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Time
Management
Managing Special
Assignments – presented by
The Solutions Group
Definition special project
A
project is a temporary endeavor with a
defined beginning and end (usually timeconstrained, and often constrained by
funding or deliverables), undertaken to
meet unique goals and objectives,
typically to bring about beneficial
change or added value. The temporary
nature of projects stands in contrast with
ongoing business operations.
Examples of special projects
 Introducing
new technology resources
 Establishing new procedures
 Rolling out new benefit such as a wellness
initiative
 Planning & presenting a conference
 Restructuring a department
Careful Planning
2 approaches for your timeline
A. Someone else gives deadline for you to
meet
B. You are asked, “How long will it take?”
Know the deadline!
How Much Time for Tasks?
 Break
assignment into pieces
 Estimate time for each task
 Any tasks that depend on completion of
another task?
 Include tasks done by others
Milestones and Deadlines
 Record
“real” deadline
 Set earlier deadline for yourself
 Note important tasks along the way
Allowing for “Float”
Stuff happens!
 Sickness/injuries
 Computer
problems
 Delivery delays
 Time estimates too short
 Interruptions
 Emergencies
Charting Progress
 Use
calendar, Outlook tasks, project
management software
 Physical chart on wall
 Regular check-in messages by email or in
person
Chart your plan
Let’s do a sample PERT chart
 Plan
1.
2.
3.
4.
a 1-day conference using PERT chart
Actions/tasks to include: choose
topic/theme, register participants,
schedule date & time, book location
What other actions should we add?
Which task happens in what order?
What else must happen in between
those tasks?
Listing Your Tasks
1.
2.
3.
Earliest start date
How long will it take?
Does it depend on another task?
a)
b)
4.
5.
Type = sequential
List the other task
Can you do it independently of other
tasks? Type = parallel
Add float time!
Communicating
 Keep
people informed!
 Their work may depend on yours and vice
versa
 Meet in person when needed
 Discuss to affirm, reassess, change
direction, or add to actions
Including Evaluation
 Record
observations and learning at
each milestone
 Use “mistakes” as learning opportunities
Motivation
 Use
charting of progress for recognition
 Reminders about tasks completed
 Acknowledge milestones
 Encouraging messages – even to yourself
Celebrating Achievements
 Pause
 Pat
yourself on the back (at least)
 Share success news with others
Thank you!