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Time Management Is Key For a Successful Work Day

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It’s Monday morning. You have a fresh to-do list and you’re ready to tackle it – that’s great! Finding a way to keep track of what needs to get done is a good start but many people stop their planning and organizing. There’s more to consider.

We’ve all been there – a mountain of work and a steep, never ending to-do list. It’s hard to enjoy your work when you always feel like you’re rushing to complete an assignment you forgot about while completing the one originally needed for that day. You may be using a planner or a task management system, but neither seems to assist in getting as much as you thought you would complete in a day or week.

Make your work week less stressful and exhausting. Here are a few tips to help wrangle those tasks, assignments, and deadlines.

Pencil and notepad

How Much Time Do You Really Have?

It’s important to be realistic about how much time you have to complete your tasks. Let’s say you have 5 tasks. This doesn’t sound like many, but stop to think how long it takes to complete each one. If each requires 2 hours, you’ll need more than one work day to complete them all. On the flip side, you may be staring down a list of 16 tasks but they each take 30 minutes or less. This could easily fit into a single work day.

Sometimes our minds deceive us on what we can really accomplish. We look at our assignments and get overwhelmed. Get a handle on the amount of time needed to complete your work through something called time blocking.
To me, time blocking is similar to a game of Tetris. You can visually organize your tasks to maximize the most effective use of your time with just a little thinking ahead. If you let your tasks build up, game over. To do this, you need to utilize your calendar!

Start with your high priority and urgent assignments and block out time to work on it during your workday or in smaller blocks throughout your work week. Then, fill in less pressing tasks in the remaining open time slots. Be sure to give yourself ample time when blocking out tasks. This way if you get done earlier than estimated, you’ll have more time to work with which is a win!

Make sure you don’t overload your day, avoid burnout and block out time for breaks such as to eat take a quick walk or simply look away from your computer. It’s also a good idea to block out a little time for planning and scheduling your next day or week in order to make this method a habit.

Personally, I like to use Google Calendar to schedule because I can set reminders to ding when my next time-block is supposed to start. This helps me stay on my scheduled routine. I also attach any necessary assets to the event’s description so I don’t have to search for what I working on.

Why Time Blocking Works

Time Blocking helps you visualize your work day and be more productive knowing that you can focus on one task at a time. You’ll become more motivated to complete your assignments. You’ll know whether you can take on more assignments and if a deadline is realistic. And crossing off items on your list will give you a sense of accomplishment and further alleviate your stress!

Will unexpected events or tasks pop up that throw a wrench in your schedule? Of course! Life is unpredictable, but finding a process that works for you will help you from sinking too deep in your work. The more you use time blocking the more you will know what you are capable of accomplishing in a day. You will start to notice patterns like when you’ve hit your daily slump and are least productive. During that time, it would be best to schedule less complicated tasks.

Have you used the time blocking method? How has it worked for you? Let us know in the comments below!

What Is a CRM and Where to Get Started

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CRM may be an acronym you’ve heard floating around before – but what is it? CRM stands for Customer Relationship Management, basically it’s how you can keep track of data on past, present, and potential future customers and log interactions with them whether it’s through, emails, phone calls, mailings and so on.

Why would you want to have that information? With information like that you can manage how to regain former customers, retain customers, and gain new ones. You’re probably starting to see that a CRM is an integral tool for sales and marketing for businesses and in fact it is.

You could start a CRM system by collecting and entering customer and potential customer information into something like an excel sheet but that can become tedious work that wouldn’t be very helpful in the long run. Fortunately, there are a ton of CRM systems out there that can help.

Track Conversions

There are a few helpful things to keep in mind when picking out a CRM:

Is It Automated?

As in does it integrate with any platforms you are already using such as your email and social media? This is useful because it will save you or your employees time from having to manually enter every bit of customer information on your own.

Is It Mobile?

Can you access your customer relation information on the fly? This is helpful when you meet a new prospective customer and want to get them in the system right away or access all the information about a customer out in the field without having to log into your computer.

Is It Usable?

A major factor to consider: is the program easy to use for you and your employees? A big reason for businesses leaving their CRM to the way side is not knowing how it functions.

However, searching through all of the CRM options out there can be overwhelming in of itself. I’ve picked a few of some of the best ones out there to get you started.

SalesforceIQ CRM

One of Salesforce IQ’s features is the automatic collection of customer data such as emails, calendar events, and smartphone calls so you can spend more time focusing on the client and less time on data entry. You can also share information with other employees in order to collaborate when communicating with customers. It also creates reports to keep you on track and focused on the most promising sales. It’s mobile so you can work from anywhere and streamline your workflow.

Prosperworks

If you use G Suite then Prosperworks might be the best option for you. It was made for G Suite and seamlessly integrates with G Suite’s apps such as Google Sheets, Docs, Slides, Calendar, Inbox and Gmail and automatically syncs collected information from these apps. It will also remind you when you are not following your schedule to follow up with customers or potential customers. And whenever you update your Google contact information, it will roll over to your CRM.

Hubspot CRM

Hubspot has a great dashboard to gain visibility into what’s going on in your CRM to keep everything organized. You can also swiftly sort customers by a number of filters to keep track of what’s happening. Hubspot also syncs information across several platforms for email, social media, and phone calls. One of the best things about this platform is that it’s free!

Do you use a CRM platform? If so – which one? What are some of the benefits and pitfalls you’ve experienced with a CRM platform? Let us know in the comments.

Project Management: Frequently Avoided Questions

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In my previous blog, Project Management: Frequently Avoided Questions Part 1, I discussed the challenges one may face when attempting to ask their clients the right questions so that every project may run smoothly. Part 2 will focus on the right questions to ask either your employees or your co-workers so that your team is successful.

Project Management

1. What are your goals?

Whether you’ve just begun getting to know your newest employee or coworker or they’ve been by your side for years, gaining a clear understanding of where they want to be in life could benefit your relationship and your team’s success. Finding out someone’s motivator and driving force can lead to understanding how to work with, and towards, your company’s goals. If Peter Parker needs to motivate Bruce Wayne, it would behoove him to understand that Alfred is his only ally.

2. What challenges are you currently facing?

Take the opportunity to ask and listen to the challenges that your employee faces when completing their work. Time will always be a constraint, and organization is a quite common downfall as well, but what resources could you provide to truly help this employee succeed? Additional training may initially seem to undermine your coworker’s skills and knowledge but what has changed since they were originally trained to do their job? Have processes and regulations become an ever changing source of frustration? LinkedIn’s recent purchase of Lynda.com makes it even easier to provide knowledgeable training during any stage of learning at any time. At times, simply lending a listening ear could alleviate frustration as well.

3. How can we do better?

The most important question to ask yourself, and your employee, is “How can we do better?”. No matter how smoothly your relationship has transitioned from stranger to employee or co-worker, it’s best to self-reflect. Spending 40 hours a week with someone is challenging and can leave your relationship in murky waters. Creating the habit of optimizing your relationships with others to a healthy and happy work environment can lead to your company’s success.

Frequently Avoided Questions Asked

Don’t waste your time wondering how to become a business owner, project manager, or co-worker – take a chance and ask the right questions!

For more advice or information regarding Project Management, Contact Us today or leave us a comment below!

Project Management: Frequently Avoided Questions

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We’ve all been there, down in the dumps, confused about our client’s or boss’s wants and needs. We’ve all paced around struggling with questions that we couldn’t possibly begin to answer. So ask those questions, get the right information, and produce the best results for your team!
This blog will be part of a two part series that discusses Frequently Avoided Questions in two facets: Client Facing, and Employee Facing. I’ll tackle the thoughts we’ve all had when working on a project with a client as well as directly with your employees. Part One will delve into the questions you might be afraid to ask your clients. But it’s best to ask all of your questions for optimal Project Management, so let’s begin!

1. What are your expectations for our project?

Whether you’ve just begun to outline the plan for an upcoming project, or if you’re six months into the process, examining and determining clear goals and objective is priority number one. So maybe you’re thinking, “Ok, but what if we’ve had the goals outlined and the methodology keeps changing?”, have no fear! Simply ask the question again. Neither the client or the provider (Project Manager) wants to finish a project that’s nonsensical. You wouldn’t build a window just to lay bricks over the top and then expect your customers to be able to see your business through this nonexistent window. Reexamining the goals of the project and clearly defining the “Why?” to every project can go a long way. If you can’t proudly gleam at what you’re going to be doing, reassess.

2. What are some timeline goals we should be working towards?

Time! The ever closing window of opportunity. Don’t let that window slam down on your hand! Take control of the tasks that should be completed to finish the project on time. If you’re going to be developing an outdoor swimming pool, chances are, the deadline coincides with Memorial Day. But not all deadlines are as easily known. Create a space for your client that shows your flexibility and understanding of critical deadlines. Check out this blog from Mashable about Document Collaboration tools to see how you can connect on notes, rough drafts of documents needed for your project, and more.

Checklist

3. How can we do better?

The most important question to ask yourself, and your client, is “How can we do better?” No matter how smoothly the project has gone along, the level of stress derived from the project, or how the finished project compares to previous ones, it’s best to self-reflect and reach out for help doing so. Creating the habit of analyzing the outcome of every project will help to create a happier and cohesive workforce and client rapport. Understanding your team’s downfalls will help to correct them and provide support to assure your business thrives.

Frequently Avoided Questions Asked

So you’ve gathered the expectations of the project, worked to uphold the timelines in place, and reflected upon the shortcomings of yourself as a project manager and your team as a whole, now it’s time to tackle your next project with even more ambition and determination as last time! There are plenty of ways to assess your project’s goals and to create a seamless plan for success. Most importantly, find time to evaluate every project and work to better in the future.

For more advice or information regarding Project Management, Contact Us today or leave us a comment below!

Project Budgets: An Inside Look

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Great! You’ve signed the contract, dotted the i’s and crossed the t’s! You’ve gained a new client and your excitement level is through the roof! You’ve been allocated a budget, and should plan accordingly. Let’s take an inside look into how to use your budget wisely.

Develop a Plan

Once you’ve been in your business long enough, you’ve got filing cabinets filled with plans you never use! The best advice I could ever provide, is to stick to it! Develop a plan that is all encompassing, with “if-then” scenarios strategically documented, and with time allocated properly. Discussing your plan with each employee is also key. Assure that the goals within the contract are clear, define roles and responsibilities, confirm the resources needed are accounted for, and guarantee that the time allocated matches any changes made to their processes.

Read more information detailing project plans: How to Create a Clear Project Plan

Match your Plan to your Budget

Once you’ve developed a plan that aligns to your goals, assuring your budget falls in line is a major priority. There are a number of spreadsheets, platforms, and guides to help you align your budget. Smartsheet is one of those platforms that allows team members to collaborate, gain approvals, and report upon budget goals that are being met or exceeded. There are plenty of resources out there to assist in this process, but flushing out this process can only be done once your team is on the same page and your plan is clear. Knowing that in order to build a house, you must start from the ground up, may seem like an easy process to follow, but knowing that the price of insulation has recently skyrocketed might affect your budget and plan.

Project Budget Money Image

Stay Up to Date

The key to project plans is tracking progress. Become familiar with your employee’s processes to understand the issues at hand that may affect timelines. Know that the turnaround time for content to become approved by your client’s compliance team is two weeks, but that the company-wide work-retreat may affect this. Even though timelines may never stay on it’s written path, following the path is the objective. Variables outside of your company’s reach are not to be stressed about. Knowing that your team is working diligently to assure these goals are met provides peace of mind. Utilizing tools that allow for easy communication and collaboration can keep you informed and on budget.
Here you can find a blog on 3 Great Messaging Apps for Work!

Don’t be Afraid to Adjust

Adjusting your project’s timeline or budget isn’t the worst thing in the world. The worst outcome would be losing a client due to the inability of being flexible. The continuously gaining cost of ink is far less than the cost of no longer having a paying client. Always maintain a fluid relationship with your clients to notify them of any changes and updates. Keep up the good work and conquer!

For more information about project budgets and how we can help you grow, contact us or leave us a comment below!

Tips to Streamline Project Management

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Successful project management can be defined in many ways. Leadership, initiative, organization, all of which are quality characteristics. A quality I find to be of great value is of management being tireless. I believe project management is a continual effort that should be updated quite frequently. Here are some tips I’ve learned along the way to streamline project management.

Develop Necessary Documentation

Whether you’re in the construction, architecture, or marketing industry, there is a method to your madness. Developing clear documentation of necessary processes can be critical. Plan ahead, ask the right questions, create a clear timeline, and you will achieve your desired results. Not only does outlining and defining the objectives of the project allow you to plan for the success of the project, but also the failure.

Using websites such as PMDocuments.com which provides free templates and documents, will save you time and money.

Know When to Call for Backup

Using the aforementioned documentation, a project manager can predict mishaps that may cause the project to be delayed. Understanding the causes of previous projects tardiness can allow a manager to plan accordingly in the future. Keeping a close eye on the critical steps needed to be taken to complete a project is key. Obtaining an arsenal of vendors and outside resources to assist your team in the event of a delay can keep your mind at ease. For example, knowing that Johnson Construction has 3 men that can provide contractual services at any time can come in handy. There are certain instances that no one can plan for, but understanding that flu season is on the move, or that your coworker’s child may not have consistent care providers while their husband is out of town can leave you feeling like you’ve got it all figured out.

A resource that all project managers can use is the Project Management Institute which provides excellent tips and tricks of the trade.

Track Everything

Trying to remember every detail of your day and every update that has been made can be hairpulling-ly stressful. Sticky notes are great, they can be placed anywhere and are a physical reminder of actions needing to be taken, but what happens when you’re not in the office? Tools like Evernote to keep notes at home, on the go, or in the office is pure joy. Using the extension on Chrome at the office to find a note you wrote on the subway home last Friday can leave you wondering what you’d do without technology. Tracking time is also very important. Most businesses work on the principle that “time is money”, where billable hours are a necessity. Here at DMG, we use Mavenlink to track our time and all project activities. For a smaller company or project manager, the Chrome extension TrackingTime will allow you to complete a task while a timer is running in the background.

We set clear expectations of projects, why not have the data to back you up? Using the tools to track everything allows you to directly link all of your efforts.

Evernote project management
Evernote

Evolve

Streamlining the processes for project management sounds great, but in reality you just have to evolve. Own your insecurities, stand your ground and move forward. Progressing as a person and a manager is perfectly natural and should be embraced. Changes can be made to every process at any given time, it’s best to be prepared.

For more information about project management and how we can help you grow, contact us or leave us a comment below!