FEBRUARY 2001

Time Management Skills: 
Work Doesn't Have to Be a Game of Beat the Clock

by Catherine S. McGowan

Time. We never seem to have enough of it. In today’s technical work environment, we spend considerable time juggling tasks and responsibilities, rarely with time to spare and never with time to lose.

Today's multi-task environment makes for a challenging and dynamic workplace. But add poor planning and distractions to the mix, and many people get overwhelmed. These factors result in job anxiety and a lack of focus, which threatens performance, diminishes job satisfaction, and ultimately affects project success.

"It’s not so much that people begin projects without enough time," says Lisa Toth, president of Proposal Solutions (Alexandria, Va.) and a 20-year technical services project manager. "It’s not even a matter of whether or not they ‘give it all they’ve got.’ More often, people simply don’t use the time they have effectively."

Considering the many varied tasks that make up any technical project, it’s easy to see how technical professionals can get caught in the unproductive cycle of reacting to the pieces, rather than acting on the priority activities that move the project closer to completion.

A Stitch in Time…

When practiced consistently, time management keeps work on track, enhances task accomplishments, leads to successful project completion — and even adds some flexibility for good measure. "It doesn’t necessarily give people more time," Toth notes. "It gives them the knowledge they need to be able to manage their time well."

To be sure, project planning and setting up adequate time management processes take some time up front. But these investments don’t necessarily get done as separate tasks. Never underestimate your ability to pursue work intuitively and to undertake tasks based on your knowledge, past experience and common sense. Keep in mind, however, that your colleagues must understand the path and plan you’ve chosen. Communicate frequently; keeping everyone on the same page is essential to project success.

Avoid the Notorious Time-Wasters

Even with the best planning and prioritizing, professionals can find themselves caught in a maze of "other things" that eat away at precious moments. Procrastination, interruptions, and looking for that eleventh-hour rush to spur creativity and performance can turn even the best-planned project into chaos.

Delaying the inevitable by procrastinating only makes the task being avoided that much more challenging. Procrastination also makes for an anxious and often frustrating work environment, which could jeopardize both individual and team performance.

Another key to successful project work is to avoid letting interruptions and distractions get the best of you. Expecting and planning some time in for unscheduled phone calls, casual e-mails, and tasks that get placed on you without warning will help you keep focused, and make the best use of every minute you have. Of course, if you can avoid or eliminate distractions during peak project times, you’ll produce better results.

And while many professionals believe they perform better under tight deadline pressure, waiting until the eleventh hour to act may cost you. Making late-night rushes the rule instead of the exception may leave you short on the time you need to complete your tasks effectively. Keep in mind, too, that because you are most likely a project team member, colleagues will be relying on you to carry out certain associated tasks. Don’t let your last-minute crunch affect their work and their results.

Pick a Tool, Any Tool — But Use It

There is no cookie-cutter approach to time management. Your individual work habits and preferences, coupled with team planning needs and preferences, will help you determine what tools are best for your group. Commercially available packages can be customized to suit personal, team and technical needs alike. The key to making any of them work is to use them. If they don’t become part of your daily work routine, they’ll be useless.

Editor's Note:  Click here to read this article in its entirety.

Catherine S. McGowan is Managing Editor of IEEE-USA Today’s Engineer. She is president of Current Communications in Ashburn, Va. and can be reached at todaysengineer@ieee.org.