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SKILL: Effective Time Management
EQF LEVEL (INTERNAL REFERENCE): 4
Keywords
1 Computer tools
2 Agile Team
3 Team Coordination
4 Project Cards
5 Project progress
Introduction:
This module addresses the issue of time management in relation to activities and projects involving several people.
By the end of this learning unit you will know the usefulness and application of IT tools designed to optimise coordination and organisation in various work projects.
Content:
Optimising time management can be relatively simple when applied individually, to individual workers: upstream planning and a few tricks (such as alerts) can improve time management quickly. However, the problem is more complex if your goal is to improve time management on a collective level, hat is, when you need to apply the techniques to multiple people and then track the results across teams and complex organizations. In such cases, you can't help but resort to IT tools and instruments that will make it easier and more decipherable.
If you work in a complex organization that tends to work on projects, you would do well to turn to dedicated tools for Agile teams, which allow you to optimize the planning, as well as execute and monitor the team's activities. Examples include the software Trello (recommended for beginners) and Jira (for project management experts), which allow you to align the timing and pace of a project's execution.
In particular, these tools are designed to be used simultaneously by different members of the same team, called upon to track the progress of their work.
This way, each member will know exactly who is working on individual tasks and their status. This will allow you to align different employees and be able to easily coordinate everyone's work, avoiding wasted time, overlap, overload and "downtime."
Using them is very intuitive: you'll have a dashboard available in which you'll be able to create and manage various projects at the same time, associating to each of them the corresponding committed collaborators. Each project, called a board, can be customized based on the complexity of the activities and the team involved. For each one, you can start planning the work by placing the tasks in three different "windows": to do, doing (in progress) and done (complete). Obviously the first "window" is the main one, in which you are going to insert the individual steps to be taken in the project. Each step is inserted in a space called ‘card’.
If your goal is to optimize time management, you'll need to take it a step further and break down the individual cards into micro-goals to achieve, and you will have to do this in the most specific and detailed way possible. In fact, if you can foresee all the micro-activities, it will be much easier to predict the timing of their implementation and monitor them.
For this reason, within each card you can create a checklist detailing the individual tasks to be completed, which you can check off individually at the appropriate time. In addition, these softwares give you the possibility of defining the urgency level of individual cards so as to facilitate the organization of work in accordance with priorities.
The next step is related to the creation of the work team: you can go and define, in the appropriate section, different teams, set up by functional area (sales, marketing, purchasing, etc.), so as to facilitate the association to individual projects. To invite team participants to use the software, simply enter their email addresses when creating the team.
A useful function is the one that lets you set the team as private or public: the second option is very interesting for those who want to share the project publicly and make it accessible to external parties, such as clients or partners.
In addition, you can decide whether the checklists of the activities carried out can also be modified by individual team members. This will allow you to save a lot of time since each employee will update the work progress independently, thus avoiding dozens of emails and phone calls for monitoring.
A menu will also help you see the latest updates posted by your collaborators. Thus you'll have the possibility to easily understand which team members are most active and which ones need a stimulus or help.
Once you have reached the goal of the single card, you can move it to the third window of the board (complete window). By doing so, you will have an overall view of the progress of the project.
Select the correct option for each of the statements below
Test 1
Software such as Trello and Jira are particularly useful for projects Choose an item. since they help the manager to Choose an element.
Correct answers: of team regardless of complexity - coordinate and monitor work
Test 2
The use of these computer tools allows you to optimize your time, Choose an item, especially if you decide to structure the individual cards into Choose an element.
Correct answers: both on a team, individual or managerial level, checklists
Test 3
When you insert and set up the work teams in the software, it is good to divide them by Choose an item and if you want to reduce the monitoring time it is advisable to Choose an element.
Correct answers: business areas , actively involve them in using the software
Language Point
Coherency
When we write we not only need to use appropriate vocabulary and grammatical structures, but also need to make our writing coherent. Coherency refers to the way that elements in our sentences and paragraphs stick together to produce meaning, making it easy to follow.
Read the paragraph below:
The problem is more complex if your goal is to improve time management on a collective level, that is, when you need to apply the techniques to multiple people and then track the results across teams and complex organizations. In such cases, you can't help but resort to IT tools and instruments that will make this easier and more decipherable.
The phrase in bold is a cohesive device that means ‘in situations like this’’. Using such phrases takes your English to a different level.
Short url: https://clilstore.eu/cs/10752