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The Project Manager's "TOOL BOX"

Any craftsman will quickly tell you that the secret to his success lies largely in the tools he has in his tool box. Project managers are no different. In this series of articles, you will be given various 'tools' that, in skilled hands, will produce beautiful results that make everyone smile.

Tool #1. How to create more hours in the day.

Time is the most precious resource we are given. How we craft our time can make our life either very bad or very good, both on a business and personal level.

Help with essay on Project Managers tool box "How to get more hours in the day..."

If you will do what is described in the next 7 steps, I guarantee you will do more, in less time, and spend less effort to accomplish your objectives. I feel so strongly about this because I know what it has done in my life for the past 15 years. This WORKS!!!.

Step 1. Start each morning by listing all the things that you need to do that day. From the top down, list business 'to do's' From the bottom up, list your personal 'to do's'. Don't worry about order or importance, just list them all. Include in them all the appointments and meetings you have scheduled.

Step . Beside each 'to do', GRADE each task with and A, B, or C. The A tasks are those tasks that MUST be completed today. The B tasks are those that are important but are not 'show stoppers'. The C tasks are the least important things on your list. If they do not get done today, it is not a problem.

Do this for the personal list of 'to do's' as well.

Step . Rank the A, B, and C's by importance. For instance If you had the following A 'todo's'

A Turn monthly report by 1000

A Obtain approval on scope change

A Locate stakeholder to replace John Thompson.

In this list, the first A would get a 1 beside it because there is a deadline in hours.

The second A is not as important as the last A so it would get a . The list now looks like this

1A Turn monthly report by 1000

A Obtain approval on scope changed

A Locate stakeholder to replace John Thompson.

Step 4 See if any task on the list can be delegated. In this example, we can delegate the A to our project coordinator. Beside this you place a D and the initials of the person to do the task.

1A Turn monthly report by 1000

AD (ja) Obtain approval on scope changed

A Locate stakeholder to replace John Thompson.

Step 5. The most important task is 1A. Furthermore, it must be completed in hours. You then go to your calendar portion of your notes and block out 800 to 1000 and label 'generate report…' For these hours, you will let voice mail answer your phone so you can devote your total attention to this report.

Step 6 You email and/or call Joan Adams (ja) and tell her she is to walk through the scope change form to the proper people today and to call you with a progress report at 110. Write at the 110 slot on your calander "call JA re AD" which refers to the task marked AD

After you have devoted this process to paper, you are now ready to devote yourself to doing the 'to dos' in sequence according to importance. You focus on completing the task in order of importance. .

After you complete the A items, you then go onto the B items in the same manner. C items follow suit 'IF time allows'. Those B and C items that do not get done by day's end, are transferred to tomorrow's 'to do' list. Don't do any B items until all the A items are complete. Don't do any C items so you can 'get them out of the way…' until you complete all the A and B items. DON"T DO IT.

Step 7. As the day progresses, you will see yourself marking tasks complete by a check next to the task. This is the 'slam dunk'. You will begin to take pride in this fact. Those items that do not get completed are reviewed the following day and transferred to the current day and the process of begins again.

The psychological term for this discipline is 'cognitive dissonance'. In layman's term, this process sets up a tension within our selves which motivates us to focus so as to release the tension by completing the task. Furthermore, once the task is completed, the release of tension is cause for celebration as evidenced usually by smiling. There is something powerful in marking the task complete.

As a side note, the personal items listed at the bottom of the page will get done as well. Here is a secret KNOWING what is to be done at home allows the body to 'budget' an amount of physical and emotional energy for the evenings activities. You will be shocked as to how well this actually works once you try it.

All of the major publishers like Daytimer, Dayrunner, Covey's 7 Habits… use this approach. I endorse the Daytimer. I have used it effectively for 15 years and could not live without it. Doing so transformed my business and personal life. Life is good…

I would ask you to prove me right or wrong by doing these 7 steps for weeks. I know what it has done for me and would like to know how it works for you.

Hope this tool is now part of your project management tool box.

Comments, suggestions,

BVANEK@PROJECT-MANAGEMENT-RESOURCES.COM or bvanek@P-M-R.com

I am a PMP certified project manager with 0+ years of project management experience.

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