1. Time Management Tips: Myth, Reality and Practicality
18-Mar-09

2. From the Expert
"Time is the scarcest resource; and unless it is managed, nothing else can be managed.” Peter F. Drucker
Time Management Tips
18-Mar-09

3. Myths, Realities and Practicalities
Myth: You can manage time. Reality: You can’t. You only manage what you can control. Practicality: Manage yourself within the confines of time.
Myth: Time is money. Reality: Time is more – it’s life. You can get more money, but you can’t get more time. Practicality: Learn to manage your tasks within the constraints of time.
Myth: You need a personal organizer or time management system. Reality: If you’re not organized, a personal organizer won’t do the job for you. Practicality: Break old habits; form new, effective ones.
Time Management Tips
18-Mar-09

4. Myths, Realities and Practicalities cont’d
Myth: Time management means getting more done in less time. Reality: Time management means doing fewer things of more importance. Practicality: Prioritize what needs to get done and focus on those with the most impact.
Myth: You need “quiet time”. Reality: This doesn’t exist. Time management writers make it up. Practicality: You have to let work happen to be effective.
Myth: You need a “to do” list. Reality: This is a reminder of what hasn’t been done. Practicality: Schedule blocks of time to work on tasks.
Time Management Tips
18-Mar-09

5. Myths, Realities and Practicalities cont’d
Myth: You need 2 planners: one for home, one for work. Reality: You need one planner. Work and personal time often collide. Practicality: Include your personal appointments in your work planner.
Myth: You need a time log. Reality: You need to get organized first, adopt good habits and implement time-reducing techniques. Practicality: Keep a time log after to help make further improvements.
Myth: You need to stick to one task until it is complete. Reality: This is unrealistic; you will seldom have time to finish it. Practicality: Break tasks into smaller chunks.
Project Charter (PMBOK) includes:
Requirements that satisfy customer, sponsor and stakeholder need, wants and expectations
Business needs, HL project description or product requirements
Purpose or justification
Assigned PM
Summary Milestone Schedule
Stakeholder influences
Functional org and their participation
Assumptions / constraints
Business Case
Summary budget
Prelim Scope Statement
Objectives
Requirements
Acceptance criteria
Boundaries
Requirements and deliverables
Project Org
Risks, Milestone, initial WS, Order of Mag cost estimate, confi management requirements
Project Execution – execute the project management plan to accomplish the work defined in the scope statement
M& C: Compare actual performance to plan, determine actions required if any, information for status reporting, progress measurement and forecasting, monitor implementation of approved changes when they occur
Time Management Tips
18-Mar-09

6. Myths, Realities and Practicalities cont’d
Myth: The biggest time wasters are phone calls, visitors, meetings and rush jobs. Reality: These are time obligations – they come with the job. The biggest time wasters are self-imposed. Practicality: Manage your response to interruptions.
Scope Planning – document how scope will be defined, verified, controlled and how the WBS will be created and defined
Definition: Develop a detailed scope statement
WBS: Work into smaller manageable components
Verification: Formalizing acceptance of the completed project deliverables
Control: control changes to the scope
Time Management Tips
18-Mar-09

7. More on Practicalities
Meetings
use agendas, set time limits, only meet if you have to,
decline any meetings you don’t need to attend
check out our Effective Meetings brochure
Tasks
use the one with your calendar; include brief details of what needs to be done
file attachments
delete/file
set filters
turn off notification
Learn to say “No.”
or at the very least, “Yes, but . . .”
Plan your day the night before
Defining the activities: List of all schedule activities that are planned to be performed on the project
Sequencing: logical relationships among schedule activities (create network diagrams)
Resources: estimating what resources are required and quantities
Estimating Activity durations: three point estimates (most likely, opt, pessimistic)
Schedule – start and end dates for activities
Controlling – schedule management plan establishes how the schedule will be managed and controlled, schedule baseline, performance reports
Time Management Tips
18-Mar-09

8. More on Practicalities cont’d
Calendar
book time for tasks
use Notes
book time for yourself
book only 80% of your time
set aside time for “administrivia”
PM2
use it to plan your tasks
Evaluate your habits
what can you change or improve on
Multi-tasking
simple or routine tasks
Estimating: approximation of costs
Budgeting: aggregating the estimated costs of individual activities or work pkgs to establish a cost baseline
Control: influencing the factors that create cost variances and control changes to budget
Time Management Tips
18-Mar-09

9. Tools: The 4 Ds Do
Determine what is most important to accomplish and what you should do yourself.
Delegate
Delegate what you can, but delegate wisely.
Delay
Delay what you can, but don’t delay too many things or you’ll be back where you started.
Delete
If it’s not important, eliminate it.
Performance reporting: status reports, progress measurement, forecasting
Manage stakeholders: manage communications to satisfy the requirement of stakeholders
Time Management Tips
18-Mar-09

10. Tools: The Grid
Urgent and Important
Not Urgent, but Important
Urgent, but Not Important
Not Urgent and Not Important
Qualitative: Prioritizing risks for further analysis or action (prob of occurance / impact)
Quantitative: numerically analyzing the effect of overall objectives of id’d risks
Control: tracking, monitoring, ID new ones, execute risks response plan
Time Management Tips
18-Mar-09

11. Tools: You Time Management Tips 18-Mar-09
Mental Preparedness
Mind
Emotions
Environment
Body
Shut off negative thoughts; visualize; consider consequences; eliminate worry
Lighting, comfortable chair, physical needs
Take pride
Clear distractions, have supplies you need
Time Management Tips
18-Mar-09

12. Partnership Time Management Tips 18-Mar-09 Partnership Time Management
Organization
Time Management Tips
18-Mar-09

13. “Plannin’ my work; workin’ my plan.”
Mantra
“Plannin’ my work; workin’ my plan.”
Time Management Tips
18-Mar-09

14. PM Knowledge Areas & Process Groups
PM Process Groups /
Knowledge Area Processes
Initiating Process Group
Planning Process Group
Executing Process Group
Monitoring & Controlling Process Group
Closing Process Group
Project Management Integration
Develop Project Charter
Develop Prelim Project Scope Statement
Develop Project Management Plan
Direct and Manage Project Execution
Monitor and Control Project Work
Integrated Change Control
Close Project
Project Scope Management
Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control
Project Time Management
Activity Definition & Sequencing
Resource Estimating
Duration Estimating
Schedule Development
Schedule Control
Project Cost Management
Cost Estimating
Cost Budgeting
Cost Control
Project Quality Management
Quality Planning
Perform Quality Assurance
Perform Quality Control
Project HR Management
Human Resources Planning
Acquire Project Team
Develop Project Team
Manage Project Team
Project Communications Management
Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders
Project Risk Management
Risk Management Planning
Risk Identification
Qualitative / Quantitative Risk Analysis
Risk Response Planning
Risk Monitoring and Control
Project Procurement Management
Plan Purchases and Acquisitions
Plan Contracting
Request Seller Responses
Select Sellers
Contract Administration
Contract Closure
Process groups align with UofC metholodogy
Time Management Tips
18-Mar-09

15. . . . follow process and progress will follow.
In conclusion . . .
. . . follow process and progress will follow.
Time Management Tips
18-Mar-09

16. deliver.it@ucalgary.ca or 210-8792
Questions?
Contact us at or
Visit our web-site at
Next PMCP:
Lean Six Sigma
Wed, Apr 08, 2009
Thank you for coming!
Time Management Tips
18-Mar-09

17. The end.
Time Management Tips
18-Mar-09