4 Time Management Lifesavers for Busy Project Managers

If you’re like me, you’re juggling a hectic schedule of meetings, emails, and project deadlines, and you know time is precious. Over my career in program management, I’ve discovered some nifty time management strategies to help us not just manage, but master our busy schedules. So, let’s explore the top four time management strategies that I have learned.

1. Prioritize Like a Leader

Begin each day by deciding on your top three critical tasks. Use the Eisenhower Box Technique to determine what's urgent and important, important but not urgent, and so forth to prioritize your day.

TIP: This strategy helps focus your energy on the tasks that really matter, which will allow you to stay on track and reduce less critical tasks.

BONUS TIP: Before you close your computer for the night, flag the tasks you have to tackle the next day. That’ll make it easier to do your daily prioritization of project work (unless something spontaneously comes up, which we know it sometimes does).

2. Embrace Flexibility When You Can't Say 'No'

Sometimes, saying "no” to new project work isn't possible. When that's the case, try to negotiate more manageable deadlines, delegate tasks to other team members, or be open about your current priorities to supervisors to find a compromise. You can also set some boundaries about your availability and the scope of work you can handle, which will help you maintain a (hopefully more) balanced workload even when new tasks pile on.

TIP: One of those lessons learned - if you’re silently handling everything without complaint and projects are delivering on time and on scope, then your leadership assumes everything is fine. The reality is, you probably need another headcount (or two or three) to appropriately distribute your workload, so don’t be a superhero.

3. Batch Tasks for Efficiency

Try grouping similar tasks together to minimize transition times and sharpen focus. Dedicate specific times of day or blocks of time if possible for emails, calls, or project upkeep tasks.

TIP: A batching process like this can create a more efficient workflow and has the opportunity to free up blocks of time for more complex tasks. All in all, making you more productive.

4. Practical Automation Techniques

If you’re not already, start to implement practical project management automation tools that are easy to integrate into your daily routine and project work. You might utilize calendar tools to set reminders for managing project deadlines, ensuring nothing slips through the cracks. You might use project management tools like Trello, Asana, or Monday to automatically update task statuses and notify team members of changes or upcoming deadlines. Think about organizing your own emails with filters and sorting rules to manage your inbox effectively, prioritizing top emails and tasks.

TIP: These practical automation strategies can help streamline your project tasks, making your day more manageable and productive - and more focused.

What's Next

Making sure you effectively manage your time in your project work is less about cramming as many tasks as you can into each day - and more about choosing the right tasks and doing them well. By prioritizing, you can begin to improve project efficiency and enjoy your workday with less stress (no guarantees there!).

Each organization is different, so it’s important to recognize that a one-size-fits-all approach doesn’t work for all teams.

If you have put any of these into practice, how is it working for you and your teams?

Related Resources:

• Is your company or organization facing challenges with its current project and program management structure? Help turn those obstacles into opportunities. Reach out, and let's explore how I can help you streamline processes, boost efficiency, and achieve your goals!

• Feeling overwhelmed by daily stress? Take control and reclaim your peace with this FREE Weekly Planner! Organize your tasks, set your priorities, and find more time for what matters most. Click here to download your free planner now and start transforming your week!

• Are you a project manager looking to connect with like-minded project management professionals, network virtually, and gain project management knowledge in the process? Join the FREE Connected PM Group today!