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Ram
Wednesday, December 30, 2009
Start your day with daily planning
For project managers, every day is full of activities, follow ups, meetings, mail replies and formal and informal team member discussions, etc. All these add up to your little personal time spent with your family, friends, personal phone calls, mails, etc.
As a project manager, you will work on weekly schedules and task lists based on your project plan! (if you have not had one such weekly schedules, start preparing one on weekly basis!!!).
From the weekly schedule, managing the daily activities is always a real challenge and sometimes, we miss to reply to mails, urgent meetings, escalations, etc.
In my experience, I have learnt to manage my daily tasks using a simple notepad scrible for every day!. In fact, I have named my notepad as 'Activities' which start from my day one (as long as my notepad reaches the size limit, and the current one that I have is 2 years long history of such activities!).
How do I do that (step-by-step):
1. Mark the date with an underline
2. Start noting down all activities with short description from your project plan and other sources
3. Once the activity is completed, I would mark it as 'OK'
4. Anything that is not carried out on that day, will be copied to the next day (depending on your schedule and list of activities)
To visualize better, I have provided a sample below:
12/28/2009:
------------
-- EDI Project - kick off meeting slides preparation -- OK
-- Ecommerce Project - Review definition phase document and reply to Mark -- OK
-- DC project - Weekly IT Update meeting - 4.00 PM -- OK
-- Vendor call - Dell - 5.00 PM
-- PQR - send weekly update for Friday meeting -- OK
12/29/2009:
------------
-- < note down activities as above with short description and final completion tag at the end.>
I hope this simple notepad daily organizer is much more effective than any other tools, though I believe that many of us (project managers) are used to other better tools. However, the textpad is only of the simplest of all tools and easy to manage!
I believe the above tips and technique will be useful for you!!! Please share your comments.
As a project manager, you will work on weekly schedules and task lists based on your project plan! (if you have not had one such weekly schedules, start preparing one on weekly basis!!!).
From the weekly schedule, managing the daily activities is always a real challenge and sometimes, we miss to reply to mails, urgent meetings, escalations, etc.
In my experience, I have learnt to manage my daily tasks using a simple notepad scrible for every day!. In fact, I have named my notepad as 'Activities' which start from my day one (as long as my notepad reaches the size limit, and the current one that I have is 2 years long history of such activities!).
How do I do that (step-by-step):
1. Mark the date with an underline
2. Start noting down all activities with short description from your project plan and other sources
3. Once the activity is completed, I would mark it as 'OK'
4. Anything that is not carried out on that day, will be copied to the next day (depending on your schedule and list of activities)
To visualize better, I have provided a sample below:
12/28/2009:
------------
-- EDI Project - kick off meeting slides preparation -- OK
-- Ecommerce Project - Review definition phase document and reply to Mark -- OK
-- DC project - Weekly IT Update meeting - 4.00 PM -- OK
-- Vendor call - Dell - 5.00 PM
-- PQR - send weekly update for Friday meeting -- OK
12/29/2009:
------------
-- < note down activities as above with short description and final completion tag at the end.>
I hope this simple notepad daily organizer is much more effective than any other tools, though I believe that many of us (project managers) are used to other better tools. However, the textpad is only of the simplest of all tools and easy to manage!
I believe the above tips and technique will be useful for you!!! Please share your comments.
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