Project management is genuinely not a rosy picture. From managing tasks, delegating work, keeping an eye on the budget, communicating with all the stakeholders of the project, aligning with the objectives of the client… The list goes on.
A big part of the responsibility of a project manager that helps with decluttering is the ability to foresee obstacles throughout a project as well as to possess time management skill. Adopting proven time management tips into your work methodologies can increase productivity, resulting in a successful outcome for your real estate projects. Here are some of them:
1. Establish an open communication channel
While working as a team, it is not just important to be aware of what one must do, but also what others are doing to be aligned on the same page. It is crucial, particularly where there are so many variables and stakeholders involved that the communication channels are clear and well-established.
Pro Tip: Usually, a software that hosts all messages within a unified platform can be used to help stay abreast of a project’s progress and updates. Tools like slack and chanty allow project managers and stakeholders to communicate swiftly and clearly within a unified messaging platform – saving time and minimising unnecessary communication barriers!
2. Follow the 80/20 Rule
The 80/20 rule adds structure to time management. For example, if you are working 10 hours a day on average, out of that, there will be 2 hours within that time frame where you are most productive – where 80% of the good parts of your work are produced. While the length differs according to roles and responsibilities, the core principle is that the efforts put into your tasks may produce disproportionate output. The best way to tackle it would be to identify tasks which are key and narrow down the focus to just those tasks for the majority of the time – all about working smarter!
Pro Tip: Take a look at your daily to-do list and identify the hours of the day where you will be performing these critical tasks optimally. Once identified, plan your schedule around those hours, honing your focus on those hours where you can complete tasks efficiently. One such tool that can help with monitoring and measuring work performance is toggl – all about time management!
3. Set daily goals in your to-do list
Actionable daily goals in your to-do lists are crucial when it comes to time management practices. Specifying the number of hours spent in achieving a goal help makes it more precise. Efficient time management habit can also be achieved through categorising your goals in terms of the order of importance.
Pro Tip: Remember not to beat yourself up if only some of your daily goals are accomplished. Always learn to draw the line between being flexible and procrastinating about your to-do list. Tools such as Teamwork, wrike, ProofHub or basecamp are great for managing tasks and prioritising them effectively so you can get more done!
4. Have productive team meetings
Team meetings are crucial when aligning ideas and plans, or to brainstorm problem-solving issues but can also be just as time-consuming, especially if they are being used to update the individual’s work. Have team discussions with pre-set objectives before entering a meeting as well as pre-defined time limits to respect everyone’s time.
Pro Tip: Analyse the amount of time spent on team meetings. Keep track on the amount of team meetings you’ve participated on a monthly basis. Set a limit on the duration of each meeting. Tools such as clockifyme or zapier helps too!
5. Avoid micromanagement
Micromanagement would simply increase workload, period. It is also extremely inefficient and can be quite patronising to the people you work with, impairing their ability to make their own decisions confidently. The focus should be on empowering your teammates in completing tasks efficiently.
Pro Tip: Resist the need to micro-manage by identifying specific trigger points and then catching yourself when you are triggered. Be honest with your team too and get them to help you with the process. Make it light-hearted so they can inform you when they think you need to just ‘take a chill pill’ and trust them to do the job. They are hired to help you, after all. Learn to delegate more regularly to build trust and encourage your teammates to take decisions without consulting you.
6. Create standardized templates
Deploying pre-set templates to aid with working faster is another smart way to implement better time management practices. Whatever the purpose is, pre-set templates help align consistency amongst teammates too. Great way to incorporate SOPs to avoid confusion and standardise set documentation that makes it easier for handovers too.
Pro Tip: Depending on the industry you are in, there are programmes such as proposify, congacontractmanagement and more. If not, you can always create standard in-house templates that can be shared across all teams within your organisation.
7. Keep yourself stress-free
While it is natural to get bogged down with the amount of work one has, it is equally vital that we learn how to declutter from stress, breathe and live again. Stress build-up ultimately leads to unproductivity – worrying about incomplete tasks, rather than focusing on completing them. Proper task and time management can help avoid that.
Pro Tip: Take time out on the weekends to de-stress and unwind. Stick to a work routine, limit as to how much you can work in a day and abide by it. Organise tasks for the following week on the last day of each work week so that you are better prepared to face things on the work front every Monday.
Time management is one of the trickiest yet crucial skill one should possess if not master, within the project and property management scene, especially when managing large budget real estate projects. And so, ensuring you have good time and calendar management is also key.
Good time management can be achieved with the right tools and a solid workflow structure in place. Successful project outcome need not be a thing of the past. To work smarter to save time and money, try out Singapore’s first one-stop project management, e-tendering and open marketplace solution – REALLY here.