Time management tools and their use in projects
In previous articles in this series, we looked at the concept of time management and the methods that can be employed to avoid time traps, such as procrastination. However, there are also various tools that help coordinate these methods and techniques.
Content
Popular tools at a glance
A variety of project management tools can be used to plan and manage projects efficiently. Tools with time tracking functions, calendar integration, to-do lists, reminders, prioritisation options, and time buffer calculation are available for time management. These tools can be used individually or integrated into project management software that combines several of these features. We will first discuss the individual tools.
Calendar and to-do lists
To-do lists are a key part of time management. Without a clear overview of upcoming tasks, important tasks can easily be overlooked, which can lead to delays in the project. Therefore, it is helpful to regularly create to-do lists, for example at the end of the week for the following week, or at the end of the day for the following day. This approach structures work and improves efficiency.
To-do lists can be used by individuals and teams alike. When a list is used by the whole team, everyone involved in the project knows what needs to be done. As the tasks are accessible to everyone, work can be carried out independently, so if someone is unavailable, their work will not be affected.
A useful addition to to-do lists is the ability to link them to calendars. Tasks can be transferred directly to the calendar, making it clear when they need to be completed. This feature also enables you to define recurring tasks and specify when they should be repeated. Due dates can also be set and signalled by reminders. This is particularly helpful for tasks involving several people. In such cases, a colleague can receive a reminder as soon as the previous processing step has been completed, enabling them to continue working on the task seamlessly.
Calendars also offer the option of marking availability. This allows colleagues to see when you don't want to be disturbed, enabling you to complete tasks without interruptions and in a focused manner.
To prevent too many tasks from being scheduled in one day, task processing can be combined with time-tracking tools. This tool allows you to document the start and end of a task. This helps you to estimate the effort required for future tasks more accurately and plan your working day more effectively. Recording working hours has another advantage, particularly when it comes to invoicing: when billing customers by the hour, the recorded time serves as verifiable proof.
You might get the impression at this point that separate tools are required for all these functions. However, this is not the case, as there is project management software that brings all these time management tools together in one place. For instance, this software enables you to create to-do lists for your own use or to share with colleagues. These tasks can then be transferred directly to the calendar alongside priorities, deadlines and responsibilities. A shared dashboard ensures transparent planning, making it clear who is how far along and where potential problems could arise. This avoids unnecessary queries and interruptions.
Calendar and to-do lists
To-do lists are a key part of time management. Without a clear overview of upcoming tasks, important tasks can easily be overlooked, which can lead to delays in the project. Therefore, it is helpful to regularly create to-do lists, for example at the end of the week for the following week, or at the end of the day for the following day. This approach structures work and improves efficiency.
To-do lists can be used by individuals and teams alike. When a list is used by the whole team, everyone involved in the project knows what needs to be done. As the tasks are accessible to everyone, work can be carried out independently, so if someone is unavailable, their work will not be affected.
A useful addition to to-do lists is the ability to link them to calendars. Tasks can be transferred directly to the calendar, making it clear when they need to be completed. This feature also enables you to define recurring tasks and specify when they should be repeated. Due dates can also be set and signalled by reminders. This is particularly helpful for tasks involving several people. In such cases, a colleague can receive a reminder as soon as the previous processing step has been completed, enabling them to continue working on the task seamlessly.
Calendars also offer the option of marking availability. This allows colleagues to see when you don't want to be disturbed, enabling you to complete tasks without interruptions and in a focused manner.
To prevent too many tasks from being scheduled in one day, task processing can be combined with time-tracking tools. This tool allows you to document the start and end of a task. This helps you to estimate the effort required for future tasks more accurately and plan your working day more effectively. Recording working hours has another advantage, particularly when it comes to invoicing: when billing customers by the hour, the recorded time serves as verifiable proof.
You might get the impression at this point that separate tools are required for all these functions. However, this is not the case, as there is project management software that brings all these time management tools together in one place. For instance, this software enables you to create to-do lists for your own use or to share with colleagues. These tasks can then be transferred directly to the calendar alongside priorities, deadlines and responsibilities. A shared dashboard ensures transparent planning, making it clear who is how far along and where potential problems could arise. This avoids unnecessary queries and interruptions.
Automation options in time management
Project management software offers a variety of automation functions. For example, certain tasks can be automatically assigned to projects or team members. This saves time, as tasks do not need to be assigned manually repeatedly. However, it is also possible to access tasks directly and start time recording from there. The recorded data can be used to monitor time management and form the basis for analyses. This allows delays to be recognized at an early stage and appropriate countermeasures to be initiated. The software can also carry out analyses to optimise time management. Based on this data, a project manager can intervene if the effort required for a project exceeds the agreed targets or if resources need to be reallocated to get the project back on track.
Automation options are therefore an efficient way of optimising workflows and simplifying recurring tasks.
The choice of software ultimately depends on individual requirements. As well as time recording functions, other features may be important when selecting a tool, such as a chat function or the ability to hold video conferences. While many software programmes offer a variety of functions, not all of them are necessarily required, nor are they always specific enough for the respective requirements.
In such cases, automation tools can link several tools together to enable more efficient planning. This automation works by an event in one tool triggering an action in another. A well-known example of this is Zapier. This tool connects various applications and services to optimise workflows and reduce manual tasks. With the help of 'zaps', i.e. automated workflows, actions can be triggered on different platforms.
Automation tools can be used alongside project management software. For example, Asana can be linked to Google Calendar. One possible application could look like this: In Asana, a milestone is specified that should be reached at a certain time. As soon as this happens, the software automatically creates a calendar entry to signal that a meeting needs to be scheduled to discuss progress.
Workflows can also be automated within software. For instance, a calendar could automatically record available appointment slots and suggest them via email, eliminating the need for manual searches.
Advantages of automation
Automating work processes offers numerous advantages. One key advantage is increased efficiency, as automation eliminates time-consuming manual tasks, leaving more time for actual work. Another advantage is centralised access. It is beneficial to combine as many functions as possible within a single software programme. Centralisation also improves communication and collaboration. Rather than using several platforms for emails, phone calls and chats, all important communication channels can be accessed in one place. Automatic updates to calendars and dashboards ensure that everyone involved is kept up to date without the need for constant enquiries.
Disadvantages of automation
In addition to its advantages, automation also presents some challenges. One potential danger is becoming overly dependent on a tool or software. Fixating too much on a tool or software can be problematic, especially if the tool fails or its functionality becomes insufficient. Another issue is the complexity of the tool landscape. The variety of available tools and software solutions, and the number of possible combinations, can be overwhelming. Selecting the appropriate software can be challenging, particularly for novices. If certain required functions are missing, this decision can later prove to be limiting. It is therefore important to choose carefully.
Another critical point is data protection. Many popular tools store data on servers outside Germany, which poses challenges in terms of data protection regulations. However, there are alternatives that operate their servers in Germany and thus enable data protection-compliant use.
Automation options are therefore an efficient way of optimising workflows and simplifying recurring tasks.
The choice of software ultimately depends on individual requirements. As well as time recording functions, other features may be important when selecting a tool, such as a chat function or the ability to hold video conferences. While many software programmes offer a variety of functions, not all of them are necessarily required, nor are they always specific enough for the respective requirements.
In such cases, automation tools can link several tools together to enable more efficient planning. This automation works by an event in one tool triggering an action in another. A well-known example of this is Zapier. This tool connects various applications and services to optimise workflows and reduce manual tasks. With the help of 'zaps', i.e. automated workflows, actions can be triggered on different platforms.
Automation tools can be used alongside project management software. For example, Asana can be linked to Google Calendar. One possible application could look like this: In Asana, a milestone is specified that should be reached at a certain time. As soon as this happens, the software automatically creates a calendar entry to signal that a meeting needs to be scheduled to discuss progress.
Workflows can also be automated within software. For instance, a calendar could automatically record available appointment slots and suggest them via email, eliminating the need for manual searches.
Advantages of automation
Automating work processes offers numerous advantages. One key advantage is increased efficiency, as automation eliminates time-consuming manual tasks, leaving more time for actual work. Another advantage is centralised access. It is beneficial to combine as many functions as possible within a single software programme. Centralisation also improves communication and collaboration. Rather than using several platforms for emails, phone calls and chats, all important communication channels can be accessed in one place. Automatic updates to calendars and dashboards ensure that everyone involved is kept up to date without the need for constant enquiries.
Disadvantages of automation
In addition to its advantages, automation also presents some challenges. One potential danger is becoming overly dependent on a tool or software. Fixating too much on a tool or software can be problematic, especially if the tool fails or its functionality becomes insufficient. Another issue is the complexity of the tool landscape. The variety of available tools and software solutions, and the number of possible combinations, can be overwhelming. Selecting the appropriate software can be challenging, particularly for novices. If certain required functions are missing, this decision can later prove to be limiting. It is therefore important to choose carefully.
Another critical point is data protection. Many popular tools store data on servers outside Germany, which poses challenges in terms of data protection regulations. However, there are alternatives that operate their servers in Germany and thus enable data protection-compliant use.
Conclusion
Project management tools and software are essential for coordinating projects. Regardless of whether one tool, several tools, or software is used, project organisation and time management are made easier. The many automation options can save time that can be used elsewhere. Although selection and familiarisation can be challenging, it is ultimately advantageous to have everything in one place.
Author: IAPM internal
Keywords: Project management, Time management