The Art of Balancing Time: Best Practices for Time Management in Project Management

7 min read

Time management is a critical skill that distinguishes successful project managers. Fewer than 1 in 5 people have been found to have a proper time management system, which shows that mastering time isn’t merely a skill, but an art form.

This article will delve into the intricate dance of time management within project management, where every tick of the clock counts, and where every second saved can mean a project delivered on time and within budget.

So, buckle up as we journey together through the fascinating world of time management in project management. Let’s turn the sands of time into stepping stones to project success.

The benefits and limitations of time management for project success

Effective time management involves setting clear goals and deadlines, prioritizing tasks, and utilizing tools and techniques to manage time efficiently. This way project managers can ensure their team members are working on the most critical tasks at any given time, resources are utilized effectively, and the project stays on track.

However, like any technique, time management has various benefits and limitations that project managers have to consider. 

Effective time management can provide numerous benefits for project success:

• On-time completion and budget control through better project planning.
• Better project outcomes by improving productivity.
• A positive work environment and stress reduction from effective time management.
• Better communication and collaboration through enhanced teamwork.

Despite the benefits, there are also some limitations to time management in project management:

• Unrealistic expectations cause 30% of cases of stress and employee burnout, according to a Deloitte Workplace Burnout Survey.
• Inflexibility can hinder adaptability to changes in project requirements. Flexibility is vital for the 60% of project managers who handle 2 to 5 projects at a time.
• Overemphasis on time management can reduce the focus on important project outcomes.

Now, let’s take a closer look at the key components of effective time management.

The key components of effective time management in projects

There are several key components of effective time management in projects that project managers should be aware of:

• Prioritization
• Planning
• Delegation
• Time tracking
• Flexibility

Let’s explore some best practices for time management in project management that can help you optimize your project timeline, improve team productivity, and achieve project success.

The best practices for time management in project management

Managing your time effectively, prioritizing tasks, and staying focused on the most critical project activities are essential to project success. 

This comprehensive list of best practices will provide the tools, strategies, and techniques to optimize your time management skills. Read on to learn the key components of effective time management in project management and how to implement them in your projects.

#1 Setting clear and achievable goals and deadlines

By setting specific, measurable, and realistic goals, project managers can help ensure the project stays on track and team members are clear about their roles and responsibilities. 

Here are some best practices:

• Define project goals and align them with organizational goals.
• Break down goals into smaller tasks for easier planning and scheduling.
• Use the best goal-setting methodologies out there: SMART, OKR, HARD, WOOP, Micro or Backwards goals to ensure that the goals are clear and achievable.
• Prioritize tasks based on importance and urgency.
• Use project management tools to visualize timelines and track progress.
• Communicate deadlines clearly to team members.

Once you have set clear and achievable goals and deadlines for your project, the next step is to prioritize tasks. 

#2 Prioritizing tasks based on their importance and urgency

Prioritizing tasks helps project managers to focus their time and resources on the most critical tasks, ensuring that the project stays on track and meets its deadlines. 

Here are some best practices:

• Identify critical tasks with the greatest impact on project outcomes.
• Assess task urgency and prioritize time-sensitive tasks.
• Evaluate task importance and prioritize those with a direct impact on project success.
• Consider resource availability and prioritize tasks that require scarce resources.
• Re-prioritize tasks regularly to keep the project on track.

You can use the Eisenhower matrix to prioritize tasks. 

The Eisenhower Method is a time management technique that prioritizes tasks based on their importance and urgency by categorizing them into four quadrants: 

This method helps project managers focus on the most critical tasks and avoid wasting time on less important ones, thus optimizing time management and achieving project success.

After prioritizing tasks, the next step is adopting tools and techniques to help manage time effectively. 

#3 Using tools and techniques to manage time effectively

Managing time effectively in project management means using tools and techniques to help project managers and team members stay organized and focused on critical tasks. 

Here are some best practices:

• Use time-tracking tools to monitor task completion and identify areas for improvement.
• Utilize project management software to organize activities, track progress, and facilitate communication and collaboration.
• Use visual tools like Gantt charts and task lists to plan and manage project and program activities effectively.
• Try timeboxing or the Pomodoro technique to improve focus and productivity.

While tools and techniques can help you manage time and boost productivity, delegating tasks can free up valuable time and allow you to focus on higher-level tasks. 

Let’s explore the best practices of delegation.

#4 Delegating tasks and responsibilities to team members

Delegation can help you distribute workload better, ensure that tasks are completed on time and within budget, and improve project outcomes. 

Here are some best practices:

• Identify non-critical tasks that can be delegated.
• Select the right team member based on skills, expertise, workload, and availability.
• Provide clear instructions, outcome expectations, and deadlines.
• Monitor progress to ensure timely completion within budget and expected outcomes, and without micromanaging.
• Provide constructive feedback to improve performance.

However, delegating is one of many approaches project managers can use to optimize their time. 

In addition to delegation, PMs should use data and analytics to gain insights into project performance, identify bottlenecks, and make data-driven decisions. 

Let’s take a closer look at it.

#5 Using data and analytics to optimize time management

By using data to monitor project progress, identify areas of improvement, and make data-driven decisions, project managers can improve time management, reduce workload, and achieve project success. 

Here are some best practices:

• Define KPIs that align with project goals and objectives.
• Track project progress by monitoring KPIs and making adjustments as necessary.
• Utilize data analytics tools to analyze project data and make data-driven decisions.
• Identify bottlenecks and inefficiencies and optimize time management accordingly.
• Continuously improve time management using data and analytics.

Project managers can also leverage technology to automate tasks to fully streamline project activities. 

This saves time, reduces the risk of errors, and improves efficiency. 

Let’s take a look.

#6 Using smart automation to streamline routine tasks

Project managers can reduce workload and improve productivity by automating routine tasks and leveraging technology to streamline project activities. 

Here are some best practices for improving this line of work:

• Identify repetitive and time-consuming tasks.
• Select appropriate technology to automate tasks.
• Implement automation processes tailored to project needs.
• Train team members to use the technology effectively.
• Monitor and optimize automation processes for effectiveness.

The next step is to focus on developing a personal productivity system to tailor your approach to your unique working style, prioritize your tasks, and make the most of your time. Let’s dive into it.

#7 Developing a personal productivity system

By developing a personal productivity system that works for you, you can prioritize tasks, focus on critical activities, and achieve project success. 

Here are some best practices:

• Identify priorities to focus on critical activities.
• Determine your working style to develop a productivity system that works for you: logical, detail-oriented, supportive, or idea-oriented?
• Establish a routine for staying focused and productive.
• Use productivity tools to manage time effectively and prioritize tasks.
• Take breaks to maintain productivity and avoid burnout.
• Evaluate and adjust the productivity system regularly for continuous improvement.

After establishing a personal productivity system, the next step is to cultivate habits that promote focus and concentration. 

Practicing mindfulness and avoiding multitasking are important techniques that can help individuals stay present in the moment, fully engaged in their work, and reduce distractions that can hinder productivity. 

#8 Practicing mindfulness and avoiding multitasking

By staying focused on the task and avoiding distractions, project managers can improve productivity, reduce stress, and achieve project success. 

Here are some best practices:

• Stay present and avoid distractions to practice mindfulness.
• Single-task and focus on one task at a time.
• Take breaks to recharge and avoid burnout.
• Practice stress reduction techniques such as deep breathing or meditation.
• Use time-blocking to schedule specific time slots for tasks.

After focusing on improving productivity through mindfulness and task management, it’s important to prioritize self-care and taking breaks to maintain high productivity. 

#9 Taking breaks and prioritizing self-care

By taking care of your physical and mental well-being, you can improve productivity, reduce stress, and achieve project success. 

Here are some best practices for taking breaks and prioritizing self-care:

• Schedule regular breaks throughout your workday.
• Prioritize getting 7–9 hours of sleep each night.
• Incorporate regular exercise into your routine.
• Eat a balanced diet with plenty of fruits, vegetables, and lean protein.
• Practice stress-reduction techniques such as deep breathing, meditation or mindfulness exercises.

Implementing these practices alone may not guarantee project success. 

However, after utilizing the key components of effective time management to establish a solid foundation for your project, it’s time to implement the top tools for optimizing project time management. 

Top tools for optimizing project time management

Choosing proper software for time management in PM is necessary to optimize resource utilization, ensure effective communication and collaboration among team members, track progress and deadlines, and ultimately achieve project success.

Here are some of the most valuable tools available for project managers:

• Project management software: helps you to plan and schedule project activities, manage deadlines, and track progress. Examples include PPM Express, Monday.com, Jira, etc.
• Time tracking tools: help you monitor the time spent on each task and adjust the project schedule as necessary. Examples include Toggl, Harvest, and RescueTime.
• Gantt charts: provide a visual representation of project timelines, tasks, and dependencies. Examples include Microsoft Project and Smartsheet.
• Task lists: these are simple but effective tools for managing time in project management. Examples include Todoist, Any.do, and Remember The Milk.
• Timeboxing tools: set a specific amount of time for each task. Examples include Pomodoro Timer, Focus@Will, and Be Focused.
• Collaboration tools: improve communication and facilitate teamwork, ensuring that everyone is aware of their roles and responsibilities and the project timeline. Examples include Slack, Microsoft Teams, Google Meet, and Zoom.

These are just a few examples of the many tools available for time management in project management. The key is to choose the tools that best suit your needs – and your project’s needs.

Time management: the “make-or-break” element of project success

Time management is a critical component of project management, and it can make the difference between project success and failure. 

Choosing the right project management tool is also essential for effective time management. 

PPM Express is a powerful project and portfolio management tool with automated workflows, real-time reporting, and team collaboration tools that can help streamline project activities, optimize time management, and achieve project success with smart time management features.

Try PPM Express today with our free trial and see how it can transform your time management and project success.