Manage 3Ts in the Planning Phase to Enhance Project Efficiency

In today’s fast-paced world with organizations having multiple work models and multiple projects, project efficiency is the key to ensure success of projects. Efficient project management ensures that resources are optimized, tasks are completed on time, and the overall objectives are met successfully.

Each project typically comprises of three stages: Planning, Execution, and Closure. This article focuses on steps you can use to boost efficiency in the Planning phase.

Phase 1: Planning

Planning is important because it provides structure, direction, and control. It helps individuals and organizations achieve their goals, manage resources efficiently, and respond effectively to challenges and opportunities.

Working closely with the 3T’s (Team, Tasks, Time) can help boost project efficiency. Here are 3 habits followed diligently by every TBian.

Team Huddles

Have quick syncs to promote real-time communication, alignment, and coordination among team members, and ensure that everyone is on the same page and working towards common goals. Here's how you can make the most of your team huddles

• Review the Daily Work Plan: Begin your huddle by reviewing the work plan for the day. This ensures that everyone knows what's expected and what needs to be accomplished.
• Prioritize Tasks: Define tasks that need to be prioritized. This helps team members focus on the most important and urgent tasks.
• Assign Responsibilities: During the huddle, assign responsibilities to team members. This not only clarifies roles but also encourages accountability.

Address Questions or Concerns: Lastly, use this opportunity to address questions or concerns. It is a chance to resolve any issues and maintain the project's momentum.

Log Tasks

Project management success heavily relies on effective task logging. A well-documented task log serves as a roadmap for project execution and fosters transparency among team members. Here's how you can implement this step effectively:

• Utilize Task Management Tools: Make use of task tracking tools to efficiently manage daily tasks. These tools help in organizing, assigning, and tracking tasks.
• Detailed Task Descriptions: Clearly define each task under the respective project. Detailed descriptions make it easier for team members to understand and execute tasks accurately.
• Prioritize Tasks: Assign priority levels to tasks based on their importance and impact on the project. This helps in determining the order in which tasks should be completed.
• Clear Ownership: Assign a responsible person for each task. Clearly defined ownership ensures that each task is executed effectively, and accountability is maintained.

Setting ETA

Setting Estimated Time of Arrival (ETA) for project tasks is essential for keeping your project on track. ETA helps in defining clear deadlines, allowing teams to track progress and make necessary adjustments.

According to research conducted by the Project Management Institute (PMI) recently, poor time estimation is identified as the primary factor contributing to the failure of 25% of projects.

Here's what TurnB does to set accurate ETAs:

• Create a Work Breakdown Structure (WBS): Divide complex tasks into smaller, manageable sub-tasks. This helps in estimating effort more precisely and provides a more granular view of the project's timeline.
• Estimate Effort in Hours: Effort estimation should be based on the specific task. You can refer to past projects, historical data, or seek expert opinions to estimate task durations.
• Set ETA for Each Task: Based on effort estimation and task priority, set a deadline for each task. This ensures that tasks are completed within the desired timeframe.
• Allocate Buffer Time: Don't forget to allocate some buffer time to accommodate unforeseen delays. This helps in managing unexpected issues without derailing the project schedule.

Incorporating these 3 steps to address the 3T’s in the planning phase of your project management process can significantly enhance project efficiency. Team huddles promote clear communication, effective task logging ensures transparency and accurate ETA setting keeps the project on track. By implementing these steps, you can improve your project management practices and increase the chances of project success in your workplace.