Time Is a Precious Resource — Here’s How To Manage It Within a Project
The concept “time is money” is something that, for most of us, is introduced early on during our careers. At most companies, this is why employees are required to work a certain amount of hours a week, take limited breaks and, hopefully, stay on task the whole time they are in front of our computers.
As valuable as time is for companies, their executives, and their employees, however, time is also one of the most wasted resources within an organization. A 2012 survey conducted by Salary.com revealed that:
- 39% of workers spend a mere 1 hour a week or less on non-work related items
- 29% of workers spend up to 2 hours a week wasting time on the computer at work, and
- 21% waste up to 5 hours a week
Even though a quick Facebook scroll or Twitter update might seem harmless, poor time management can be hurting your company’s finances and morale, as people are less likely to feel excited to come to work when they are not challenged. Here’s how you can better manage time within projects and how it will positively impact your day-to-day.
How To Better Manage Time Within a Project
1. Limit Meetings
Meetings are an excellent way to track progress, encourage collaboration and promote open communication. These same meetings, however, can also be highly detrimental to your company if they last too long, there are no clear takeaways at the end, and are preventing your people from making actual progress.
In 2014, it was estimated that unproductive meetings cost $37 million! So how can you avoid this?
In Agile Project Management, for instance, a daily scrum or stand-up is recommended. These meetings last no longer than 15 minutes and team members are to share what they worked on the day before, what they are working on that day, and if there are any impediments. Remember that meetings should be concise, to the point, and have a small group of attendees.
2. Allocate the Right People
For small teams, this can be slightly challenging as one person can wear many hats within the same role. The key to allocating the right people to the right tasks is fully understanding their strengths and weaknesses, encouraging collaboration, and providing the right tools for their success. Keep in mind that overworking someone can be just as harmful as allowing someone to misuse their time.
3. Allocate the Right Resources
It is not uncommon to see employees feeling stuck in one task because they don’t have all the information they need, or are sitting around waiting for another team member to finish a task. To avoid this, the project manager should always provide all the necessary resources for each task and, ideally, have an online platform where these can be shared and viewed by the people who will need them.
4. Make Sure Expectations are Clear
Not having clear instructions and expectations at the beginning of a project can not only hurt productivity, but it can also negatively impact creativity and, ultimately, result in employees doing a poor job.
To make sure task owners are using 100% of their skills when completing each step, make sure they feel empowered, have clear information regarding how much time they have for each project and, ultimately, keep the door open for questions and problem-solving sessions.
5. Establish Clear Deadlines
One of the main reasons why project managers prefer the Agile Methodology is because it’s not linear. Instead, the workflow is defined by deadlines that each member needs to accomplish without depending on the previous task to be completed.
By having clear deadlines, employees are empowered to manage their own time within their own tasks, understanding when they need to begin working on it and how much time they can allocate for edits and reviews. By doing this, team members are more likely to stay on task as they know exactly where they stand within the creative process.
Are you ready to better manage projects within your organization and make sure valuable time is not wasted? The Kimonus time tracking feature allows for project prioritization, time limits per task and a full calendar integration to ensure transparency.
Click here to learn more about Kimonus Project Management features and why companies across the world are taking advantage of our tools!