Whether project managers are handling a single project or multiple, they need to stay organized. You need to keep a note of all sorts of communications—verbal or written. In this article at the Digital Project Manager, Liz Hanson discusses why project managers need organizers to stay efficient.
A System to Keep Project Managers on the Top
Project managers need coordination skills along with people management abilities, and this can be possible by being methodical. Even if you possess an elephantine memory, you will miss vital details without keeping a track of important information.
Personal organizers like Todoist, Boomerang, Google Calendar, Focus Booster, Taskful, Toggl, and IFTTT can aid project managers. When you are running between meetings throughout the day, note things down whenever possible. So, dedicate a few minutes every day to list down personal meeting minutes. Also, create some ground rules to keep yourself organized.
Creating Personal Rules for Organization
- Notifications: List the type of notifications you receive daily—Slack, stakeholder emails, meeting action items, bills, calendar alerts, etc. Do not forget the little pieces of information you gather in your coffee breaks.
- Set Alarms Based on Time Required to Complete Tasks: Before sending a Friday report, you must collect information, compose it for 30 minutes, and finally send it. So, you must set an alarm to collect information on Thursday. The next alarm is for creating the report. The last one is for Friday when you should send it.
- Decide the Alert Tone Based on the Emergency Level: Set alarm based on the emergency level of the alarm content. The alert tone should be sharper for a meeting that is due in 5 minutes than for a weekly email.
- Dedicate Time to Get Organized: Personal organizers work when project managers dedicate a few minutes every day to create their to-do list. Come early to work on it, or consider it as your daily task and block your calendar accordingly.
While personal organizers help project managers stay organized, it also creates a positive impression. When stakeholders give an action item, inform them that you would set up a timer to follow up soon. They will trust you for the level of commitment you have displayed.
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