Improving Time Management as a Team
We’re all pressed for time. It seems like whenever we finish a task, and want to take a breath or reflect on what was accomplished, something else seems to land on our plates. Most often, it’s a time-sensitive matter, and in the tech space, every moment counts.
As a company that has been in this space for well over four decades, we know the importance of time management. Every week, it seems the ‘to-do’ list becomes harder to complete, but just through some proper planning and efficient people-management, we can all overcome the challenges of time management and deliver superior outcomes to our clients.
Here are some suggestions on how you can improve time management as a team.
Establish Realistic Timelines
Setting a timeline is the first—and most important—step for maintaining a schedule. If the deadline isn’t realistic, there’s little that you can do in an execution phase that will overcome an impossible timeline.
Understand the Project
Take a comprehensive look at the whole project. If you are working with other contractors or providers, it’s really helpful to understand all the elements that need to come together. Then take a close look at your responsibilities. It’s then time to dissect these into smaller elements and assign a timeline for each aspect. It’s an essential step to properly map out the work required before assigning the appropriate team members and resources to the job. This is the first step in creating a solid action plan.
Ask for Opinions
Making decisions in a vacuum is never a good idea. It’s important to get the input of your team and see how they would attack the project. Sometimes, great ideas come to us unexpectedly. Encourage those you work with to offer opinions, ideas, and suggestions for completing the job on time. This will also give the team a vested sense of ownership in completing the project on time and will go a long way in instilling a positive working relationship for future projects.
While you’re at it, it’s a good time to level-set with employees regarding their schedules. Some may have conflicting work or personal conflicts and may not have the availability you need. Make sure you ask these questions before committing to a schedule; it can be embarrassing for all involved if a job is not completed as scheduled due to a misunderstanding.
Set Priorities
Not all tasks are created equally. Some are mission-critical; others less so. Make sure you develop a hierarchy of the activities that should be addressed and try not to deviate from this order. Tasks with fixed schedules should be given more emphasis than those that can be completed on an ‘as needed’ basis. This approach will help create a schedule that’s perfectly aligned with completing the project efficiently and correctly.
Flexibility
A realistic schedule should also account for the unknown. Being in the business for over 40 years, we can say there are very few projects we’ve come across that went through without a hitch. There are always uncertainties with any technology implementation, so make sure you build in enough padding into the project schedule. This will reduce pressure on your team and give you a much better shot at adhering to the schedule.
Manage the Process
Always schedule regular check-ins with your employees to see if they have come across any issues or challenges that will impact the schedule. Discuss potential problems with your partners and customers so they aren’t surprised if delays occur. It’s much better to be proactive and communicative than to be silent.
Composure is Key
As the leader of the project, your team will naturally look to you for insights and support. This is an industry where the unexpected regularly occur, and expectations, budgets, and resources can change at a moment’s notice.
In these instances, it is vital to maintain a calm disposition. Challenges are commonplace. Problems arise. But don’t panic. Your team feeds off your energy. When you display fear, so will they. If you can keep the environment calm and organized, and see every challenge as an opportunity to demonstrate your organization’s value, your staff, partners, and customers will buy into this sentiment. Ultimately, it will inspire everyone to work even harder to make sure the project is not only completed on schedule but exceeds everyone’s expectations.