How can you manage your time effectively with multiple stakeholders in Urban Planning?

Identification of the priorities is the key, as we should define all the activities and classify them into (urgent and important) groups based on the scope, budget, deliverables and timeline of the project.

Maintaining a clear vision across teams is crucial; when everything is a priority, nothing truly is. Based on my experience, concentrate on a maximum of three tasks simultaneously. Actively involve your team(s) throughout the day with purpose and intention. Stick to a priority until the goal is achieved; avoid moving on prematurely.

Identifying the priorities of any project in a given urban area plays an important role and facing needs to be done. Accordingly the project which is utmost importance should be kept at the top and afterwards

Effective time management with stakeholders is crucial in urban planning especially in plan formulation where time lags often leads to aberrations and delays kill the purpose.Therrfore, it is exceedingly important to ensure proper time management by establishing clear communication channels,regular interface, setting realistic timelines, and prioritize collaboration to ensure successful planning process and plan outcomes with greater participation and satisfaction.

Communication with stakeholders regularly , such as weekly meeting to discuss the progress and look ahead planning of the project and if there are any issues. Weekly report to be shared after the meeting with stakeholders to let them be involved, to avoid misunderstanding and conflicts.

I strongly recommend calendar blocking. Plan your day in 15-minute blocks; it's easier to recover from disruptions in smaller increments than trying to find a whole hour. Additionally, smaller blocks facilitate smoother handovers, especially for high-potential team members transitioning into new roles.

Develop a detailed project timeline, allocating specific time slots for stakeholder consultations, feedback incorporation, and project milestones. Consider the Critical Path Method (CPM) advocated by Henry L. Gantt to prioritize tasks and ensure timely completion. Regularly review and adjust schedules based on evolving stakeholder needs and project dynamics. Establish clear communication channels with stakeholders, utilizing platforms like Slack or project management tools. Efficient communication minimizes delays and ensures alignment on project goals and timelines. Reference the communication strategies proposed by urban planner Herbert A. Simon for effective stakeholder engagement.

I highlighted the significance of intentional follow-up. How are you organizing check-ins with your leadership teams and their respective teams? Are you adhering to the schedule, and is it interruption-free? Interruptions are inevitable in any field. It's tempting to handle every interruption personally, especially during discussions, but safeguarding your scheduled time with your teams is crucial. Consider empowering a go-to person for scheduled times, being proactive to preempt interruptions. Articulate the importance of the designated time and ensure consistency across other leaders in conveying this message to their teams. Ensure the scheduled time is valuable, and don't hesitate to have a "meeting before the meeting" if needed.