How to Manage To Do Lists

from "Method123"

Most Project Managers have too much to do. So they end up with “To Do” lists all over the place and it can be overwhelming. So how do you manage your "To Do" lists to make sure they get done? Here's how...

How to Manage To Do Lists

To deliver your project successfully, you need to complete the right tasks at the right time. That's why people create "To Do Lists" - so that they know what they have to do and by when.

But it's not that easy. You're often adding more tasks to your lists than you are completing them, so you feel like you're not getting ahead. Here's what to do...

Only One List

If you have lists on your desk, in your car, or on post-it notes, then merge them all into one list. Then group the items in your list and try and put them in a logical order. As soon as you've done this, you'll immediately feel like a weight has been taken off your shoulders, because everything you have to do is now all in one place. You're ready to take the next step...

Targets and Dates

Now sit back and think about what you have to achieve and by when. Write down your targets and deadlines. If you're unsure what these are, speak to your boss and get them to list the top 5 things they want you to do and by when. Write them down and try and get your boss to prioritize them, so you know which items are critical.

Set Clear Priorities

Type your list into your PC and prioritize it based on:

• The targets and dates sent
• The amount of work each item will take
• The complexity in completing the task
• The importance of the task to the project
• The deadlines for completion

Define the Critical Path

On many projects, not all tasks get done. There simply isn't the time. So you need to identify the 'critical path' tasks which are those that simply have to be done to complete the project. The question to ask yourself is "if this task is late, will it cause the overall project to be late?" If the answer is 'yes', then that task is on the critical path to success. You need to complete these critical tasks as a higher priority than others.

Manage Your lists

Take the next step by setting target completion dates for your critical tasks. You then need to do everything in your power to make sure that these dates are met. Don't worry about settings dates for non-critical tasks. It takes too much time and things change anyway.

Then as the project evolves, tick-off the tasks as they are completed. And when new tasks arrive, decide whether they are critical or not and if they are, then set targets dates for them as well. Always keep your list up-to-date, as it will help you complete the right tasks at the right time.

If you want to save time working on your To Do Lists, then use these Project Management Templates.

These templates give you all the tools you need to succeed. Buy the Project Management Kit today.

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The Value of Project Templates

from "Method123"

Most Project Managers have old documents lying around, that they refer to when starting new projects. But it takes time to sift through it all to find what you need, only then to have to rewrite it all for your new project. That's where templates come in useful. So read on to learn...

The Value of Project Templates

We're often asked "Why are templates so valuable" so we thought we'd answer the question in this newsletter. There are 5 great reasons why managers and teams find templates so useful. Here they are:

They save you time

On every new project, you have to create new documents to plan, track and report on status. This takes time, especially when many of the documents you create are going to be a one-off. So to save time, use templates to create your documents quickly and easily.

If the templates you use have been well written, then they should be pre-formatted with all of the sections, tables, charts and forms you need. This way, you can avoid having to spend time formatting your documents and purely focus on completing the content. On average, most people save 25% of their time completing project documents, by using properly formatted templates.

They give you direction

In addition to saving you time, well written templates step you through the sections needed to write your document from start to finish. They tell you what you have to write, how and where. They give you direction, so it's crystal clear what has to be done to complete your document.

They make it easier

In short, a good quality template will make the task of creating a project document as easy as 1-2-3. You don't have to stress about what needs to go in your document, how to format it or how to write it up. The template will tell you what information needs to be entered, and it should include practical examples to help you along the way.

They boost your quality

It makes sense that if you use high quality templates, then you will generate high quality documents. High quality templates should be professionally designed, written by experts and aligned with worldwide standards.

They give you confidence

Have you ever been asked to write a document that you're unfamiliar with or have never written before? If so, then you can use a template to get the document layout, tables, charts and completion instructions at your finger tips. All you need to do is to fill-in the gaps. By using templates to complete new documents, you will gain a higher level of confidence in your work, helping you to excel in project management.

Method123 Project Templates save you time and effort creating documents for projects. They are exceptionally high quality and give you the confidence to help you deliver your projects successfully. Whether you're a novice or an expert, you'll find these templates valuable.

Buy the Project Management Kit from Method123.com today.

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The 5 Goals of a Project Manager

from "Method123"

As a Project Manager, you need to manage people, money, suppliers, equipment—the list is never ending. The trick is to be focused. Set yourself 5 personal goals to achieve. If you can meet these simple goals for each project, then you will achieve total success. So read on, to learn...

The 5 Goals of a Project Manager

These goals are generic to all industries and all types of projects. Regardless of your level of experience in project management, set these 5 goals for every project you manage.

Goal 1: To finish on time

This is the oldest but trickiest goal in the book. It's the most difficult because the requirements often change during the project and the schedule was probably optimistic in the first place.

To succeed, you need to manage your scope very carefully. Implement a change control process so that any changes to the scope are properly managed.

Always keep your plan up to date, recording actual vs. planned progress. Identify any deviations from plan and fix them quickly. Use Project Templates to get things done faster.

Goal 2: To finish under budget

To make sure that your project costs don't spiral, you need to set a project budget at the start to compare against. Include in this budget, all of the types of project costs that will accrue, whether they are to do with people, equipment, suppliers or materials. Then work out how much each task in your plan is going to cost to complete and track any deviations from this plan.

Make sure that if you over-spend on some tasks, that you under-spend on others. In this way, you can control your spend and deliver under budget.

Goal 3: To meet the requirements

The goal here is to meet the requirements that were set for the project at the start. Whether the requirements were to install a new IT system, build a bridge or implement new processes, your project needs to produce solutions which meet these requirements 100%.

The trick here is to make sure that you have a detailed enough set of requirements at the beginning. If they are ambiguous in any way, then what was initially seen as a small piece of work could become huge, taking up valuable time and resources to complete.

Goal 4: To keep customers happy

You could finish your project on time, under budget and have met 100% of the requirements-but still have unhappy customers. This is usually because their expectations have changed since the project started and have not been properly managed.

To ensure that your project sponsor, customer and other stakeholders are happy at the end of your project, you need to manage their expectations carefully. Make sure you always keep them properly informed of progress. "Keep it real" by giving them a crystal clear view of progress to date. Let them voice their concerns or ideas regularly. Tell them upfront when you can't deliver on time, or when a change needs to be made. Openness and honesty are always the best tools for setting customer expectations.

Goal 5: To ensure a happy team

If you can do all of this with a happy team, then you'll be more than willing to do it all again for the next project. And that's how your staff will feel also. Staff satisfaction is critical to your project's success.

So keep your team happy by rewarding and recognizing them for their successes. Assign them work that complements their strengths and conduct team building exercises to boost morale. With a happy motivated team, you can achieve anything!

And there you have it. The 5 goals you need to set yourself for every project.

Method123 offers templates to help you work smart to meet your goals. Watch the video or download the Project Management Kit today.

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