Everything you need to know about project time management

Among the most difficult aspects of project management is effectively managing time, considering that you already have different tasks as a project manager. There are frequently conflicting agendas to consider, not to forget the demands of your team and the requirements of your stakeholders and customers. Everything can be somewhat stressful.

Project time management entails evaluating and setting a schedule and timeframe for completing the project. Codified time management techniques serve as a buffer against things like unanticipated bottlenecks and miscalculated project timeframes. These time management plans outline which activities should be changed and how resources should be allocated and managed throughout the project.

Importance of Project Time Management

Projects may be frightening. There's plenty to do, but there's typically not enough time or money to accomplish it. There is no space for errors, which may be expensive and time-consuming. Stakeholders value predictability, and although you can't guarantee that everything will go smoothly, you could do your best to handle time.

Project time management significantly influences a project's scope, quality, and cost, rendering it among the most significant bodies of knowledge in project management. Schedule management contributes to project execution on time and within budget. It also specifies how much longer a project will take, which stakeholders (externally and internally) should be included, and when their skills should be included. This approach creates a basis for generating an activity sequence, activity durations, resource estimates, and how all fit into the larger Project Management strategy.

Time management in Project Management allows you to divide a project into more digestible pieces, also called tasks. Project time management works with project and resource management to achieve a specified goal. By allocating time to each activity in your project, you can control the project timetable and meet deadlines. You may monitor progress by prioritizing activities, identifying dependencies, and setting milestones using a task list or more complex Project Management tools.

Project Time Management Processes – How to complete the project on time?

1. Developing a project plan

Planning is a crucial element of Project Management. As a Project Manager, you are responsible for defining the scope project management. As per the PMI, a project plan lists how the project will be implemented, supervised, managed, and concluded. It specifies the project's scope and objectives and acts as a formal reference point for the project team, the wider enterprise, and project management in stakeholders. Drafting a solid strategy will save you and your team significant time and stress as the project advances.

2.  Project Schedule Management

A project schedule is different than a calendar. It outlines the project's timetable and the organizational resources needed to fulfill each activity. The project schedule management should be available to every single member of the team. Its objective is to transmit vital information to the team. Thus, it must be thorough and simple to grasp. Several phases in constructing a project schedule are tied directly to time m

anagement, making the whole process interdependent. We can develop a smooth scheduling procedure with the finest project scheduling instruments.

3. Defining the Project Activities

This can be as basic as creating a task list for tasks to be performed for your project to be finished. In the event of complicated projects, it may be beneficial to organize these activities using a Work Breakdown Structure (WBS). This Project Management chart aids in visualizing projects and their sub-tasks.

4. Determining Dependencies

If you've outlined all of the project tasks, recapitulate each one thoroughly to see which activities depend on each other to be performed. For instance, if you are constructing a building, you cannot put the rooftop on before the foundation is completed. It is essential to appropriately specify all project dependencies to estimate and minimize disruptions successfully.

5. Sequencing Activities

You may sequence your actions once you've determined their dependencies. You haven't assigned any timeframe to your tasks regarding work hours or deadline dates. Instead, you're concentrating on the sequence in which all project tasks should be completed to generate the most effective flow.

6. Estimating Resources and Duration

Using information from similar past operations is the best technique to predict the duration. If there is no data available to work with and no industry norm on which you can rely, make an educated guess, taking the average of the greatest, worst, and most probable possibilities. Estimate the amount of time and resources required for each project activity.

Resource allocation will impact your timetable; if the same team member is in charge of numerous tasks, they cannot be done simultaneously, impacting your schedule.

Putting efficient time management methods in place

You're off to a good beginning if you carefully plan and employ the correct Project Management techniques. It's time to start incorporating time management strategies into your Project Management.

1. Make a task list

Develop task lists for yourself that are distinct from your project worklist (though this is vital), and encourage your co-workers to do the same. It's ideal to develop a task list for a set period of time, particularly if it's only for a day.

2. Prioritizing

Ivy Lee was a public relations guru in the United States; however, the approach that carries his name is about productivity. His five-step method for getting things done is simple, and for almost a century, it has aided individuals in crossing tasks off their to-do lists.

• Note down the 6 (only) most critical things you need to complete the subsequent day after your workday.
• Sort the tasks according to their significance.
• When you return to work the next day, focus on task 1. Work on task 1 until it is finished before continuing on to task 2.
• Repeat the above for task number 2 and so forth down the priority list. If you are distracted by a real emergency, return to work as soon as feasible.
• Create a list of six targets for the next workday after the day, transferring over any outstanding issues.

3. Stay away from distractions.

As previously said, attention is essential for accomplishing things and controlling your time effectively. Make time for focused work on your projects. You may schedule appointments on your timeline so your team knows you're available. Google Project Management solutions connected with calendars can be used here.

4. Delegation

If there is insufficient time to complete your worklist, consider delegating responsibilities to other team members. Being an effective Project Manager does not imply doing all of the work yourself. It entails ensuring that the task is completed and completed effectively, regardless of who does it.

5. Identifying bottlenecks

If your team is constantly running behind time, review your process to determine where the obstacles are. When particular team members feel overburdened, this is a prevalent cause.

Using the appropriate time management solutions

Digital Project Management has expanded dramatically over the last few years, giving Project Managers many resources to help with program and time management.

Here are a few techniques to assist you in managing your time in Project Management:

1. Kanban systems

It is a type of visual Project Management that enables everybody else on the team to see the project and its responsibilities at a glimpse. Each job is symbolized by a card that contains important information, such as the person allocated to the work and the deadline. 

2. Time Keeper

Every part of your project requires time, yet when you're at the finish, it might be difficult to identify who invested how much time on specific activities when you look at the project dashboards. If you have a comparable project forthcoming, you may think you should understand how much effort to devote to every project job and stage; however, if your team hasn't previously been able to measure their time, it's a kind of estimation game.

A competent project time tracker aids in precise billing, astute team management, and meticulous planning.

3. Collaboration Tool

Many teams squander time due to ineffective communication technologies. Quite often, the instruments are difficult to use; other times, there are several communication channels, and individuals fail to identify all of them. Reviewing all the outlets (email, SMS, instant messaging, voicemail) may take up a lot of time. Standardizing your team's communication lines is one benefit of good project collaboration tools. You may utilize Project Management software, which includes all of the features required to manage your projects effectively.  

Conclusion

A Project Manager's primary role is time management in Project Management. The Project Manager should be well-versed in time management and have a keen sense of urgency. Various time management approaches have been included in theoretical approaches and best practices. For example, the Agile/Scrum project style of management does have its own time management tools. Furthermore, to master time management deeper, you may enroll in a training program taught by one of the most well-known and renowned time management instructors. Simpliaxis offers project management courses, providing comprehensive training and resources to enhance your skills and proficiency in project management, including time management techniques and strategies.