Project Management Knowledge

Simply explained by a PMI-certified Project Manager

Archives for December 2008

Time Management Tips for Project Managers

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Successful project managers avoid wasting valuable time and are more productive. The following time management tips can help lead to such increased productivity.

  • With a comprehensive plan, everyone on the team knows where the focus should be, allowing the project manager to spend less time dealing with issues caused by confusion and more time tracking progress and moving the project forward.
  • Don’t waste time on endless team meetings. Enforce an agenda that keeps meetings short and to the point. Discussions about big issues should only include individuals that are directly involved. It is pointless to have the whole team sit through a discussion when they could be working.
  • Following the Pareto Principle, or the 80/20 rule, can also improve productivity. As a project manager it pays to focus on the 20 per cent of activities that are most important since these tasks can yield 80 per cent of the desired results.
  • There is no need to get involved in the technical work. It is the project manager’s job to allow the carefully chosen team to concentrate on their work. Instead, spend time steering the project to success. When the project manager loses sight of the big picture problems are created rather than solved.
  • Making a daily to-do list, and crossing items off the list as they are completed, gives a sense of satisfaction and keeps the project manager focused on the day’s objectives.

By following these time management tips the project is sure to move forward and have a greater potential for success.

Top-Down vs. Bottom-Up Planning

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In project management, top-down planning gives senior management control of the decision making process. Top-level managers are often reluctant to accept advice or guidance from lower level employees. Therefore, upper management should be specific with their expectations if they want those who aren’t part of the planning process to follow the plan. Often this type of planning, which can invoke fear or rely on incentives, creates problems with motivation and moral.

Some critics might hold that using top down planning in project management is not taking full advantage of talented employees who could have much to offer the project. On the other hand, top down planning allows for the division of a project into steps which can be studied and tasks properly assigned.

With bottom-up planning, a greater number of employees are involved, each with a specialized area of expertise. Team members work together and and take their plans to the next higher level until reaching the senior management level for approval.

Advantages to bottom-up planning is that lower-level employees take a personal interest in the plan which can improve motivation and moral. Though lower-level team members help to develop and implement the plan, it is primarily the project manager’s responsibility to see that the project is completed within budget and on time.

A blend of the two approaches is probably best in most cases. Needs can be determined at the top with accountability falling at lower levels. By combining the vision of senior management with the skills of lower-level team members efficiency and project success are more likely.