What are processes in a project management framework? |
5. Establish Achievable Deadlines
Be honest about how long things will take and establish deadlines that are doable. Don’t pack too much into your calendar.
Further Reading |What are some effective strategies for remote team collaboration? |
6. Divide Up the Work into Manageable Steps
Big tasks can be intimidating. To make them more reachable, break them up into smaller, more doable tasks.
Further Reading |Case Study – Improving Team Communication Skills |
7. Employ a Task Management System
To efficiently organise and prioritise work, use a task management system such as Getting Things Done (GTD) or Kanban (e.g., Trello).
Further Reading |How to Promote Team Collaboration in Your Organisation |
8. Review and Update Frequently
Make sure you’re working on the most important and relevant things by regularly going over your to-do list. Refresh as needed.
Further Reading |PMBOK Principle 8 -BUILDING QUALITY |
9. Batch Similar jobs
To boost productivity, combine related jobs into one group. Manage all of your emails and phone calls, for instance, inside designated time slots.
Further Reading |PMBOK Principle 4 – VALUE FOCUS |
Project Administration
10. Plan your projects
Clearly state the goals, parameters, and deliverables of the work. Make a project plan with assigned tasks, due dates, and roles.
Further Reading |Project Quality Management |
11. Employ project management software
Asana, Monday.com, Jira, Notion and other programs can be used to monitor project status and facilitate teamwork.
Further Reading |PMBOK Principle 7 – THE ART OF TAILORING |
12. Communication
Good communication involves informing your team and making sure that everyone is aware of their responsibilities for the project. Stand-up meetings or routine check-ins can be beneficial.
Further Reading |10 Post Pandemic Project Management Skills |
13. Risk
Risk assessment is the process of identifying possible risks and developing backup strategies to deal with them. This can keep unanticipated problems from causing your initiatives to fail.
Further Reading |PMBOK Principle 10 – NAVIGATING RISKS |
14. Regularly Monitor and Adjust
Keep an eye on the status of the project at all times, and be prepared to make changes as necessary. Being adaptable is essential in a fast-paced professional setting.
Further Reading |PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS |
15. Celebrate Milestones
To inspire your team and keep spirits up, acknowledge and commemorate the accomplishment of project milestones.
Further Reading |Project Closure and Lessons Learned |
In Summary
Keep in mind that efficient time, task, and project management is a continuous process that might require trial and error in order to identify the most efficient strategies for your particular company. Be willing to modify your strategies as your company expands and changes.
