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Last updated on 2024年6月22日

Here's how you can help your team members effectively manage their time on projects.

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Time is a finite resource, especially in the realm of project management. As a program manager, you have the unique opportunity to guide your team members towards better time management on projects. This doesn't just boost productivity but also enhances work quality and team morale. Your role is pivotal in establishing a culture where time is respected and effectively utilized. Let's explore practical strategies to help your team manage their time wisely.

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chhayanka priya

Consulting Project Management at KPMG
Swapnil Ranjan

Data, Web and Business Analytics | Business Intelligence | Consulting | Strategy | Program & Product Management
Sweta Pilla

Program Manager | Expertise in Digital Transformation, CRM, and Lead Management | Driving Innovation in BFSI

1 Prioritize Tasks

Effective time management begins with prioritization. Encourage team members to identify high-impact tasks and allocate their focus accordingly. This means distinguishing between what's urgent and what's important. Teach them the Eisenhower Matrix, a tool for organizing tasks by urgency and importance. This will help them to tackle critical activities that align with project goals first, ensuring that their efforts are contributing to the project's success.

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chhayanka priya

Consulting Project Management at KPMG
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Introduce time management tools and techniques, like prioritizing tasks with the Eisenhower Matrix or using apps like Trello. Encourage them to break projects into smaller, manageable tasks with clear deadlines. Promote the use of focused work periods, avoiding multitasking. Schedule regular check-ins to reassess priorities and provide support. Teach them to set realistic deadlines and buffer times for unexpected delays. Foster a culture of open communication for when they need assistance.

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Swapnil Ranjan

Data, Web and Business Analytics | Business Intelligence | Consulting | Strategy | Program & Product Management
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Help team members prioritize their tasks based on urgency and importance. Use frameworks like the Eisenhower Matrix to categorize tasks. Also Set clear and realistic deadlines for each task and ensure they are communicated effectively.

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Sweta Pilla

Program Manager | Expertise in Digital Transformation, CRM, and Lead Management | Driving Innovation in BFSI
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Encourage the team to prioritize high-impact tasks first by re-introducing them to 4 quadrants the 5 S strategies help them prioritize the individual tasks.

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2 Set Milestones

Breaking down projects into smaller, manageable milestones can prevent overwhelm and keep your team on track. These milestones act as checkpoints that provide structure and a sense of progression. Ensure that each milestone has clear objectives and deadlines, which will help your team members to focus their efforts and manage their time effectively. Regularly review these milestones together to celebrate achievements and adjust timelines if necessary.

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3 Eliminate Distractions

Distractions are one of the biggest thieves of time. Assist your team in identifying what commonly distracts them and develop strategies to minimize these interruptions. This might involve setting specific times for checking emails, using project management tools to streamline communication, or establishing a 'do not disturb' protocol during deep work sessions. A distraction-free environment allows for more focused work and better time management.

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Sweta Pilla

Program Manager | Expertise in Digital Transformation, CRM, and Lead Management | Driving Innovation in BFSI
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Where our attention span is decreasing day by day, creating a distraction-free work environment is very critical, we can set up quiet zones and limit unnecessary meetings, Implementing "focus hours" where team members work on tasks without interruptions

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Shawn Christopher Ashwal

Senior Technical Program Manager at Angel One
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Ensuring Meetings/Scrum events are designated in first Half/ Second half of the days. This reduced a huge amount of Focus and adhoc meetings

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4 Use Tools Wisely

Leverage technology to aid in time management. Introduce your team to project management software that offers features like task tracking , collaborative calendars, and time logging. These tools can automate mundane tasks and provide a clear overview of project timelines. Encourage your team to use these tools not just for tracking progress but also for planning their workday more effectively.

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Shawn Christopher Ashwal

Senior Technical Program Manager at Angel One
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As I generally Quote " Tools are as good as the users are " While you might have the best tool in the world. Until you support the team to use, understand and appriciate it, you are no where ahead of ur step 1.

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5 Foster Accountability

Create a culture of accountability where every team member is responsible for their own time management. This can be achieved by setting clear expectations and having regular check-ins to discuss progress on tasks . Encourage peer accountability as well, where team members can support and remind each other of deadlines and priorities. When team members feel accountable, they are more likely to manage their time with care.

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Shawn Christopher Ashwal

Senior Technical Program Manager at Angel One
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How ever big the Project learn to define E-E accountability. If This is not possible, Find a way to define ownerships at phases/ Stages of the project and proper handshake with check mechanims to avoid Pushing the ball back and forth.

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6 Encourage Rest

Lastly, emphasize the importance of rest and downtime for maintaining productivity. Encourage your team to take regular breaks to recharge, especially during intensive project phases. This can be counterintuitive in a high-pressure environment, but it's crucial for long-term efficiency. Well-rested team members are more focused, creative, and effective in managing their time.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Here's how you can help your team members effectively manage their time on projects.

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Set Milestones

3 Eliminate Distractions

4 Use Tools Wisely

5 Foster Accountability

6 Encourage Rest

7 Here’s what else to consider

Program Management

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Here's how you can help your team members effectively manage their time on projects.

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Set Milestones

3 Eliminate Distractions

4 Use Tools Wisely

5 Foster Accountability

6 Encourage Rest

7 Here’s what else to consider

Program Management

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