Time Management Tips For Project Managers
By Usha Sunil
To be a fruitful venture administrator, you should have the capacity to deal with your opportunity well. The best venture chiefs guarantee they are gainful for the greater part of their opportunity and stay away from time-wasters no matter what. Designing the project plan in less time helps improve your career growth as a project manager and helps with time tracking in project management. A comprehensive overview of the overall project scenario and the necessary planning to streamline the project workflow are the two primary responsibilities of a project manager. Industry-wide statistics have established that project management courses that equip the professionals with these skill sets are highly in demand. Enrolling in such all-inclusive project management courses gives you the necessary edge over your peers. Here some vital hints that can enable you to deal with your chance all the more productively. 1. Utilize Asset Schedules Asset schedules demonstrate to you who is accessible when. They are convenient for all groups, yet particularly those with individuals who work for all intents and purposes or abroad. Ensure your group timetables incorporate the national occasions of individuals in various nations. I've wrongly booked gatherings on days when basic individuals are off for the day. 2. Adhere to your extension explanation Overseeing time on your venture is considerably less demanding in the event that you cut out degree crawl and concentrate exclusively on what it is that you have been entrusted with doing. 3. Utilize chronicled data Chronicled data is a Hierarchical Procedure Resource in the PMBOK® Guide. It incorporates a wide range of things however lessons learned data is a decent beginning stage. On the off chance that a past venture has accomplished something like you, utilize what they figured out how to keep yourself from committing similar errors. You can shave days off your timetable by looking into what got them out and what drove them to progress. 4. Try not to be reluctant to utilize your judgement Master judgment is a substantial procedure to apply while overseeing tasks, and it applies similarly to time administration. On the off chance that you think something isn't exactly right, at that point your expert judgment can enable you to legitimize and manage that. 5. Consider your timetable deliberately There are heaps of approaches to examine your venture plan. Your product instruments may have a few choices, for example, recognizing baselines or exhibiting the basic way. Utilize the devices that are accessible, to delve into the calendar. At that point you can consider vital approaches to better deal with the time you have, for example, slamming the calendar or optimizing specific assignments. 6. Cooperate Utilize the aggregate learning of the group to manage sticky planning and time administration issues. It's regularly better to assemble a few heads to think of an answer for an issue. Gatherings are one way that you can do this – either a particular session intended to handle booking issues or consolidating it into your customary catch ups. 7. Adhere to the guidelines Tenets and rules may sound prescriptive however they can spare you a great deal of time. On the off chance that you have direction on the most proficient method to compute percent finish for an undertaking’s Earned Esteem figuring, at that point you can rapidly work it out similarly without fail. You can likewise make procedures or agendas for other normal errands. On the off chance that you don't have rules for errands that you do regularly, make your own cheat sheets. 8. Disintegrate your errands The better your work breakdown structure, the less demanding it is to see the 10,000-foot view. You'll have the capacity to assess littler bits of work, which should imply that you could gauge all the more precisely. Be that as it may, hold back before separating the work to the point where it would be micromanaging to remain over it. When you begin measuring things in hours you know you have gone too far. 9. Utilize a point of reference list The PMBOK Guide®—Fifth Version discusses a turning point list as an yield of the work you do to characterize the venture's exercises. It can be a truly helpful specialized device also. 10. Invest energy in conditions Not all assignments must be done in an arrangement. Invest energy working out what the genuine conditions of your venture assignments are. Not only will you discover exercises that should be possible in parallel (which spares you time generally) you'll additionally have the capacity to better comprehend your asset needs at any given minute in the venture and have the capacity to design your opportunity and others all the more adequately. 11. Have a schedule You'll spare time by putting away all your own undertakings in one place. Numerous methods for following your own particular work will simply include disarray. Along these lines, clear all the sticky notes on your screen, settle on one undertaking administration application for your telephone or get an unmistakable page in your scratch pad for an entire rundown. At that point, you have one place to search for the work you have to do, which sets aside a few minutes a great deal less demanding. 12. Utilize layouts Do as meager work sans preparation, as could reasonably be expected. Layout calendars and archives will enable you to spare time-making venture resources. Your Anticipate Administration Office may have some that you can utilize, or ask your associates. Venture instructional classes and manuals likewise regularly incorporate material that you can adjust for use in your working environment. 13. Book time to do work One of the issues I find with going to gatherings is that work leaves them. I get designated assignments. At any rate, I'm entrusted with conversing with another person about an undertaking they need to do or doing the meeting minutes. In case I'm then straight into another meeting, when do I get an opportunity to do any subsequent work? I book gatherings with myself in my journal so I know I have time in the day to have an imperative discussion or to finish a specific action. Booking time makes it a need and encourages its completion.
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Usha Sunil
Writing is Usha's hobby and passion. She has written widely on topics as diverse as training, finance, HR and marketing, and is now into technical writing and education. She keeps an interested eye on new trends in technology, and is currently on a mission to find out what makes the world go around.
Posts by Usha Sunil
Time Management Tips For Project Managers
By Usha Sunil
To be a fruitful venture administrator, you should have the capacity to deal with your opportunity well. The best venture chiefs guarantee they are gainful for the greater part of their opportunity and stay away from time-wasters no matter what. Designing the project plan in less time helps improve your career growth as a project manager and helps with time tracking in project management. A comprehensive overview of the overall project scenario and the necessary planning to streamline the project workflow are the two primary responsibilities of a project manager. Industry-wide statistics have established that project management courses that equip the professionals with these skill sets are highly in demand. Enrolling in such all-inclusive project management courses gives you the necessary edge over your peers. Here some vital hints that can enable you to deal with your chance all the more productively. 1. Utilize Asset Schedules Asset schedules demonstrate to you who is accessible when. They are convenient for all groups, yet particularly those with individuals who work for all intents and purposes or abroad. Ensure your group timetables incorporate the national occasions of individuals in various nations. I've wrongly booked gatherings on days when basic individuals are off for the day. 2. Adhere to your extension explanation Overseeing time on your venture is considerably less demanding in the event that you cut out degree crawl and concentrate exclusively on what it is that you have been entrusted with doing. 3. Utilize chronicled data Chronicled data is a Hierarchical Procedure Resource in the PMBOK® Guide. It incorporates a wide range of things however lessons learned data is a decent beginning stage. On the off chance that a past venture has accomplished something like you, utilize what they figured out how to keep yourself from committing similar errors. You can shave days off your timetable by looking into what got them out and what drove them to progress. 4. Try not to be reluctant to utilize your judgement Master judgment is a substantial procedure to apply while overseeing tasks, and it applies similarly to time administration. On the off chance that you think something isn't exactly right, at that point your expert judgment can enable you to legitimize and manage that. 5. Consider your timetable deliberately There are heaps of approaches to examine your venture plan. Your product instruments may have a few choices, for example, recognizing baselines or exhibiting the basic way. Utilize the devices that are accessible, to delve into the calendar. At that point you can consider vital approaches to better deal with the time you have, for example, slamming the calendar or optimizing specific assignments. 6. Cooperate Utilize the aggregate learning of the group to manage sticky planning and time administration issues. It's regularly better to assemble a few heads to think of an answer for an issue. Gatherings are one way that you can do this – either a particular session intended to handle booking issues or consolidating it into your customary catch ups. 7. Adhere to the guidelines Tenets and rules may sound prescriptive however they can spare you a great deal of time. On the off chance that you have direction on the most proficient method to compute percent finish for an undertaking’s Earned Esteem figuring, at that point you can rapidly work it out similarly without fail. You can likewise make procedures or agendas for other normal errands. On the off chance that you don't have rules for errands that you do regularly, make your own cheat sheets. 8. Disintegrate your errands The better your work breakdown structure, the less demanding it is to see the 10,000-foot view. You'll have the capacity to assess littler bits of work, which should imply that you could gauge all the more precisely. Be that as it may, hold back before separating the work to the point where it would be micromanaging to remain over it. When you begin measuring things in hours you know you have gone too far. 9. Utilize a point of reference list The PMBOK Guide®—Fifth Version discusses a turning point list as an yield of the work you do to characterize the venture's exercises. It can be a truly helpful specialized device also. 10. Invest energy in conditions Not all assignments must be done in an arrangement. Invest energy working out what the genuine conditions of your venture assignments are. Not only will you discover exercises that should be possible in parallel (which spares you time generally) you'll additionally have the capacity to better comprehend your asset needs at any given minute in the venture and have the capacity to design your opportunity and others all the more adequately. 11. Have a schedule You'll spare time by putting away all your own undertakings in one place. Numerous methods for following your own particular work will simply include disarray. Along these lines, clear all the sticky notes on your screen, settle on one undertaking administration application for your telephone or get an unmistakable page in your scratch pad for an entire rundown. At that point, you have one place to search for the work you have to do, which sets aside a few minutes a great deal less demanding. 12. Utilize layouts Do as meager work sans preparation, as could reasonably be expected. Layout calendars and archives will enable you to spare time-making venture resources. Your Anticipate Administration Office may have some that you can utilize, or ask your associates. Venture instructional classes and manuals likewise regularly incorporate material that you can adjust for use in your working environment. 13. Book time to do work One of the issues I find with going to gatherings is that work leaves them. I get designated assignments. At any rate, I'm entrusted with conversing with another person about an undertaking they need to do or doing the meeting minutes. In case I'm then straight into another meeting, when do I get an opportunity to do any subsequent work? I book gatherings with myself in my journal so I know I have time in the day to have an imperative discussion or to finish a specific action. Booking time makes it a need and encourages its completion.
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183
- by Usha Sunil
- 26 Sep 2017
To be a fruitful venture administrator, you should... Read More
Which one to prioritize? Quality Assurance or Control Quality?
By Usha Sunil
Initial Thought behind this Debate Needless to mention, Quality management is one of the most important and critical component of Project management. With the rapid changing business environments, organizations are always striving to attract their customers by meeting their expectations. Customer satisfaction is trending to be the key focus area in many organizations. Evolution of the dedicated & formal Customer Service (CS) and Customer Relationship Management (CRM) team, Relationship Manager role, Customer Royalty Program are few of the outcomes of the said focus area. Hence organizations are now leaving no stones unturned in devising their business strategies in line with the customer expectation. Product and service quality along with Quality management as a whole is playing a vital role in ensuring total customer satisfaction. What Most of the Customer wants? Most of the customers always consider 3 main factors while selecting or shortlisting any products or services. Typically these 3 factors are high quality product/service, competitive pricing and fast delivery. However it is extremely hard to meet all these 3 expectations at the same time and hence most of the organizations seem struggling to deliver all 3 requirements and end up delivering by meeting either 1 or 2 factors. However by having an effective quality management process in place will enhance the probability of overcoming the said challenges and organizations can always make a suitable trade off among the 3 expectations as per customer priority. So the big question is which process of quality management to prioritize to experience the desired outcome? Should it be Quality assurance or Control quality? Quality Assurance Vs. Control Quality Quality assurance is about processes whereas Control quality is about products. Quality assurance is mostly proactive whereas Control quality is mostly reactive. Quality assurance happens as soon as the project starts and continues throughout the project whereas Control quality mostly happens towards the end of the project. Quality assurance is mostly related to prevention and Control quality is mostly related to inspection. Final Thought Although both are very essential for the desired outcome, it is preferable to assign higher weightage to Quality assurance then Control quality. It is believed that Prevention is better than Inspection. By prevention, we not only minimize the risk of any issues but also reduce the time, effort and cost investment in dealing with the issues. Although quality threat can be identified by performing both Quality assurance and Control quality, the impact and loss is always higher if it is detected later. By Quality assurance we not only identify any quality threat at the beginning but also minimize the impact and loss of those quality threat by taking proactive and appropriate actions before the threat is significant. Hence Quality assurance should definitely be paid special attention while implementing any Quality management system or process.
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183
- by Usha Sunil
- 15 Sep 2017
Initial Thought behind this Debate Needless to ... Read More
‘Cost Of Quality’ Perceptions In Project Quality Management
By Usha Sunil
Definitions of Quality Quality theorists and policies define quality in different ways; specifically: The degree to which a set of inherent characteristics fulfils requirements (ISO) Conformance to requirements (Philip Crosby) Fitness for use (Joseph Juran) The Project Management Institute (PMI) follows the International Standard Organization (ISO) definition; however, project managers can more readily relate to the description that defines quality as, ‘the degree to which the project fulfils requirements’. The Role of Project Quality Management Project management involves applying knowledge and skills, as well as tools and techniques to project activities to achieve the project’s goals i.e. to fulfil the requirements for which it was undertaken. It is only by understanding the ‘cost of quality’ during planning and by following stringent quality standards, that a project can achieve this. The activities related to maintaining high-quality management of a project and its deliverables incur an associated cost. During planning, a cost-benefit analysis needs to be carried out to ensure that the cost of the quality activity does not exceed the expected benefit. Conformance Costs To ensure adherence to the quality policy, both proactive and reactive actions need to be undertaken during the lifetime of a project. Proactive activities include quality assurance audits, training, documentation of processes, use of appropriate equipment and sufficient time to do planned work; whereas reactive activities consist of quality control inspections, measurements and testing. Losses related to destructive testing are also included here. Non-Conformance Costs Given, there is a failure to maintain desired quality during the execution of a project, the organization would then become liable for both internal and external failure costs. Internal failure costs include rework associated with rectification of errors or costs related to scrapping of completed but unacceptable work. External failure costs could consist of rectification or replacement of defective items under warranty schemes and exposure to liabilities. Additionally, the reputation of the company would suffer, leading to a reduction of goodwill and ultimately loss of business. Cost of Quality Both costs of conformance as well as those of non-conformance form part of the ‘Cost of Quality’. It is self-evident that the latter far outweighs the former; hence modern quality management theories emphasize planning, designing and building into a project, rather than on inspecting quality in the management or deliverables of a project. Benefits of meeting Quality Requirements An understanding of the various components of the ‘Cost of Quality’ enables the project manager to primarily focus on conformance activities, in order to reduce the impact of non-conformance. The recent trouble that Samsung experienced due to an exploding battery in the Note 7 mobile phone, is a perfect example of the negative impact on a company’s reputation and bottom line, of a failure in adhering to quality standards. The benefits of meeting quality requirements include reduced rework and scrap, higher productivity, lower costs and increased customer satisfaction.
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- by Usha Sunil
- 10 Aug 2017
Definitions of Quality Quality theorists and po... Read More
Upcoming Changes to the PMP Examination in 2019
By Usha Sunil
Introduction In order to keep its project management content relevant and in line with current practices, the Project Management Institute (PMI) issues new editions of its ‘Guide to the Project Management Body of Knowledge (PMBOK Guide)’. The latest version of the PMBOK Guide, the sixth edition, is due to be released in September 2017. As a result, the PMP examination will also see some changes from the first quarter of 2018,to ensure consistency with the updated guide. Major Changes Major changes include: Renaming of knowledge areas Project Human Resource Management to Project Resource Management Project Time Management to Project Schedule Management Addition of a new chapter The Role of the Project Manager will be added to detail various aspects of the project manager’s responsibilities Deletion of processes The Close Procurements process will be deleted and related functionality incorporated into the Close Project or Phase process Addition of new processes Three new processes would be added Manage Project Knowledge Control Resources Implement Risk Responses Renaming of processes Multiple processes would be renamed with the number of processes increasing from 47 to 49 Restructuring of Knowledge Areas Four new sections have been added Key Concepts Trends and Emerging Practices Tailoring Considerations Considerations for Agile/Adaptive Environments Changes in orientation and emphasis The Guide takes on a more advisory note rather than a mandatory tone and emphasizes the role of the project manager in choosing appropriate processes depending on the nature of the project. Timing of Exam Changeover The exact date of the examination changeover to the one based on the Sixth edition, has not yet been published by PMI. However, if you plan to take the PMP examination prior to Q1 2018, then the current version of the exam- based on the Fifth edition, will apply.
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- by Usha Sunil
- 10 Jul 2017
Introduction In order to keep its project managem... Read More
How to Apply Agile Scrum Methodology With an Online Project Management Tool
By Usha Sunil
Project management is one of the most important topics in modern business. All businesses are looking to remove clutter from their business processes and be as efficient as possible. This is how they are able to stay competitive and increase their profits. Depending on the type of business and the industry, there are countless approaches to project management. Today we will talk about Agile and Scrum methodologies, what they are and how they can be implemented in online project management tools. These are advanced, and more complex approaches that can serve organizations with complex needs and processes. In order to get to the project management part and see how these methodologies fit into this aspect of business, let’s first see what Agila and Scrum are. What is Agile? Agile is a type of software development methodology that has roots in iterative development, in which both solutions and requirements change during collaboration between cross-functional and self-organizing teams. Agile methods almost always require a very disciplined approach to project management, which includes constant adaptation and inspection, focus on teamwork, accountability and self-organization. On top of that, it also includes a predetermined set of engineering practices that will be used for the purpose of creating quality software in a short period of time. It also incorporates a business approach which looks to align development with the goals of the company and with its customer needs. Simply put, Agile development is any development that has incorporated all of the concepts that the Agile Manifesto has. The Agile Manifesto was created by some of the leading professionals in all of the software industry and its whole structure shows, based on their experiences in software development, what the right ways to approach software development are. What is Scrum? Scrum is a process framework which is used for agile development. It is the most widely used framework for agile development and it is “lightweight”. What is a process framework? This is a set of rules and practices which need to be followed so that a certain process can be completely consistent with the whole framework. What does lightweight mean? This means that it has practices that include keeping the overhead of a certain process as low as possible, in order to make the most out of the given time and maximise productivity on that process. The Scrum process is different than all the other agile concepts, and has some unique practices and concepts There are three categories into which these practices and concepts are divided including time boxes, artifacts, and roles. In most cases, Scrum is used to managed the development of complex products or software solutions while relying on incremental and iterative practices. Scrum has the power to increase productivity dramatically, while at the same time reducing the time needed to complete the processes. A scrum process can help an organization to quickly adjust to fast-changing requirements, while still ending up with a product that helps achieve the determined business goals, which evolve constantly. By using an agile scrum methodology based process, a business will be able to: Improve the quality of its deliverables Anticipate changes and adapt more easily to them Make estimates much quicker and be more accurate Have better control over the whole project state and schedule Individual assignments and tracking interactions When using the agile scrum approach in an online project management tool, you will probably start with some to-dos. Your end goal will be an event, advertisement, a product or basically anything else. Break up those big tasks that you will need to finish to achieve your goals, and you will create easily manageable items where you can assign tasks and prioritize better. The first results of incremental steps that appear can be shared, measured and tracked with other team members and this is the first iteration of your project management. Finding an online project management software tool which can create lists that you can use to organize workflow, assign tasks and set due dates while tracking progress is essential for this kind of approach. Constant collaboration for productive project management One of the essentials of agile scrum project management methodologies is on-going collaboration between team members on projects and not just brainstorming during the starting phases of a project. For determining new iterations, getting valuable user input on functionalities is vital when talking about software developers. However, if you are using an online project management tool for non-software development, it’s vital that different experts give their input while working together towards reaching a common goal. When team members can always comment in real-time, an agile workflow can help spark creativity, which can positively impact the whole project. Reviews and repetition Agile scrum project management has an iterative nature, which relies mostly on creating brand new repetitions of a certain software. These instances are updated constantly, as are user stories. It’s possible to apply a similar concept to other projects by locating where recurring steps are and setting them to repeat on their own. This is how project managers will be able to improve efficiency and consistency during the whole process, while at the same time revisiting and reconsidering the elements of your project. Adaptation Using agile scrum methodologies for online project management tools means that you will do something that most people like to avoid – the risks that the project carries. Like it or not, all projects inherently have risks and the best way to overcome these risks and avoid failure is to be flexible towards evolving your project development process. By encouraging interaction, collaboration, repetition, constant reviews and individual accountability, this type of project management will give you a flexible framework that will help your project development. It’s difficult to create expensive and long project plans simply because project managers will avoid adapting and changing things, given the fact that money has already been invested. This is why tackling these risks with an agile approach is better. When you consider all of the things mentioned above, it becomes clear how agile and scrum methodologies can be used in a project management tool for finishing projects that aren’t focused on developing new software. With these methodologies, you will be able to run a project while allowing your team members to be creative and, at the same time, providing real value to the project you are working on. Still, it’s important to know that learning these approaches is easy, but mastering them and utilizing their full potential takes time and experience.
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- by Usha Sunil
- 05 Jul 2017
Project management is one of the most important to... Read More
How to Pass PMP Certifications Exam in 2019?
By Usha Sunil
Before you get your certification in PMP, you’ll need to go through a lot of steps. Acing your PMP certification exam is a huge one and will have a tremendous impact on your career plans. Here are handy pointers to help you: Stay Positive Anxiety and fear can have fearsome effects. Instead of focusing on how worried you are, try to be positive. Channel your energies right. By rewiring your brain with positive thoughts, you can improve your chances of passing that project management certification exam. Practice Don’t expect to pass this solely on the power of positive thoughts, though. You’ll need to back it up with something solid. Explain That Stuff comes with a tried-and-tested bit of wisdom: practice makes perfect. Put that to good use. Practice with mock questions and work with real time constraints so you get a feel for what you’ll face come D-Day. With plenty of practice, you’ll be a few steps closer to acing your exam. Know Your Weaknesses CIO points out it’s best not to start reading until you’ve determined for yourself what you want to know. By finding out what your weak areas are, though, you have a more accurate gauge of what kind of information or on what areas you need to put in more focus and spend more review time on. Read When you’ve finally determined what you want to learn, look for prep books to help you prepare. This can give you a valuable solid foundation for understanding the basics. That’s going to prove helpful to you. A wrong understanding of the basics can doom your efforts down the road. Getting those basics right sets you up right for more complex lessons and information. Break Them Down It can be easier to remember important information when you break them down. Do this for your study sessions. This could help you keep the material fresh and prevent important details from slipping off your mind when you review for your project management certification exam. Plan Your Schedule Well Chances are that you’re working a day job while taking care of your certification requirements. You’ll need to plan your schedule carefully – sometimes right down to the last minute. If you have a lot on your plate, your review sessions could slide and that could hurt your chances of passing your certification exam. That’s the last thing you want to happen. Give yourself plenty of time by rearranging your schedule with an eagle eye on getting your work done without bumping your review sessions off your plate. Enroll in a Program Joining a PMP certification training can be the right move for you. Self-studying with books can only get you so far. A training program can provide you with a great learning environment, one that would make it easy for you to remember information. You could learn perspectives and valuable tips from other participants of the program. Discuss points with them. Argue and debate about those issues during the training or you can see how certain problems are resolved and fixed. All that can help you pass the certification exam. Select the Appropriate Training Option Don’t just pick any PMP certification training. Go with training providers like Koenig Solutions that offer a range of training programs you can choose from. By working together with the right PMP training provider, you’ll have the learning assistance you need to ace your exam. Invest in the Guidebooks There are plenty of materials out there, but it is best to do your research first before you go out and buy anything. With the right practice books and effective practice exams, you’ll improve your chances of doing well for your exam. Commit, Commit, Commit Don’t take this on if you aren’t sure you can commit to the process. It’s going to take time, sweat, patience and a lot of other things to get to this point. If you aren’t ready for the hard work and effort required to successfully pass a PMP training and certification course, you’ll want to rethink your decision about getting PMP certified. Get Plenty of Rest Your mind works better when you’re well rested and have had sufficient sleep. Be sure to get plenty of rest before D-Day then, says LinkedIn. If you’re tired, that could hurt your concentration and memory. If you want to pass your certification exam, make sure you put these pointers to good use.
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439
- by Usha Sunil
- 15 Jun 2017
Before you get your certification in PMP, you’ll... Read More