Have you ever stopped and taken a glance at your project manager’s weekly schedule? If you have, then you’re well aware of the high-stakes juggling act they perform. Navigating intricate project plans, handling client demands, directing foremen, mentoring project engineers, and reigning in project costs, they’ve got a lot on their plate. Amid this whirlwind, it’s easy to feel overwhelmed and stressed. But, what if there was a tool that could turn this chaotic tide into a calm current? That tool is time blocking.
A time block is a chunk of time (30, 60, 90 minutes or more) that is dedicated to working on one task without interruptions or distractions.
From Chaos to Order: Task Prioritization as the First Step
To tap into the power of time blocking, your project manager first needs to understand what tasks require their undivided attention – the Most Valuable and Profitable tasks or MVPs. At the start of each week, have them review the upcoming tasks and set their priorities. This clear vision will guide them in determining which tasks deserve dedicated time blocks during the week.
No More Ambiguity: Embracing Specificity in Time Blocking
When scheduling time blocks, it’s important to be specific. Generic labels like “admin tasks” don’t provide enough direction. Instead, guide your project manager to use specific descriptors like “progress billing,” “preplanning,” or “customer calls.” This way, they’ll be mentally prepared for the task during its designated time block.
Set the Expectations: Clear Communication as a Key to Success
Before your project manager dives into a time block, make sure the rest of the team is well informed. Establish what situations warrant an interruption of a time block and provide clear guidelines about when they can expect responses to their emails, calls, or messages. This will significantly reduce potential distractions and set your project manager up for success.
Location, Location, Location: Optimizing Environment for Focus
Whether it’s their truck, the office, a job trailer, or their home office – the location of your project manager’s time blocks can heavily influence their productivity. Help them choose a place that minimizes distractions for optimized focus.
Avoiding the Pitfall of Over-scheduling: Balancing Ambition and Reality
While time blocking is a powerful tool, it’s crucial to remember that each day has a whirlwind of tasks that also need attention. Encourage your project manager not to overcommit to time blocks, but rather to find a balance that accommodates both time blocks and daily tasks.
The Discipline of a Champion: Respecting the Time Block
In order for time blocking to truly work, your project manager must treat these blocks like they would a meeting with a high-profile client. It’s about creating a sacred space, fully devoted to the task at hand, with the whirlwind tasks patiently waiting their turn.
Respect and Reciprocation: Fostering a Culture of Mutual Respect
Encourage your project manager to learn and respect the time blocks of their team members, such as foremen or other key personnel. This mutual respect will set a positive precedent and contribute to a culture of efficiency.
As a leader, your project manager’s stress levels and efficiency significantly affect the entire team. By implementing and mastering time blocking, they can transform their work week, boost productivity, and reduce stress. The results? Projects that are consistently on track and under budget, and a team that feels more in control.
The Game Plan
Why not start today? Encourage your project manager to look at their calendar at the beginning of the week and dedicate a few time blocks to their MVP tasks. Remember, productivity isn’t just about time, it’s about focused energy too. By allowing your project manager to zero in on their crucial tasks without interruption
Even More Resources
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