8 time management tips for project managers

The art of been more efficient with less time.

In this post, “8 time management tips for project managers (PMs),” you will be able to create more margin and be efficient with less time, and allow you to successfully deploy system(s) no matter the size(s). 

A little of my history, before becoming a service engineer, I used to be a project engineer, which is a combination of a project manager, and software engineer, for six years I helped deploy dozens of systems throughout the US. I went from installing Avaya equipment to overseeing the installations. The transition was not an easy one for me, and I spent countless time with my manager(s) trying to meet deadlines, following procedures, developing SOWs, (Scope Of Work or Statement Of Work) to learning how to use Microsoft Projects, all at once. 

As a rookie PM, I wasn’t able to manage more than 4 projects at a time, I would become overwhelmed, and would often get stuck. It wasn’t until I was sent to an intensive time management class, where I was taught how to delegate and prioritize tasks based on importance and how critical they were.

I have listed 8 of these tips to help you improve and create more margin.

• 1 – Don’t Open your computer
• 2 – Use headsets, and DND signs.
• 3 – Schedule inside meetings
• 4 – Project Checklists
• 5 – Schedule important task(s)
• 6 – The airplane approach
• 7 – Delegate
• 8 – Use your resources wisely

1. – Don’t Open your computer

I used to take the first two hours of my day to go over each project and start a “To-Do list before turning on the computer. I wrote down my goals for that day, some which included: phone calls, and follow-up emails to name a few. Once done with my To-Do list, I proceeded to check voicemail and schedule replies for the next day or later on.

2.-  Use headsets, and DND signs.

Like many of you, I used to work in a cubicle area, where I was oftentimes distracted by coworkers who would start a conversations with me even though I was extremely busy. Whenever this happened, I used to pretend that I was on conference call with a client.

Another technique is hanging DND (DoNotDisturb) signs outside your cubicle/office. You can do the same with your MS Lync, Skype, and desk-phones.

3. – Schedule inside meetings

You can solve any communication problems via email, a phone call or just a 10 minute meeting with that person, all of which needs to be scheduled and part of the To-Do list, if you don’t have time today, then schedule for tomorrow.

4. – Project Checklists

Depending the complexity of your project you might need to create a To-Do list for the Lead Technician. This will help him/her to have a direct idea of each element. Make sure to include the system inventory, hardware/parts, trunking delivery information, and more

5. – Schedule each task

By assigning a timeframe to each project checklist, you are allowing the technicians to create a buffer between tasks. This technique improves the quality of the work just by scheduling them.

6. – The airplane approach

Two hours into the cut-over take a break and see how the project is going, by using the airplane approach or by looking at the project from the outside as a whole, will give you a better perspective on the tasks and time to complete the project.

7. – Delegate

Give yourself permission to delegate some of those tasks that you feel take a lot of time to complete. Some of these tasks are= Staging the Avaya equipment for burn-in process, pre-registration forms submissions, tracking the shipments, etc.

On the cut-date dedicate the resources and assign multiple responsibilities to each one of them. This creates trust among each-other, and make them accountable.

8. – Use your resources wisely

In your project kick-off call, assign the project responsibilities, and be very specific in which task(s) will be completed by those involved in the project.

Floor plans – Have the site contact fill out the floor plan with seating arrangement and jack locations.

Extension lists – When providing the extension list form, don’t forget to include voicemail, coverage points, button assignments, Call-Groups, and phone type.

Voicemail Auto Attendant – Explain what needs to be filled out, then have write the day, night, and holiday scripts. Don’t forget to include the directions or any other announcements.

Trunking information – Request the trunking forms from the service provider that includes protocols, RTP ports for SIP Trunk configuration, Smart Jack location, Circuit IDs, Turn-up and test numbers. For SIP Trunk always ask or check the DefConnect program for best practices and test configuration.

Q.- When creating margin in your day to day life, which tasks are you scheduling? 

Resources

How to be efficient while servicing your customers

Time management