PMO Tips: Five time managament tips for project managers

Project managers, by nature, are very helpful to others and they always make themselves available, even when they are really too busy and don’t have the time. Here are five time management tips for your project managers.

Tip #1. Avoid postponement of tasks. Sometimes project team members put off tasks which they are not looking forward to doing. Things rarely get more pleasant or easier by being postponed. Make sure you closely monitor those tasks people don't like to do or have difficulty with. Seek ways to provide an environment, skills, and tools for your project team to excel at and enjoy performing all tasks.

Tip #2. Urgent and Important. Look at the way time is used considering the difference between what is urgent and what is important. Maintenance projects and tasks often seem urgent, like applying a fix, and this makes them easy to justify. Improvement oriented projects and tasks rarely seem urgent, although they are very important. If projects don't seem urgent, it is tempting to put them off. Ensure what's important is not clouded by sense of urgency.

Tip #3. Maintenance Projects and Progress Projects. Get the balance right between maintenance projects and progress projects. A maintenance project is one which, once completed, will leave you in the same position as you were before. A progress project is one which will improve your position. It is easy to get bogged down with the maintenance projects leaving little time for the progress projects. Set and review project portfolio priorities to help you get the balance right.

Tip #4. Understand and leverage your internal time clock. Some people work the best early in the morning when they are feeling fresh. Others may reach their peak performance later in the day or even well into the night. Be aware of when you are at your most effective level and do the things that require maximum brain capacity and energy while you're at your best. Attend to minor issues when you don't have time for larger matters and when your mind and body needs a break.

And Tip #5. Communicate regularly, but avoid interruptions and try not to interrupt others. Interruptions can significantly impact productivity and delay the project. Honor and make good use of the communication plan. Don't allow yourself to be continually interrupted without good cause. Be assertive, explaining that you will meet as soon as you finish your work. Saying 'no' is not a crime, nor is it being non-responsive.