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Time Management Tips: Myth, Reality and Practicality

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Presentation on theme: "Time Management Tips: Myth, Reality and Practicality"— Presentation transcript:

1 Time Management Tips: Myth, Reality and Practicality

2 From the Expert "Time is the scarcest resource; and unless it is managed, nothing else can be managed.” Peter F. Drucker Time Management Tips 18-Mar-09

3 Myths, Realities and Practicalities
Myth: You can manage time. Reality: You can’t. You only manage what you can control. Practicality: Manage yourself within the confines of time. Myth: Time is money. Reality: Time is more – it’s life. You can get more money, but you can’t get more time. Practicality: Learn to manage your tasks within the constraints of time. Myth: You need a personal organizer or time management system. Reality: If you’re not organized, a personal organizer won’t do the job for you. Practicality: Break old habits; form new, effective ones. Time Management Tips 18-Mar-09

4 Myths, Realities and Practicalities cont’d
Myth: Time management means getting more done in less time. Reality: Time management means doing fewer things of more importance. Practicality: Prioritize what needs to get done and focus on those with the most impact. Myth: You need “quiet time”. Reality: This doesn’t exist. Time management writers make it up. Practicality: You have to let work happen to be effective. Myth: You need a “to do” list. Reality: This is a reminder of what hasn’t been done. Practicality: Schedule blocks of time to work on tasks. Time Management Tips 18-Mar-09

5 Myths, Realities and Practicalities cont’d
Myth: You need 2 planners: one for home, one for work. Reality: You need one planner. Work and personal time often collide. Practicality: Include your personal appointments in your work planner. Myth: You need a time log. Reality: You need to get organized first, adopt good habits and implement time-reducing techniques. Practicality: Keep a time log after to help make further improvements. Myth: You need to stick to one task until it is complete. Reality: This is unrealistic; you will seldom have time to finish it. Practicality: Break tasks into smaller chunks. Project Charter (PMBOK) includes: Requirements that satisfy customer, sponsor and stakeholder need, wants and expectations Business needs, HL project description or product requirements Purpose or justification Assigned PM Summary Milestone Schedule Stakeholder influences Functional org and their participation Assumptions / constraints Business Case Summary budget Prelim Scope Statement Objectives Requirements Acceptance criteria Boundaries Requirements and deliverables Project Org Risks, Milestone, initial WS, Order of Mag cost estimate, confi management requirements Project Execution – execute the project management plan to accomplish the work defined in the scope statement M& C: Compare actual performance to plan, determine actions required if any, information for status reporting, progress measurement and forecasting, monitor implementation of approved changes when they occur Time Management Tips 18-Mar-09

6 Myths, Realities and Practicalities cont’d
Myth: The biggest time wasters are phone calls, visitors, meetings and rush jobs. Reality: These are time obligations – they come with the job. The biggest time wasters are self-imposed. Practicality: Manage your response to interruptions. Scope Planning – document how scope will be defined, verified, controlled and how the WBS will be created and defined Definition: Develop a detailed scope statement WBS: Work into smaller manageable components Verification: Formalizing acceptance of the completed project deliverables Control: control changes to the scope Time Management Tips 18-Mar-09

7 More on Practicalities
Meetings use agendas, set time limits, only meet if you have to, decline any meetings you don’t need to attend check out our Effective Meetings brochure Tasks use the one with your calendar; include brief details of what needs to be done file attachments delete/file set filters turn off notification Learn to say “No.” or at the very least, “Yes, but . . .” Plan your day the night before Defining the activities: List of all schedule activities that are planned to be performed on the project Sequencing: logical relationships among schedule activities (create network diagrams) Resources: estimating what resources are required and quantities Estimating Activity durations: three point estimates (most likely, opt, pessimistic) Schedule – start and end dates for activities Controlling – schedule management plan establishes how the schedule will be managed and controlled, schedule baseline, performance reports Time Management Tips 18-Mar-09

8 More on Practicalities cont’d
Calendar book time for tasks use Notes book time for yourself book only 80% of your time set aside time for “administrivia” PM2 use it to plan your tasks Evaluate your habits what can you change or improve on Multi-tasking simple or routine tasks Estimating: approximation of costs Budgeting: aggregating the estimated costs of individual activities or work pkgs to establish a cost baseline Control: influencing the factors that create cost variances and control changes to budget Time Management Tips 18-Mar-09

9 Tools: The 4 Ds Do Determine what is most important to accomplish and what you should do yourself. Delegate Delegate what you can, but delegate wisely. Delay Delay what you can, but don’t delay too many things or you’ll be back where you started. Delete If it’s not important, eliminate it. Performance reporting: status reports, progress measurement, forecasting Manage stakeholders: manage communications to satisfy the requirement of stakeholders Time Management Tips 18-Mar-09

10 Tools: The Grid Urgent and Important Not Urgent, but Important Urgent, but Not Important Not Urgent and Not Important Qualitative: Prioritizing risks for further analysis or action (prob of occurance / impact) Quantitative: numerically analyzing the effect of overall objectives of id’d risks Control: tracking, monitoring, ID new ones, execute risks response plan Time Management Tips 18-Mar-09

11 Tools: You Time Management Tips 18-Mar-09
Mental Preparedness Mind Emotions Environment Body Shut off negative thoughts; visualize; consider consequences; eliminate worry Lighting, comfortable chair, physical needs Take pride Clear distractions, have supplies you need Time Management Tips 18-Mar-09

12 Partnership Time Management Tips 18-Mar-09 Partnership Time Management
Organization Time Management Tips 18-Mar-09

13 “Plannin’ my work; workin’ my plan.”
Mantra “Plannin’ my work; workin’ my plan.” Time Management Tips 18-Mar-09

14 PM Knowledge Areas & Process Groups
PM Process Groups / Knowledge Area Processes Initiating Process Group Planning Process Group Executing Process Group Monitoring & Controlling Process Group Closing Process Group Project Management Integration Develop Project Charter Develop Prelim Project Scope Statement Develop Project Management Plan Direct and Manage Project Execution Monitor and Control Project Work Integrated Change Control Close Project Project Scope Management Scope Planning Scope Definition Create WBS Scope Verification Scope Control Project Time Management Activity Definition & Sequencing Resource Estimating Duration Estimating Schedule Development Schedule Control Project Cost Management Cost Estimating Cost Budgeting Cost Control Project Quality Management Quality Planning Perform Quality Assurance Perform Quality Control Project HR Management Human Resources Planning Acquire Project Team Develop Project Team Manage Project Team Project Communications Management Communications Planning Information Distribution Performance Reporting Manage Stakeholders Project Risk Management Risk Management Planning Risk Identification Qualitative / Quantitative Risk Analysis Risk Response Planning Risk Monitoring and Control Project Procurement Management Plan Purchases and Acquisitions Plan Contracting Request Seller Responses Select Sellers Contract Administration Contract Closure Process groups align with UofC metholodogy Time Management Tips 18-Mar-09

15 . . . follow process and progress will follow.
In conclusion . . . . . . follow process and progress will follow. Time Management Tips 18-Mar-09

16 or 210-8792
Questions? Contact us at or Visit our web-site at Next PMCP: Lean Six Sigma Wed, Apr 08, 2009 Thank you for coming! Time Management Tips 18-Mar-09

17 The end. Time Management Tips 18-Mar-09

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