Last-minute managers have a fundamental problem of managing time. This post describes a project management approach for solving time management problems.
Time management is an important part of everyday living. A large number of people struggle to manage time. In business, managing time is always a big issue. Ineffective use of time is considered a weak aspect of management practice. Many of us belong to the category of what is called “last-minute” managers. We often think that we have ample time to do things. Although time is very limited, many of us believe that we will “meet up”. Based on this, we often wait till the last minute. Last-minute managers usually argue that they perform better when put under the pressure of impending deadlines. Indeed, they do often meet schedules; however this usually comes at the cost of other lost opportunities.
Is time management is culture related?
Managing time is a peculiar problem within the African business environment. Largely, this can be attributed to some African cultural norms which place little value on time management. The African culture of compromise tends to forgive those who fail to keep to time. The well-known maxim, “African time”, is an unwritten understanding that the scheduled time may not necessarily be the actual time. It is an acknowledgement that the scheduled time may be shifted a few minutes or hours later. Managers trained in this culture easily imbibe the habit of poor time management.
Every manager ought to be conscious of the importance of managing time. Managers also ought to be aware of the dangers of missing schedules. These include extra cost, delays in dependent activities, failure to meet customer expectations, opportunity cost, and loss of confidence. Being a last-minute manager nearly always guarantees that you will be under pressure to perform. It also leads to mistakes, missing out important details and missing scheduled deadlines. Besides, there is always a chance that competing activities never previously envisaged will pop up to share the limited time. There is always a dilemma with being a last-minute manager.
Why efforts to improve time management fails
Efforts to improve on time management challenges fail principally for two reasons. First, managers do not always have a structured approach for managing time. Efforts at managing time are usually ad-hoc in nature thus providing little opportunity for learning. Second, living and working in systems that compromise on time makes it difficult to change. Efforts by managers to improve are easily frittered away as they naturally relapse into the “African Time” syndrome. However, by using a simple Project Management (PM) tool, it is possible to develop the skill to manage time effectively.
The PM tool enables managers to relate their personal time management issues to that of project time management. A project is defined as a temporary endeavour, with definite beginning and ending. Projects are undertaken to create unique products or services. Project success is characterized by the success of three major factors: time, cost and quality. Effective management of project time can be achieved by creating a schedule comprising of the following stages:
• Breaking the project into simple component parts (work break down structure, WBS)
• Defining each activity that make up the WBS
• Setting out the logical sequence for carrying out the activities (activity sequencing)
• Estimating duration for completing each task
• Controlling the schedule.
To manage time effectively, managers should see their assigned duties as a project which must be completed within scheduled time, budget and desired quality.
Work Break-down Structure
This requires that managers break down their work into small manageable units. Tackling work as one large wholesome unit makes it scary, tiring and cumbersome. Figuring out how to handle such large chunk of work is usually the major source of delays and fatigue.
Activity Definition
This is a way of explaining what is required for each element of the project (WBS). It involves outlining what activities are required to complete a task and establishing milestones to be achieved along the way. Understanding the requirements for component parts of the job makes it easier to figure out how to handle it, thus reducing potential sources of delay.
Activity Sequencing
Activity sequencing is simply a process of arranging tasks in the logical order in which they ought to be completed. The process ensures that each element of work is completed in a manner that enhances the completion of succeeding activities.
Estimating Duration
Estimating duration involves allocating time for the completion of each element of the task or activity. It is critical to the completion of the entire project. There is always a competing need for every manager’s time. Therefore managers must always weigh the time available for the project against the scheduled time. This is to ensure that there is time to attend to other competing activities.
Controlling Schedule
The last component of a PM time management tool is controlling your schedule. This involves involves monitoring schedules so that assigned tasks are completed within the scope of each project activity.
The PM tool provides a structure for managing time as well as a platform for organizing thoughts. The tool enables managers to attend to only one element of work at a time. This helps to remove the confusion and difficulties associated with tackling all aspects of the project at once. By using the tool, a manager is able to spread out assigned tasks over the entire duration of the project. This helps to eliminate clusters and last minute rush.
The PM tool makes it possible to monitor progress as this is easily associated with the milestones set at the beginning of the project. The PM tool also helps to identify critical elements in the project so as to apply needed attention to them. Finally, it is easier with the PM tool to isolate all aspects of the job that might cause delays and to apply necessary measures to remedy them.
Indeed, project time management is an essential tool for everyday living. Most of our daily activities can be viewed as projects with definite time schedules. The project time management tool provides the structure to plan and manage them to successful completion.
Managing time is part of our series on improving managerial capacity at work places. You may also wish to read seminal blog posts like “Managing your boss” and “Forget the job advert: networking gets you the job faster”.
