In today’s fast-paced work environment, effective time management is crucial for success and well-being. IT Project Managers often juggle multiple complex projects simultaneously. How can you keep everything on track without burning out? After trying several methods, here are some that worked well for my projects, starting with the most efficient ones.
1. Find Sources of Energy
Being awake and alert is the most important element for efficiency. Understand your limits and don’t be afraid to say no to tasks that can overextend you. Balancing your workload is essential to maintaining quality and efficiency. Remember, most projects are marathons, not sprints.
2. Choose a System You Can Trust
Can you rely on small post-its for your daily tasks? Choose tools and methods that fit your workflow and personal preferences. Whether it’s a sophisticated project management app or a simple notebook, ensure that your system is reliable and intuitive. This will help you consistently use it and depend on it to keep track of your tasks and deadlines. I prefer using Jira because it meets my needs perfectly, allowing access from any device and providing great dashboards to track my workload.
3. Be the Product Owner of Your Workday
Product Owners identify features needed from the market and prioritize them. They do this with the goal of maximizing the market value of the product. In my daily planning, I ask myself: how will this task serve my project?
4. Put Hard Hedges Between Must-Do and Nice-to-Do Tasks
Clearly distinguishing between must-do and nice-to-do tasks is crucial. Must-do tasks are essential and should be prioritized, while nice-to-do tasks can be tackled if time permits. I use the French philosopher Descartes’ matrix: What will I gain if I do this task? What will I gain if I don’t do it? What do I lose if I do this task? What do I lose if I don’t? This helps create firm boundaries to prevent nice-to-do tasks from encroaching on time reserved for must-do tasks. This ensures that critical tasks are completed on time and that my priorities are clear.
5. Commit to No More Than 70% of Your Day
Once daily tasks are clear and well-defined, plan them into specific timeboxes. Be generous with the time you allocate. If a task is estimated to take an hour, I allocate 1.5 hours. I don’t load my workday with more than 6 hours of work, allowing flexibility for unexpected and urgent tasks.
6. Plan Your Days the Night Before
Before finishing work or even later, spend a few minutes planning the next days. Set aside timeboxes for your tasks. This helps you start the day with a clear direction. As a “morning bird,” I place high-priority tasks requiring deep focus in the morning, leaving the afternoon for meetings and collaborative work.
7. Act as a Business Analyst
Track your schedule using the Time Measurement Method to find out where your time wasters lie. Mobile apps like Toggl Track can record what you spend your workday on. Just three days are enough for this exercise, and the results might surprise you.
8. Delegate Tasks Effectively
Delegation is a key aspect of time management, freeing up your time for tasks that require your specific skills and attention. With a tool like Jira, it’s easy to delegate tasks, explain what needs to be done, describe your criteria for acceptance, and track all assigned work visually.
9. Discard Broken Things
Maintaining an efficient workspace is often overlooked. Imagine trying three pens before finding one that works or using an erratic old mouse. Broken tools slow you down. Regularly discard or repair anything that isn’t working properly to ensure your tools support your productivity.
10. Write Shorter Emails and Meeting Reports
Email communication can consume a significant portion of your workday. Practice writing concise emails: be clear and to the point, stating your purpose and any required actions directly. This saves you time and makes it easier for recipients to quickly understand and respond. If you have a large piece of information useful for the company, consider creating a Confluence page instead. It will serve as a valuable resource over time.
The key to effective time management is continuous improvement and adaptation to find what works best for you. It’s not about working harder but working smarter. How do you manage your time at work, and what works for you?
by S. Zelechowski, 2024