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Task Management and
Personal Productivity
If you have been assigned to
manage a large project, only to
become overwhelmed at the sheer scope of time and effort
required, you're not alone. Managing long-term,
large-scale projects is a challenging prospect, even for
those experienced at it.
And what if you are expected to manage three, four, or even five or
more projects at a time? For many people the mere
thought of simultaneously managing multiple projects is
mind boggling, even frightening.
Yet, as you look around your workplace, you can probably spot
someone who seems to thrive on doing it and actually
does it exceptionally well. And while that person may
not seem to be any more intelligent or hardworking than
you are, for some reason they embrace the challenge
while you are tempted to shy away from it.
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TOPICS
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The
underlying difference between yourself and that person
is simply this - they understand and practice a very
simple concept - Task Management.
Regardless of the actual scope of work involved or the timeframe to
completion, every project can be broken down into
smaller, easily managed tasks that are readily completed
over the short-term. As each task is completed on the
Gantt bar graph* or PERT Task Flow chart*, it
contributes towards the completion of the project
itself.
More often than not, each task itself can then be broken down into
a fixed schedule, allowing you to steadily and
consistently work at it over a number of days or weeks.
Depending upon the type of task, it may even be possible
to work on several tasks concurrently, by spending a
relatively small amount of time on each, every day.
The watchwords of Project Task Management are diligence and
consistency, but tempered with flexibility. A given task
may need to be paused if it is dependent upon the
completion of another task or an unexpected issue
presents itself. With flexible task scheduling and a
willingness to adapt to these unforeseen barriers, the
project itself will continue while you explore options
to resolve them.
The most accomplished project management achievers are able work in
such a way that they make some degree of progress on one
or more of the tasks involved each and every day. With
well thought out Task Scheduling and Task Tracking, this
can involve spending as little as 10 or 15 minutes per
day or up to an hour on each task.
This is why some project managers are often able to take on
multiple projects simultaneously and not become stressed
over their workload. Managing several projects at once
actually breaks up the monotony of constantly working on
one single thing for so long that it diminishes your
enthusiasm. It provides a way for you to step back from
each project for a short time and then resume it the
next day with a fresh outlook.
While we can never lose sight of the overall project itself, by
focusing on Task Management, Resource Utilization,
Careful Scheduling and consistency in how we approach
our work, we can easily increase our Personal
Productivity without unduly frustrating ourselves or
becoming stressed about our workload.
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*Gantt charts illustrate the start and finish dates of the
terminal elements and summary elements of a project.
Terminal elements and summary elements make up the work
structure of the project. Some Gantt charts also show
dependent relationships between activities (i.e,
precedence network). Gantt charts can be used to show
current schedule status using percent-complete
notations.
The Program (or Project) Evaluation and Review Technique, commonly
abbreviated PERT, is a model for project
management designed to analyze and represent the tasks
involved in completing a given project. It is usually
displayed as a page full of blocks representing specific
task milestones and connecting lines indicating inter-dependencies,
all leading to the Final Completion milestone.
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Richard Rossbauer
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Dost
thou love life? Then do not squander time,
for that is the stuff that life is made of.
- Benjamin Franklin
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