Time Management Forms

There are two basic forms that project managers and project engineers can use for practicing better time management. The first form is the "to do" pad as shown in Figure 6-4. The project manager or secretary prepares the list of things to do. The project manager then decides which activities he must perform himself and assigns the appropriate priorities.

- ■ XI

riaffc ,,

Activities

PrJorily

In Process

Complied

Figure 6-5. Daily calendar log.

The activities with the highest priorities are then transferred to the "daily calendar log," as shown in Figure 6-5. The project manager assigns these activities to the appropriate time blocks based on his own energy cycle. Unfilled time blocks are then used for unexpected crises or for lower-priority activities.

If there are more priority elements than time slots, the project manager may try to schedule well in advance. This is normally not a good practice, because it is very easy to create a backlog of high-priority activities to such a degree that schedule slippages are inevitable. In addition, an activity that today may be a "B" priority could easily become an "A" priority in a day or two. The moral here is do not postpone until tomorrow what you or your team can do today.

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