Time & Project Management Basics College of the Canyons Management Academy 2017 Leslie Carr Theresa Zuzevich

Agenda Overview Tips & Resources from Leslie & Theresa Group Activity 1 Group Activity 2

Definition A project is temporary in that it has a defined beginning and end in time, and therefore defined scope and resources. Project management, then, is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

Definition Time Management is the process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity.

https://www.youtube.com/watch?v=yW450TnhT54

Project Management Project management includes developing a project plan, which involves:  Defining and confirming the project goals and objectives How they will be achieved Identifying tasks and quantifying the resources needed Determining budgets and timelines for completion Managing the implementation of the project plan Operating regular 'controls' to ensure that there is accurate and objective information on 'performance' relative to the plan Mechanisms to implement recovery actions where necessary

Daily Projects – Prioritize Your Work Make a “to do” list and review it at the beginning and end of each day. Prepare ahead of time for upcoming meetings and project milestones Review your materials and be prepared to either lead or participate Send meeting agenda and any other relevant, supporting materials

Daily Projects - Prioritize Your Own Work Create a master calendar of projects, meetings, events, travel etc. and review it often. Use your Outlook calendar to schedule prep time, project work time, and time to analyze the project’s progress and “course correct” if necessary.

Work backwards to develop a timeline Helpful Tips Work backwards to develop a timeline Break project into smaller tasks

Daily Projects - Prioritize Your Own Work BE ORGANIZED!

Time Management Skills https://www.youtube.com/watch?v=oXEanzlcoPg

What is the most challenging project you have worked on? Small Group Activity 1 What is the most challenging project you have worked on? What was your role? What made it challenging? How did you address the challenge? Did the project have a successful outcome? Looking back, would you have done anything differently?

Helpful Tips from Leslie & Theresa

Communicate, communicate, communicate! Helpful Tips Communicate, communicate, communicate! Confirm, confirm again, and then confirm again all project details Put in writing what you expect from your team and WHEN you expect it Ask clarifying questions Follow up

Helpful Tips Prioritize Daily Weekly Monthly Review your To-Do list often and revise as necessary

Useful Templates LEAP Checklist New Employee Orientation Grant Checklist

AVOID ANALYSIS PARALYSIS!!! Small Group Activity 2 Prioritizing a Day in the Life at COC AVOID ANALYSIS PARALYSIS!!!

Tips from YOU! What are some tips, tools or strategies you use to manage projects and prioritize your time?

In Closing Be organized Confirm details Communicate Follow up