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You’re struggling to meet deadlines. How can you use data to improve your time management?

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If you're an engineering manager, you know how challenging it can be to meet deadlines for multiple projects, tasks, and stakeholders. You may feel overwhelmed, stressed, and frustrated by the constant pressure and expectations. But there's a way to improve your time management skills and deliver results more efficiently and effectively: using data. In this article, we'll show you how you can use data to analyze your current situation, prioritize your work, track your progress, and communicate your status. By applying these data-driven techniques, you'll be able to manage your time better, meet your deadlines, and reduce your stress.

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1 Analyze your current situation

The first step to improve your time management is to understand how you're spending your time right now. You can use data to measure and evaluate your current workload, performance, and productivity. For example, you can use a tool like Toggl Track to log your hours and activities, or you can use a spreadsheet to record your tasks and deadlines. You can also use data to identify your strengths and weaknesses, your bottlenecks and blockers, and your opportunities and threats. For example, you can use a SWOT analysis to assess your internal and external factors that affect your time management.

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Nisha Soraya Corbie MSc., 6σBB

Area Leader at Florida Power & Light (Nextera Energy)
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Quantification (data analysis) would be most accurate way to assess and analyze time management. It takes the ambiguity and bias out of a mere qualitative response aka a ‘hunch’. Once a weight can be assigned to tasks and deadlines, to include urgency and importance as well as skill set, then a true analysis on time management can be done, and sound recommendations made.

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2 Prioritize your work

The next step to improve your time management is to prioritize your work based on data. You can use data to rank your tasks and projects according to their urgency, importance, value, and effort. For example, you can use the Eisenhower matrix to categorize your work into four quadrants: do, decide, delegate, and delete. You can also use data to align your work with your goals, objectives, and key results. For example, you can use the OKR framework to set and measure your outcomes and outputs.

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Ludwig Wullner

Senior Department Head - Software Deployment @McDonald's
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In engineering, data-driven prioritization optimizes resource allocation. For instance, a software development team uses user feedback and bug reports to prioritize feature development, ensuring the most impactful enhancements are addressed first. Similarly, in civil engineering, infrastructure maintenance schedules are informed by data on structural integrity and usage patterns, enabling proactive repairs and minimizing disruptions. By integrating data analysis into decision-making processes, engineering teams enhance efficiency and deliver superior results.

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Emrehan Isiklar

Staff Automation Engineer @ Tesla
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Check the urgency and time impact on your tasks. If you delay something or company can lost money because of that tasks or opposite around a safety issue can be a huge problem in the end. Please do a nice risk assessment and create your tasks according to risks and prioritize them as well.

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3 Track your progress

The third step to improve your time management is to track your progress using data. You can use data to monitor and evaluate your performance, productivity, and quality. For example, you can use a dashboard to visualize your key metrics and indicators, or you can use a Gantt chart to compare your planned and actual timelines. You can also use data to identify and resolve any issues, risks, or changes that may affect your time management. For example, you can use a risk register to document and mitigate your potential threats, or you can use a change log to record and communicate your adjustments.

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Emrehan Isiklar

Staff Automation Engineer @ Tesla
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Nowadays there are a lot of things, charts to create follow with your own as well. So if you’re a PC Guru it will be easy to create some tasks planner or do small RPA things which works for you. RPA can be a good option and easy solution as well.

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Gonzalo Mattar

Director of Engineering at DRAIVER | CTO as service (CAS) | CTO | startup-aholic
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Monitoring your progress with data using an agile framework is an effective way to observe incremental advancements daily. You can identify and resolve any bottlenecks allocating resources where they are most needed to achieve your goals.

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4 Communicate your status

The final step to improve your time management is to communicate your status using data. You can use data to report and update your stakeholders, team members, and clients on your progress, achievements, and challenges. For example, you can use a status report to summarize your key information and actions, or you can use a presentation to showcase your results and feedback. You can also use data to collaborate and coordinate with others on your work. For example, you can use a project management tool like Asana or Jira to share your tasks, deadlines, and comments.

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Emrehan Isiklar

Staff Automation Engineer @ Tesla
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if you’re not raising your hand on time, you will be behind the current schedule. So it is always nice to plan action points on time and accumulate the situations to your peers. So please to send invitations or adjust your jira tickets as reminders on your calendar.

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5 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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Emrehan Isiklar

Staff Automation Engineer @ Tesla
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There are also some techniques which I have learned from time management lectures. I also recommend the get some professional support as well for time management.

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You’re struggling to meet deadlines. How can you use data to improve your time management?

1

2

3

4

5

1 Analyze your current situation

2 Prioritize your work

3 Track your progress

4 Communicate your status

5 Here’s what else to consider

Engineering Management

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You’re struggling to meet deadlines. How can you use data to improve your time management?

1

2

3

4

5

1 Analyze your current situation

2 Prioritize your work

3 Track your progress

4 Communicate your status

5 Here’s what else to consider

Engineering Management

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