We’re all pressed for time. It seems like whenever we finish a task and want to take a breath or reflect on what was accomplished, something else seems to land on our plates. Most often, it’s a time sensitive matter and, in the tech space, every moment counts.
As someone who has been in this space for well over four decades, I know the importance of time management. Every week, the to-do list seems harder to accomplish. With just some pre-planning and efficient people management, though, we can all overcome the challenges of time management and deliver superior outcomes to our clients.
Here are some suggestions to improve time management as a team:
Establish Realistic Timelines
Setting a timeline is the first—and most important—step in maintaining a schedule. If the deadline isn’t realistic, there’s little that you can do in execution that can overcome an impossible timeline.
Assess the Project
Take a comprehensive look at the project. Break it down into smaller, manageable components, and then evaluate the complexity and time requirement for each. This step is vital, as it ensures that you understand the scope of work and can allocate the right amount of time and resources to the project. It’s also important to get the input of your team. Discuss the project to get their perspectives, and ensure that everyone is on the same page regarding what needs to be done and how long it might take.
It’s also important to make sure the team buys into the project. Encourage open discussions about workload, possible hurdles, and personal schedules. This collaborative approach not only fosters a sense of ownership among team members, but also leads to more accurate time assessments for completing projects.
Prioritize Work
Once the project is evaluated, it’s time to prioritize the work. Identify which tasks are critical for the project's success and which ones can be flexible in terms of deadlines. This will help create a timeline that focuses on the most important elements first, ensuring that your team doesn't waste time on low-priority tasks when there are more pressing matters to attend to.
Time Buffers
A realistic schedule must also account for the unexpected. Incorporating time buffers is like adding a safety net for the project timeline. Determine an appropriate cushion of extra time for each team member to accommodate unforeseen challenges or delays. This proactive approach can relieve pressure on the staff and provide flexibility, making it easier to stay on track even when things don't go exactly as planned.
Monitor Progress
After setting the schedule, it's essential to monitor the team's progress. Regular check-ins allow you to adjust timelines as needed and address any issues that may arise. This not only keeps everyone accountable, but also helps maintain momentum towards completing the project. Remember, monitoring should be supportive, not intrusive; it's about facilitating progress, not micromanaging.
Reflect & Adjust
Use each project as a learning opportunity. After a deadline is met—or missed—reflect on what worked and what didn't. Without assigning blame, discuss the reasons behind the success or failure of meeting the timeline. Use these insights to adjust your approach for future projects. There are always improvements to be made, and lessons to be learned.
Composure Is Key
As the leader of the project, your team will naturally look to you for insights and support. This is an industry where the unexpected regularly occurs, and expectations, budgets, and resources can change at a moment’s notice.
In these instances, it is vital to maintain a calm disposition. Your team feeds off you. When you panic, so will they. But if you can keep the environment calm and organized, and see challenges as an opportunity to improve your organization’s value even more, the staff will buy into that sentiment. Ultimately, it will inspire everyone to work even harder to make sure the project exceeds everyone’s expectations.
Edited by
Erik Linask
