One must have heard of the saying, “Time is Money” quite often. It applies to managing projects as well, with time acting as a significant variable when using project management software.
Even if not well versed with project schedule management, it can help to be more organized. Before we discuss the importance of project time management, let us define the term.
What is “Project Time Management”?
Project time management in simplest terms refers to the planning of time in executing project tasks step by step. Every activity of a project is planned, to dedicate them with the necessary time required.
Why is ‘Time’ so Important in Project Management?
Time once passes by, it cannot be brought back. There are so many distractions in our lives, making it crucial to have an organic way of managing time using a project management app.
This is why using time productively is significant, with any project management undertaking. Any project task you are dealing with should have a beginning and end date.
Get a timetable in place to understand the duration of each task or activity. The person responsible for handling an entire project should ensure that the timetable is met.
In absence of a timetable, there are high chances with years passing by and still, the project is in progress. If looking to save time in project management, let us look at three strategies to do the same:
1. Make use of the right tools
Utilizing ideal tools like a project management app to manage, is the first thing to do. There are so many tasks to accomplish, and accordingly managing time is equally important.
A project management app helps in dealing with so many fluctuating scenarios, for completing activities. It is the job of a project manager or leader to use tools, with the potential to forecast time within projects.
If the tools are not that accessible, even the most capable project head can’t deal with time constraints. A few things to see when selecting tools are communicability, user-friendliness, and ease of coordination.
2. Use time in an optimal manner
Keep a log of time to discover how you are using it. Time is the most significant resource, but ignoring your daily schedule can bring down efficiency.
Keep a track of what time you require to invest in projects and what time you need for your exercises, household chores, refreshments, and relaxation. Do emphasize on things taking too much time, to save the unnecessary time spent on the same.
Figure out the activities or tasks, which are the most time-consuming. Complete them on priority first, and then move on to ones requiring less time to complete.
Keep a balance between personal and professional tasks, to benefit most from project time management. This would help to avoid a monotonous routine, as you switch between daily errands.
3. Set priorities for projects beforehand
Deal with time, by identifying what to do prior and later to streamline project schedule management. List them in a prioritized manner, to complete key things first followed by supportive tasks.
You can divide every single activity, into six of the below categories:
Significant High Priority Task – These are the first and most significant ones, to be completed right at the start.
Significant Medium Priority Task – These are the second most significant ones, to be completed after high priority ones are done.
Significant Low Priority Task – These are the third most significant ones, to be completed after high priority and medium priority ones are completed.
Insignificant High Priority Task – These are the insignificant tasks with high priority, to be completed after all the significant tasks are completed.
Insignificant Medium Priority Task – These are the second most insignificant tasks, to be completed after all significant ones and high priority insignificant tasks are completed.
Insignificant Low Priority Task – These are the most insignificant ones, to be completed last after all the significant tasks and other insignificant tasks done.
So there you have a model that helps understand where to place each project activity. After you are done with all the above categories, you have ample time to see whether anything is left or not; or completed properly or not.
It is not money, but time is the most valuable resource for any project. The strategies can be put into use when using project management methodologies.
Dealing with projects on Kanban Board is a good way to deal with time, and track work with progress. The reason being, Kanban board allows sort activities to analyze the work progress.
Furthermore, as you move your project through stages, get it finished effectively and efficiently. However, it is a smart move to figure out strategies that work best, as not all of them feel great to use.