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Project Managers - Unlock the Power of Timeboxing

Project Managers - Unlock the Power of Timeboxing

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Project Managers - Unlock the Power of Timeboxing

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  1. Project Managers, Unlock the Power of Timeboxing

  2. Modern work is inherently project-based and collaborative. We are all project managers to some extent. From managing small repetitive task, to organizing the whole day, to creating a strategy for the client or team. For everyone, not just project managers, mastering timeboxing can be a gateway to bridging the gap between intention and execution. You’re probably already are timeboxing, at least a little. In a nutshell, timeboxing means focusing on one task — and one task only — for an allotted time.

  3. Project Management The role of the project manager is changing. AI is set to have a major impact on project management. Gartner predicts that by 2030, 80% of projects will be run by AI such as data collection, tracking and reporting, according (and note that projection was made before the rapid rise of generative AI this year). So, both dedicated project managers and those managing projects as part of their roles must introspect to identify and acquire the most valuable skills for the future. For ex.AI will analyze data faster than humans and using those results to improve overall performance.

  4. Timeboxing Timeboxing, in particular — the practice of completing tasks with focus and within set timeframes — is a special, evergreen capability for all project managers. Timeboxing lies right at the heart of project management and that better timeboxing begets better project management, and vice versa.

  5. Types of Timeboxing The term initially was created in the ’90s as a technique to plan and manage projects to build software and applications, usually over a period of weeks or months. But more recently: the term has been used in a less-rarified sense, to denote a mindset and method of personal productivity. In this form of timeboxing, an individual systematically and intentionally decides what they will do, when they will start, and when they will finish, and then gets that task (and only that task) done in the allotted time. This type of timeboxing is for a single person, rather than a team.

  6. Timeboxing Mirrors Project Management Timeboxing and project management share a number of striking similarities: The goal of project management is to help a team achieve a goal or solve a problem within an agreed timeframe. Estimation and forecasting Scope/time/cost Prioritization Harmonious collaboration ● ● ● ● Timeboxing achieves exactly that — for an individual.

  7. Estimation and forecasting Timeboxing requires an individual to estimate how long a task will take and which set of tasks they will be able to accomplish that day (or in that week). Project managers need to estimate the length of time the project will last, taking into account dependencies, deadlines, risks, and commercial realities.

  8. Scope/time/cost A timebox includes all these elements: The scope is covered by the description of the task, the time is how long the task should take, and the (usually just one) multiplied by their day rate, multiplied by the timebox’s duration. In project management, these three items are called, literally, the Project Management Triangle, and are fundamental considerations for all projects.

  9. Prioritization Understanding ● deadlines and dependencies, ● ordering tasks accordingly, ● and saying no (with justification) when appropriate are all essential elements of both timeboxing and project management.

  10. Harmonious collaboration With timeboxing, a shared, digital calendar communicates to colleagues what you’re doing and when, and in some cases includes the context for your expectations or capability constraints. With project management, communication and stakeholder management is the essential people side of a successful venture.

  11. Learning to Timebox Exercise: Pick one small item from your to-do list that’s been stagnating there for a while. Add it to your calendar in a 30- or 60-minute slot. Invite someone with an interest in the item in your calendar to provide a little bilateral social pressure to help you see it through. Treat the appointment seriously when it comes; make sure you get it done. Review how this worked for you and repeat with a few more to-do list items.

  12. Source 1. https://hbr.org/2023/10/project-managers-unlock-the-power-of-timeboxing 2. https://hbr.org/2018/12/how-timeboxing-works-and-why-it-will-make-you-m ore-productive

  13. Thank You

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