Time management
Time management
Time is a
terrible resource to waste. This is the most valuable resource in a project.
Every
delivery that you are supposed to make is time-bound. Therefore, without proper
time management, a project can head towards a disaster.
When it
comes to project time management, it is not just the time of the project
manager, but it is the time management of the project team.
Scheduling
is the easiest way of managing project time. In this approach, the activities
of the project are estimated and the durations are determined based on the
resource utilization for each activity.
In
addition to the estimate and resource allocation, cost always plays a vital
role in time management. This is due to the fact that schedule over-runs are
quite expensive.
The Steps of the Time
Management Process:
Following
are the main steps in the project time management process. Each addresses a
distinct area of time management in a project.
1. Defining Activities
When it
comes to a project, there are a few levels for identifying activities. First of
all, the high-level requirements are broken down into high-level tasks or
deliverables.
Then,
based on the task granularity, the high-level tasks / deliverables are broken
down into activities and presented in the form of WBS (Work Breakdown
Structure).
2. Sequencing Activities
In order
to manage the project time, it is critical to identify the activity sequence.
The activities identified in the previous step should be sequenced based on the
execution order.
When
sequencing, the activity interdependencies should be considered.
3. Resource Estimating for Activities
The
estimation of amount and the types of resources required for activities is done
in this step. Depending on the number of resources allocated for an activity,
its duration varies.
Therefore,
the project management team should have a clear understanding about the
resources allocation in order to accurately manage the project time.
4. Duration and Effort Estimation
This is
one of the key steps in the project planning process. Since estimates are all
about the time (duration), this step should be completed with a higher
accuracy.
For this
step, there are many estimation mechanisms in place, so your project should
select an appropriate one.
Most of
the companies follow either WBS based estimating or Function Points based
estimates in this step.
Once the
activity estimates are completed, critical path of the project should be
identified in order to determine the total project duration. This is one of the
key inputs for the project time management.
5. Development of the Schedule
In order
to create an accurate schedule, a few parameters from the previous steps are
required.
Activity
sequence, duration of each activity, and the resource requirements / allocation
for each activity are the most important factors.
In case
if you perform this step manually, you may end up wasting a lot of valuable
project planning time. There are many software packages, such as Microsoft
Project, that will assist you to develop and reliable and accurate project
schedule.
As a part
of the schedule, you will develop a Gantt chart in order to visually monitor
the activities and the milestones.
6. Schedule Control
No
project in the practical world can be executed without changes to the original
schedule. Therefore, it is essential for you to update your project schedule
with ongoing changes.
Conclusion:
Time
management is a key responsibility of a project manager. The project manager
should equip with a strong skill and sense for time management.
There are
a number of time management techniques that have been integrated into the
management theories and best practices.
As an
example, Agile / Scrum project management style has its own techniques for time
management.
In
addition, if you are keen on learning time management into greater depths, you
can always get into a training course of one of the reputed and respected time
management trainers.
- Time management technique:
time needs to be managed effectively in projects.
The technique that can be used for time management are
1. Goal clarity: set clear goals
and work priority for the project. List and rank objectives in order of
priority. Everyone should understand what is expected of them
2. work plan: allocate work clearly
to team me
3. Use 'daily planner' : prepare
'to do list' and update it daily. follow it carefully
4. Daily record : maintain time
log to record daily activities . find ways to improve next days work
5. Use time saving technology:
computers , internet, fax , teleconferencing etc save time. information
technology is a time saver, making use of them.
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