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Project Management | Organizing & Time Management | May 29, 2002
"Hi Shannon,
I am going to be doing independent research for a book for the next 6 months.
I have to make the absolute best use of the time that I can and I was hoping you
might have some time-management suggestions. Most people have a problem finding time
to do things, but my problem is going to be the opposite--how to create a schedule for
all this free time, so that I don't putter it away.
I'd also be interested in tips on filing and organizing for a big project like this.
Thanks!"
--C.L.
Assistant Professor, Major University, Northern America, USA
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Dear C.L.,
Thank you for your inquiry on time management and organizing for project management.
Congratulations on your book research
project and for seeing the need to set up a schedule to make the most
of your "free time." Great questions.
Your questions have actually inspired an article or two which I will release in up and coming
issues of the Organic Organizing Newsletter.
I get asked frequently about getting organized, time management and scheduling for projects and research.
I have provided you with an "Executive Summary" version here to keep it
simple. I hope this information is useful to you now and in the future!
Best of Luck for Ease, Fun and Joy in Your Project!
Shannon Seek, BS, CPCC
Professional Organizer, Author of the
Organic Organizing Matrix
About the Author:
Shannon Seek is available for private coaching, teamwork
and presentations on getting more focused, effective
and organized. For more information, please contact Seek Solutions
at: findit@seeksolutions.com or visit her coaching & consulting website:
http://www.seeksolutions.com
(continued, above right)
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(continued)
Executive Summary
Take a Bird's Eye view of the project - Big picture
List every major part of the project you are managing
Pace yourself like a Tortoise - Signposts
Define the "Signposts Along the Way" (project markers or
completion points) -- 10%, 30%, 60%, 90%, 100% of the way or of completion
of each major part of the project
Get a Mouse's Eye view of the project - Specifics
"Chunk" down or break down the details of each part into specifics
Filing System and Project Management
Organize your filing system based on the major parts of your project,
getting specific within each part as necessary
Time Management in Project Management
Overestimate the time you think things will take you--know your "fudge factor";
the more perfectionistic your are, the greater the "fudge factor" (start with
2-3 times minimum)
Get as much as possible into your schedule now
(e.g., six months in advance, for a six month project)
Leave a minimum of 25% of your day unscheduled for the unexpected.
Plan to be complete with your project 75% into the project time frame. Allow an
extra 25% leeway to review and wrap up the project. No matter how much we plan,
there are some possibilities and opportunities that we cannot anticipate.
Allow room for the positive to show up!
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