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Perfect Time Management - Powerful Tips And Resources


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How to manage your and your employees time effectively? How to improve productivity with time tracking software? Find the answer in our new ebook!

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Perfect Time Management - Powerful Tips And Resources

  1. 1. Contents I. Project Management for Companies Proven methodologies for projects management How to choose the right methodology Agile and Scrum Lean management introduction Case Study Create your own style, but don’t forget to verify it! II. Time tracking Benefits of time tracking I. Benefits of tracking project's time II. What are the Profits of Time Tracking? III. Benefits of Time Tracking for Small Business IV. 5 Time Tracking Utility Scenarios
  2. 2. Contents Time tracking implementation I. A. Fatal mistakes that can kill your time tracking implementation II. How to introduce time tracking to your team III. How to make sure time tracking implementation is going to the right way IV. How to structure your projects and tasks Case Study II.III.A. Case study of tracking time automatically
  3. 3. Contents III. Project Budgeting How budgeting hours can help you be more profitable Case Study Case study of how budgeting helped one company IV. Work wherever you want – remote work for companies Remarkably Awesome Tips on How to Become a Highly Productive Night Owl Sleep Better and More Efficiently - Polyphasic Sleep
  4. 4. How to choose the right methodology A project management methodology is a set of ideas/solutions that if used correctly, should help us in finishing our projects faster and with less effort. We can find a considerable amount of such methodologies on the internet or in the books. The new ones are constantly being developed to catch up with the ever-growing world of business. The key point is to find the one that applies to the project we are working on.
  5. 5. How to choose the right metodology Our first step then should be to thoroughly study a methodology, before deciding whether it suits our needs. Many specialists say that the effectiveness of project management methodology depends on types and sizes of a project. Also, we must not forget that it is pretty much impossible to find the perfect solution – there may be some lacks, but it is up to us to adapt our workflow and get things done. However, the project management methodology is there to help, so we should use it to its fullest potential.
  6. 6. Agile Software Development Agile is a term that covers a number of flexible ways of work management that require strong cooperation with the customer. Using them should guarantee that the final solution meets not only the needs of the team implementing the project but also, and more importantly, the needs of the customer.
  7. 7. Agile Software Development Decisions about the details of the project are made as late as possible: delivering a complete product should begin from establishing an overall vision of what we want to deliver. The concept of Agile appeared in 2001 at a meeting of 17 people who wrote the manifesto of common rules for agile methodologies:
  8. 8. Source:
  9. 9. Agile Software Development 1. Extreme Programming – techniques for software development, no concept of project design 2. Lean - the elimination of waste – waste is everything that does not add any value to our project. 3. Scrum - provides an excellent approach that bases on the team, prioritizes work, it has no concept of project design 4. DSDM Atern (Dynamic Systems Development Method) – the only one that fully describes Agile project management 5. Agile Project Management – it the beginning of the project the plan is created based on the outline of requirements, the solution is firstly seen from the “bird’s eye”, implemented in an iterative and incremental way, a detailed plan of each step is created by the team, not by the Project Manager
  10. 10. Agile Software Development The primary advantage of using AgilePM is the lightness and flexibility it provides while maintaining the rules to succeed at the same time. This methodology also works great with existing processes in the organization, so there is no problem to combine it with, for example, PRINCE2. What is more, in the case of small organizations and projects Agile alone will do just fine, so there is no need to support it with other tools.
  11. 11. Lean Management The concept was created and developed in Japan, in Toyota Motor Company, right after World War II. The technical and organizational solutions were suggested by Taiichi Ohno. He wanted to try a new approach to the production methods – introducing a flexible and high-quality solutions to eliminate waste and ensure continuous improvement in the company.
  12. 12. Lean Management Seiri (selection) – getting rid of unnecessary objects from your working station (or nowadays, from your PC or Mac,) Seiton (systematics/taxonomy) – preparing your tools, documentation, and materials in such way that they are in your reach and you can use them quickly whenever you want Seiso (cleaning) – doing this once in a while is a method to have more control over your working station Seiketsu (standardization) – making sure that everyone is maintaining the rules of the previously established steps Shitsuke (self-discipline) – habit of keeping to the rules
  13. 13. Lean Management 5S is a simple concept often treat with disregard by workers. However, it has many assets: • We are more productive when our workplace is clean and tidy, • We are less likely to make a mistake when everything is neatly organized, • It is easier to meet production deadlines, • The workplace is safer and the atmosphere is better,
  14. 14. Create your own style, but don’t forget to verify it! If you want to be a project manager, you should definitely: • have at least 10 years experience in the field, • be proficient in all areas of his projects, which means you should perform his tasks better than others, • receive intensive specific training about your own motivation, team motivation, project management and many more from the industry, • be a leader in all projects and available for all the members of your team, • should be available for your team when needed and all the time.
  15. 15. Create your own style, but don’t forget to verify it! There is always more to do than people who are able to do it. In consequence you’re still trying to plan the tasks, you realize them diligently, you have to work way more than before and tasks are moved to the future, because you’re not able to do it on time. At the beginning your calendar looks like this:
  16. 16. The more tasks you add, the more work you have – it’s a natural consequence of missing deadlines.
  17. 17. Your calendar, after reduction, has to get more tasks, because some of them weren’t implemented.
  18. 18. Additionally, imagine you’re going on holiday and no one can replace you…
  19. 19. Create your own style, but don’t forget to verify it! Paweł, our CMO and the owner of consulting company, created his own project management concept based on few simple principles: – hire people who are better than you, – motivation is not a skill – it’s a character trait, – don’t force yourself or anyone to work, – employee controls should be non-intrusive.
  20. 20. Create your own style, but don’t forget to verify it! So, how to manage your team more effectively? – first complete those tasks which are enjoyable to you and your team, – don’t miss any deadline, just write all the tasks down and return to them later, – bill your employees for every completed tasks or hourly, – your employees don’t need to be under control all the time – thanks to TimeCamp, which is a time tracking software, you can calculate their work costs as well as assess the progress made.
  21. 21. Benefits of tracking project's time They are free of cost The greatest advantage of installing them is most of the project time trackers are actually time tracking freeware. This means that they are free of charge and in most cases you can access the premium features as well without paying any charges at all.
  22. 22. Benefits of tracking project's time They are user friendly The time management apps are perfect for projects and anyone can handle them easily- even children and hence they are absolutely user friendly. You can use every feature of the time tracker just with basic knowledge of computer.
  23. 23. Benefits of tracking project's time Time tracking freeware available easily This kind of software is developed in hundreds and they are available easily. They are compact and small and hence do not take up much space so it is not very hazardous to download.
  24. 24. Benefits of tracking project's time Help you develop your timing skills These kinds of software help with developing your timing skills easily and fast. They will help you keep track of your time management and notify you with the progress that you are making.
  25. 25. Benefits of tracking project's time They are compatible with every device You can use one software with every device that you own. They are designed in such a manner that can be used with every device that you have. The software are easy to download with any kind of device that you are using.
  26. 26. What are the Profits of Time Tracking? Didn’t you ever feel unrecognized for all the work you have performed? Or perhaps the raise that you honestly deserve is not coming? Well, with TimeCamp you have a line of argument to prove that you should be given it! All you have to do is to tell your manager to take a look at your computer activity and the gathered statistics to see how hard you have been working.
  27. 27. What are the Profits of Time Tracking? Demonstrate that a particular project, which was completed after a deadline, needs more time and resources, and its delay is not your or your team’s fault. (Of course, this won’t work if it wasn’t completed due to your laziness!) From the data provided on the project, you will draw conclusions and as a result, improve your ability to estimate the time needed to finish it and steps that should be undertaken to be as efficient as possible.
  28. 28. What are the Profits of Time Tracking? Finally, and this is probably a little bit controversial and not everyone may agree, but the fact is, that we do work better, knowing that someone can check what we are doing and how we are doing it. When we focus our mind on the task in front of us, the time will pass quicker and at the end of the day we will feel the burst of energy thanks to the realization that today we have done the job and that we have done it well.
  29. 29. Benefits of Time Tracking for Small Business The small business owner can track time worked by all their remote workers from just one web based software. This can help them monitor and keep more control of the hours spent on each project and plan future projects of a similar nature. The number of hours allocated to the jobs can be amended up or down for future tasks.
  30. 30. Benefits of Time Tracking for Small Business This team time tracking software can also make remote management of your business time. Once projects are completed, workers would have to enter their project status. You can check the status of different projects – especially those with a shorter deadline, and understand whether or not they are progressing well. You can also get an idea whether a specific employee is taking his job too lightly.
  31. 31. Benefits of Time Tracking for Small Business The software can also automatically import your bank statements and also divide them properly into specific categories. It can check the flow of your business money and provide you with real-time updates about how your business capital is being spent. You can also share all the details with the accounting team and work together to minimize wastage of money.
  32. 32. Computer usage scenario The time recording software will monitor the usage of computer by the employees and if it is found that it is over used by someone, that employee can be questioned. As a result, he will reduce using the computer for personal use and will use the computer more for his work. This will ensure improved efficiency and better output. The utility of time tracking thus becomes a very powerful tool to check use of computer by employees.
  33. 33. Employee activity scenario The time tracking software is an excellent tool for business administrators to monitor as well as analyze the performance of each employee. This will enable them to find out the productivity of each employee so as to identify the most productive one. This process also helps to find out the idle or unproductive employees.
  34. 34. Project tracking scenario Apart from employee evaluation, the time tracking software is also an excellent tool for project tracking. With the utility of time tracking, the user can work out the time required to execute the project and total cost of the project. The software is also used to analyze the process of the project.
  35. 35. Leave time scenario The time recording software will promptly register the time worked by the employee as well the time when he was off. Apart from providing details of time worked, the software registers sick leave, casual leave, long leave, etc.
  36. 36. Workload scenario Those who make use of the time tracking utility are able to monitor the work load of each employee. The software automatically calculates the overtime worked by employees. This will enable the administrators to find out the cost of overtime work and also to control paid holidays.
  37. 37. How to introduce time tracking to your team? • Explain why it’s important to track time - set goals, share your plan and motivate your team to take the action. • Show a clear and easy to understand structure of projects and tasks • Tell who is responsible for the success of the project - explain that without this leadership there will be a mess in projects and tasks. • Help your team get started and show a case study - there’s no better option to teach a person something than showing a real example. • Review your timeline and establish a checking routine - your employees need some motivation to make it the habit. You can announce that timesheets will be checked regularly, it will help them to remember to do it on a daily basis.
  38. 38. How to make sure time tracking implementation is going to the right way? Are timesheets filled correctly? • Check how much time do your employees spend on doing their job. • Ask your team how would they track time for specific activities. Do we regularly use data from timesheets? • Do you generate reports at least once a month (best once a week)? • Do people generate reports (just for curiosity)? • Do you feel that time tracking became your habit?
  39. 39. How to make sure time tracking implementation is going to the right way? Does time tracking help you execute your business goals in Project Management? • Do we use time tracking data for planning and estimating? • What kind of activities are being registered in projects? • Are you aware of project profitability? • Do you share data with your clients? • Do you check budgeted time versus actually tracked time? • Does time allocation across projects fits priorities?
  40. 40. Fatal mistakes that can kill your time tracking implementation • We didn’t explain why it is important to track time • We didn’t all agree on the clear structure of projects and tasks • Everyone could add new tasks and projects • We didn’t clearly tell that this is an obligation • Managers didn’t see clear benefits • There was no single person responsible for this implementation to succeed • We didn’t check how people are filling out their timesheets – every single day • We didn’t share best practices of how to track time • People have never seen how valuable the timesheet reports are • We didn’t have a clear image of what a perfect timesheet looks like
  41. 41. How to find ideal projects and tasks structure? From our observations we assume that the perfect structure should be: – clear, – intelligible, – be an effect of real business goal, – supplying legible and useful data, – real – it should answer your needs and match your goals.
  42. 42. I. Time Allocation It is the simpliest and most general structure divided into core organizational items. It might be projects, internal tasks, clients or employees. We applied it in our marketing team as it enables us to set priorities and estimate if we spend appropriately much time on them. In our case these are projects and tasks. It also allows us to check on our team engagement. Based on data collected thanks to such structure we are able to assume who is the most committed or overworked. And better plan the work of the whole team. • Goals: allocation, engagement, priorities
  43. 43. II. Clients and Projects There are three key goals fulfilled with Clients and Projects structure. One of them is to monitor the time burndown in projects or on particular clients. This helps to estimate the profitability of both and as a result, set priorities. We applied it in our development team. Their tasks are divided into big projects, like Graphical Timesheets, Integrations, Reports or Usability. This allows us to check which assignments were more demanding and what is a probable date of the release. In different companies the structure may be divided into clients. Another levels are projects and tasks. • Goals: estimation, planning, time burndown
  44. 44. III. Billing per Hour It is the most obvious structure in companies that bill their clients hourly. It helps to charge accurately. What is more, it indicates projects profitability. The most common division is the one containing clients who are then divided into projects and/or smaller tasks. This creates an order and makes the reports more legible and transparent. It also makes invoicing process more simple. Such simple structures don’t appear very often. Companies want to get much more data from their time tracking. It is the reason why the most common are mixed structures. • Goal: accurate billing
  45. 45. IV. Clients and Projects + Time Allocation Running a company or team requires many different information about its performance. Managers need to be aware of how much time is being allocated across projects, clients and employees. At the same time they want to know how many hours are absorbed by internal tasks. Such structures may look very chaotic and disordered. On the other hand, they show the complexity of companies’ problems and their needs. • Goals: allocation, estimation, planning, engagement, priorities
  46. 46. V. Clients and Projects + Billing per Hour In reality, not many companies use Billing per Hour as the only reason for recording time. The mix with Projects and Clients structure is very popular among creative agencies. They track time for their customers and assignments and bill for hour. In such structure we notified internal nomenclature in naming projects and tasks. It is also pretty common that clients are the first level, which then goes deeper into projects and tasks. • Goals: accurately billing, profitability
  47. 47. How budgeting hours can help you be more profitable Invoicing is probably the biggest nightmare of any employer or freelancer. No matter if you are a leader of a big company or just manage your own small business – the activity of generating invoices always involves stress and pressure. You have to be very focused on it and make sure that it is done before a deadline.
  48. 48. How budgeting hours can help you be more profitable Fortunately, the modern technology comes in handy here. Though it is still quite fresh on the market, the online invoicing software is becoming popular at lightning speed. Corporations that need to send out a huge number of invoices and financial statements frequently very quickly implemented this software. It offers great value for money and streamlines many of our processes. Tracking company expenses and sending invoices to the client becomes the piece of cake.
  49. 49. The benefits of using invoicing software • Personalized invoices – choose from a variety of templates and add our company’s details and logo into the system to have our own, customized invoices to present to our customers. • Saving time and money – save hundreds of hours thanks to the automation of business processes. There will be no need to manually enter the data because the program synchronizes and imports/exports data from other software and apps.
  50. 50. The benefits of using invoicing software • Improved work organization – be able to send invoices from anywhere on the planet (anywhere, where an internet connection exists), but also you will have all information about your clients at hand. • Security – The sophisticated technology used in online invoicing software guarantees that all your data is encrypted, secured and backed up now and then. It works pretty much in the same way as online banking software.
  51. 51. The time before TimeCamp „We always have to count how many hours we spent on a particular project in our company.” Additionally, in some of the projects we are billing hourly, so a customer pays for an hour of our work. The cost of an hour was diversified by the character of a project. Some of the projects are billed by flat rates, but most of the additional tasks are billed by hourly rate. We kept the work record manually, so the client had to accept and sign – it was another difficulty. Sometimes employees left the work record to fill it to the end of a month because they were overworked. That’s why we needed an automatic time tracking software with a reporting feature. ~Part of interview with Magdalena Jaszczyńska from Jakosta Engineering Office
  52. 52. Do you think that thanks to TimeCamp you improved the project management in your company? „The most important for us is we’re now able to react for all the overspends.” Thanks to that we’re making redeployments when needed, so then we can negotiate with customers. We’re able to react when it’s necessary (when a project is running) instead of reacting after it’s finished and unprofitable. It’s also much easier for us to measure and budget new tasks thanks to analyzing hours tracked by TimeCamp. ~Part of interview with Magdalena Jaszczyńska from Jakosta Engineering Office
  53. 53. Turn your bedroom into a sleep-friendly environment If you are planning to sleep late so as to work on your tougher tasks, you need to change your sleeping pattern. Usually, it is suggested that you sleep for seven to eight hours every night. If your aim is to work till late and sleep at 3 am in the morning, you’ll have to wake at 10 a.m. But how do you turn your bedroom into a sleep haven? Simple, keep the lights out. You make this easier by switching off the lights and covering your windows with dark opaque curtains. Also, you need to do away with noise. Switch off your music system and ensure that your door and walls are sound proof to keep away outside noises.
  54. 54. When to take your cup of coffee Coffee is the best remedy for those looking forward to staying awake. Just like taking it in the morning hours to make the rest of your day brighter, drinking a cup of coffee at night will keep you awake and focused on your work throughout the night. But when should you take it? How much should you take? This is where it gets tricky. When working at night, you might be tempted to take several cups of coffee to keep up with the cold. Don’t do this. Coffee can keep you awake for approximately 6-8 hours so if you happen to take it at night, let’s say at 3 am, you’ll not be able to sleep until after 8 hours, which is 11am.
  55. 55. Avoid the habit of oversleeping Just like waking up late in the morning, oversleeping can ruin your night hours. By sleeping too much, your body will get used to sleeping longer hours, meaning that you’ll feel sleepy even when it is not appropriate. Besides, it is a waste of time and money. So, stick to a particular number of hours. In our case, for a person who is planning to work late, it is vital to sleep at least seven to eight hours. If you have other sleep complications such as sleep apnea, you’ll have to sleep earlier. You should also avoid other bad sleeping habits such as taking sleeping pills regularly, forcing sleep and more.
  56. 56. Choose a job that encourages the path you’ve taken You can’t be a night owl when you are required to report to your workplace before 8 am the next day. In fact, you need to be an early bird to do that. In today’s world where technology rules, some organizations encourage night shifts. There are also those organizations that will set for you a target to achieve after some period. If your job supports both day and night shifts, choose night shift. If it is about hitting targets, find out if you can complete your tasks at home so that you work on it at night.
  57. 57. Oh man, I’m late again! Can we sleep less and still expect our minds and bodies to maintain the vitality necessary to live life to its fullest? When you read about the great minds that have lived through the ages – Da Vinci, Van Gogh, Tesla, Edison, and now Elon Musk, you will find out that they all share a common habit, an absurdly short amount of sleep. Da Vinci slept for 15 minutes every 4 hours, a total of 90 minutes per 24h and managed to do so for years. Tesla slept for 2 hours at night and took a single, 20-minute nap during the day. However, this might have been a part of their genius, so if you are not working on something that can revolutionize the world as it is now, we recommend that you sleep more.
  58. 58. What is polyphasic sleep? It’s a method that may save you an hour, two, or maybe even some more each day. That’s about 25 days per annum. Who wouldn’t like to receive an additional month of time to spend? This is doable and it is not very hard to achieve it. It is all about dividing you sleep into certain phases, and make use of the previously mentioned cores appropriately. Those cores are in other words cycles that our sleep is formed of. In our sleep, we go through these cycles to regenerate.
  59. 59. I can do this! First two or three weeks may be challenging. We must go to sleep and wake up in accordance with the schedule prepared previously. For example, sleep from midnight to 6 A.M. and take a nap at 1:30 P.M. The regularity is the key. A healthy diet is also very important, starting a day with sweets will not help. Also, try not to eat for at least 3 hours before going to bed, and do not drink immediately after eating.
  60. 60. Resources • Project Management – 6/10/lean-management/ – 6/10/project-management-methodology/ – 6/11/agile-software-development/ – 6/05/project-management-concept/
  61. 61. Resources • Time Tracking – /top-5-advantages-of-using-project-time-tracker/ – /time-tracking-profits/ – /benefits-time-tracking-small-business/ – /5-time-tracking-utility-scenarios/ – /10-fatal-mistakes-killed-time-tracking- implementation/
  62. 62. Resources – 4/05/5-elements-great-kick-meeting/ – 4/07/make-sure-implementation-going-right-way/ – 4/06/5-types-find-ideal-project-structure/ – 6/08/whats-new-introducing-keywords/ – 6/08/automatic-time-tracking/
  63. 63. Resources • Budgeting and Invoicing – 6/09/benefits-invoicing-software/ – 6/07/timecamp-budget-control/ – 6/08/8-remarkably-awesome-tips-on-how-to- become-a-highly-productive-night-owl/ – 6/10/sleep-better/