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Project Management

Time Management

Project Management

Time Management

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OutlineOutline

Introduction Understanding Time Management Time Robbers Time Management Forms Effective Time Management Stress and Burnout

Introduction Understanding Time Management Time Robbers Time Management Forms Effective Time Management Stress and Burnout

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Time RobbersTime RobbersIncomplete workA job poorly done that must be done overPoor communications channelsUncontrolled telephone callsLack of adequate responsibility and

commensurate authorityPoor functional performanceChanges without direct notification/ explanationCasual visitors

Incomplete workA job poorly done that must be done overPoor communications channelsUncontrolled telephone callsLack of adequate responsibility and

commensurate authorityPoor functional performanceChanges without direct notification/ explanationCasual visitors

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Time Robbers (Continued)Time Robbers (Continued)Waiting for peopleFailure to delegate, or unwise delegationPoor retrieval systemsLack of information in a ready-to-use formatDay-to-day administrationSpending more time than anticipated in

answering questionsLack of sufficient clerical support

Waiting for peopleFailure to delegate, or unwise delegationPoor retrieval systemsLack of information in a ready-to-use formatDay-to-day administrationSpending more time than anticipated in

answering questionsLack of sufficient clerical support

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Time Robbers (Continued)Time Robbers (Continued)Late appointmentsImpromptu tasksUnion grievancesHaving to explain “thinking” to superiorsToo many levels of reviewToo many people in a small areaOffice casual conversationsMisplaced information

Late appointmentsImpromptu tasksUnion grievancesHaving to explain “thinking” to superiorsToo many levels of reviewToo many people in a small areaOffice casual conversationsMisplaced information

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Time Robbers (Continued)Time Robbers (Continued)Sorting mailRecord-keepingShifting prioritiesIndecision or delaying decisionsProcrastinationProofreading correspondenceSetting up appointmentsToo many meetingsMonitoring delegated work

Sorting mailRecord-keepingShifting prioritiesIndecision or delaying decisionsProcrastinationProofreading correspondenceSetting up appointmentsToo many meetingsMonitoring delegated work

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Time Robbers (Continued)Time Robbers (Continued)

Unclear roles/job descriptionsUnnecessary crisis interventionOvercommitted outside activitiesExecutive meddlingBudget adherence requirementsPoorly educated customersNeed to get involved in details to get job doneNot enough proven or trustworthy managers

Unclear roles/job descriptionsUnnecessary crisis interventionOvercommitted outside activitiesExecutive meddlingBudget adherence requirementsPoorly educated customersNeed to get involved in details to get job doneNot enough proven or trustworthy managers

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Time Robbers (Continued)Time Robbers (Continued)

Vague goals and objectivesLack of job descriptionToo many people involved in minor decision

makingLack of technical knowledgeDisorganization of superiorsLack of commitment from higher authoritiesNot being responsible for the full scopeIndecision on the part of higher

Vague goals and objectivesLack of job descriptionToo many people involved in minor decision

makingLack of technical knowledgeDisorganization of superiorsLack of commitment from higher authoritiesNot being responsible for the full scopeIndecision on the part of higher

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Time Robbers (Continued)Time Robbers (Continued)

Lack of authorization to make judgement decisions

Poor functional status reportingInability to use one’s full potentialOvereducated for daily tasksWork overloadUnreasonable time constraints

Lack of authorization to make judgement decisions

Poor functional status reportingInability to use one’s full potentialOvereducated for daily tasksWork overloadUnreasonable time constraints

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Time Robbers (Continued)Time Robbers (Continued)

Too much travelLack of adequate project management toolsPoor functional communications/writing

skillsDepartmental “buck passing”Meetings with executivesInability to relate to peers in a personal way

Too much travelLack of adequate project management toolsPoor functional communications/writing

skillsDepartmental “buck passing”Meetings with executivesInability to relate to peers in a personal way

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Time Robbers (Continued)Time Robbers (Continued)

Rush into decisions/beat the deadlinesPeople being overpaid for their workLack of reward (“a pat on the back can do

wonders”)Expecting too much from one’s people and oneselfMultiple time constraints Non-supportive familyCompany political power struggles

Rush into decisions/beat the deadlinesPeople being overpaid for their workLack of reward (“a pat on the back can do

wonders”)Expecting too much from one’s people and oneselfMultiple time constraints Non-supportive familyCompany political power struggles

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Time Robbers (Continued)Time Robbers (Continued)Going from crisis to crisisConflicting directivesLine management acting as a “father” figureFire drillsLack of privacyLack of challenge in job dutiesProject manager not involved/ unknowledgeable

about decision makingBureaucratic roadblocks (“ego”)

Going from crisis to crisisConflicting directivesLine management acting as a “father” figureFire drillsLack of privacyLack of challenge in job dutiesProject manager not involved/ unknowledgeable

about decision makingBureaucratic roadblocks (“ego”)

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Time Robbers (Continued)Time Robbers (Continued)

Empire-building line managers No communication between sales and engineering Too much work for one person to handle

effectively Excessive paperwork Lack of clerical/administrative support Workload growing faster than capacity Dealing with unreliable subcontractors

Empire-building line managers No communication between sales and engineering Too much work for one person to handle

effectively Excessive paperwork Lack of clerical/administrative support Workload growing faster than capacity Dealing with unreliable subcontractors

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Time Robbers (Continued)Time Robbers (Continued)

Reeducating project managersLack of new businessPersonnel not willing to take risksDemand for short-term resultsLack of long-range planningBeing over-directedChanging company systems, which requires

relearningOverreacting management

Reeducating project managersLack of new businessPersonnel not willing to take risksDemand for short-term resultsLack of long-range planningBeing over-directedChanging company systems, which requires

relearningOverreacting management

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Time Robbers (Continued)Time Robbers (Continued)Poor lead time on projectsDisregard for company or personal thingsDocumentation (reports/red tape)Large number of projectsInadequate or inappropriate requirementsDesire for perfectionLack of dedication by technical expertsPoor salary compared to contemporariesLack of project organization

Poor lead time on projectsDisregard for company or personal thingsDocumentation (reports/red tape)Large number of projectsInadequate or inappropriate requirementsDesire for perfectionLack of dedication by technical expertsPoor salary compared to contemporariesLack of project organization

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Time Robbers (Continued)Time Robbers (Continued)

Constant pressureConstant interruptionsProblems coming in wavesSevere home constraintsProject monetary problemsShifting of functional personnelLack of employee discipline Lack of qualified manpower

Constant pressureConstant interruptionsProblems coming in wavesSevere home constraintsProject monetary problemsShifting of functional personnelLack of employee discipline Lack of qualified manpower

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Practice Effective Time Management

Practice Effective Time Management

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Practice Effective Time Management

Practice Effective Time Management

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Effective Time ManagementEffective Time ManagementDelegate.Follow the schedule.Decide fast.Decide who should attend.Learn to say no.Start now.Do the tough part first.Travel light.Work at travel stops.

Delegate.Follow the schedule.Decide fast.Decide who should attend.Learn to say no.Start now.Do the tough part first.Travel light.Work at travel stops.

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Effective Time Management (continued)

Effective Time Management (continued)

Avoid useless memos.Refuse to do the unimportant.Look ahead.Ask: Is this trip necessary?Know your energy cycle.Control telephone time.Send out the meeting agenda.Shut off in-house visits.Overcome procrastination.Manage by exception.

Avoid useless memos.Refuse to do the unimportant.Look ahead.Ask: Is this trip necessary?Know your energy cycle.Control telephone time.Send out the meeting agenda.Shut off in-house visits.Overcome procrastination.Manage by exception.

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RulesRulesConduct a time analysis (time log).Plan solid blocks for important things.Classify your activities.Establish priorities.Establish opportunity cost on activities.Train your system (boss, subordinate, peers).Practice delegation.Practice calculated neglect.Practice management by exception.Focus on opportunities - not on problems.

Conduct a time analysis (time log).Plan solid blocks for important things.Classify your activities.Establish priorities.Establish opportunity cost on activities.Train your system (boss, subordinate, peers).Practice delegation.Practice calculated neglect.Practice management by exception.Focus on opportunities - not on problems.

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Stress and BurnoutStress and BurnoutBeing tiredFeeling depressedBeing physically and emotionally

exhaustedBurned outBeing unhappyFeeling trappedFeeling worthlessFeeling resentful and disillusioned people

Being tiredFeeling depressedBeing physically and emotionally

exhaustedBurned outBeing unhappyFeeling trappedFeeling worthlessFeeling resentful and disillusioned people

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Stress and Burnout(continued)

Stress and Burnout(continued)

Feeling hopelessFeeling ejectedFeeling anxious

Feeling hopelessFeeling ejectedFeeling anxious

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QuestionsQuestionsQuestions

What am I doing that I don’t have to be doing at all?

What am I doing that can be done better by someone else?

What am I doing that could be done as well by someone else?

Am I establishing the right priorities for my activities?

QuestionsWhat am I doing that I don’t have to be

doing at all?What am I doing that can be done better

by someone else?What am I doing that could be done as

well by someone else?Am I establishing the right priorities for

my activities?