Project Management

MA HRM

Prof Assem Tharwat

Professor
Synergy Univeristy Dubai
 Chapter 3

Planning and scheduling tasks

effectively
 Topics
 1- Planning Vs Scheduling
 2- Why Schedule Your Time?
 3- How to create a successful schedule
 4- How to Plan Your Time Effectively
 5- Tools to Schedule Your Time Effectively
 6- ABCs to Prioritizing
 7- Prioritization Grid
 8- Procrastination
 9- Strategies to Prevent Procrastination
 10- Q&A and Discussions
 Planning Vs Scheduling
 A common misconception is that scheduling and planning are the
same things. In fact, they are very different. The difference
between planning and scheduling is:
 Planning – Preparing a list of tasks in a set order of completion
to get something done. Often described as the steps required to
achieve a goal that you have. Making a plan might also be
described as a statement of intent. For example, ‘I’m going to the
supermarket this afternoon’ is a plan.
 Scheduling – Scheduling is less about what is being done and
why, but more about when. Plans may not have times and dates
set against them, but a schedule does. Scheduling is where we
take the plan then begin to ‘plugin’ the tasks we have into the
time we have available — for example, adding them to a
calendar or planner.
 Why Schedule Your Time?
 All of your time is utilized
 You get a clearer short term and longer-term picture of
what you have to do
 It makes prioritizing easier
 It becomes easier to share with other people what you have
going on
 It’s easier to manage tasks dependencies
 You can see the impact of delays on future tasks
 It makes it easier to see where lower priority tasks can be
removed to make way for more important tasks
 You can tell if you have too much to do or if you have any
spare capacity
 How to create a successful schedule

 Step 1: List all of your tasks and assignments.

 Step 2: Define your priorities.
 Step 3: Estimate the time it will take to complete each
prioritized task.
 Step 4: Overcome procrastination & Manage disruptions
 Step 5: Schedule contingency time.
 Step 6: Schedule discretionary time.
 Step 7: Create a visual representation of your schedule.
 How to Plan Your Time Effectively
 Make a plan. Follow the steps in
this article to make a simple plan of all of the tasks that you need
to complete
 Break tasks down into smaller tasks. If you have any large
tasks (say over one hour in length), break these down into
smaller tasks. You can do this by looking for the natural breaks
or milestones in the task and splitting them there.
 Create a planner. Use a blank calendar, day to a page diary or
create a template using Microsoft Excel or Word that shows the
days of the week and 1-hour slots for your working day for each
day
 Add in your lunch and other breaks. Treat lunch and breaks
as tasks to remind you to take these each day
 How to Plan Your Time Effectively
 Start with your regular tasks. Identify from your plan in step one the
tasks that are regular or repeatable tasks. Look at the deadlines, give
yourself some contingency time and decide when they will be done
(you’re aiming to do these at the same time, on the same day each
week or month)
 Block out the time for your most important tasks. Add your tasks to
your planner by blocking out the time. You should make it clear what
the task is. You could also add a priority to each task to show how
important it is
 Add the least important tasks. Add your least important tasks into
your planner, filling the gaps between your more important tasks.
 Move things around as things change. If something changes, for
example, you get a new one-off task, work out where it goes. Add it into
a gap, move things around or, if you don’t have space, remove some of
your least important tasks to make room for it (but only if this new task
is more important than them).
 Tools to Schedule Your Time Effectively

 The scheduling stage is where we need to add more detail

to our plan, so the tool you choose needs to be able to
allocate time slots.

 A to-do list
 An app such as Todoist or your task app on your phone
where you can set start times and end times
 Outlook calendar Trello or Microsoft Planner
 Organizing: The to-do list

 Helps you prioritize

 Helps you overcome procrastination

 It’s a critical starting point not a stand–alone

tool
 ABCs to Prioritizing
 Write to-do list
 Review list: Break large tasks into smaller tasks
 Prioritize by ABCs
 Delegate those tasks more appropriate for someone else
 Schedule your day (week). Assign a deadline for each task.
 Consider your daily cycle (most demanding tasks when you
are most focused/ energized)
 A Priorities

Urgent AND important

Support a long term goal
Support others you work with
Ask: What terrible thing would happen if I didn’t do
this today?
Only top priorities get A category
 B Priorities
Important but not urgent
Mild consequences for not doing this (e.g. some
may be unhappy or inconvenienced)
Time (waiting period) usually elevates to A or drops
to C
Never do a B task when there is an A task the
needs to be finished
 C Priorities
Not important or urgent
Sometimes are not important but are urgent

No consequences for not doing this

Nice to do
Prioritization Grid
 The Basic Definition of a Prioritization
Grid

 A prioritization grid is a framework that helps you

assess and prioritize tasks or projects based on
predefined criteria. It enables you to assign scores
and rankings to each item, helping you determine
which tasks or projects are the most critical and
should receive immediate attention.
 The Purpose and Benefits of a
Prioritization Grid

 The main purpose of a prioritization grid is to bring

clarity and structure to decision-making. By using a
grid, you can avoid getting overwhelmed by
numerous tasks or projects and stay focused on
what truly matters.
 How to Create a Prioritization Grid

 Creating a prioritization grid involves a few simple

steps that will help you establish a structured and
efficient decision-making process for your tasks or
projects.
 Identifying Your Criteria
 The first step is to define the criteria that are
relevant to your specific situation. Consider the
goals you want to achieve and the factors that are
crucial for success.

 This might involve brainstorming with your team or

stakeholders to gain different perspectives and
ensure a comprehensive set of criteria.
 Listing Your Tasks or Projects

 Once you have identified the criteria, create a list of

tasks or projects that need to be prioritized. Ensure
that the list is comprehensive and captures all the
relevant items.

 This step can be collaborative, involving input from

team members and stakeholders to avoid
overlooking any important tasks or projects.
 Scoring and Ranking

 The final step is to assign scores and rankings to

each task or project based on the predefined
criteria.
 The scoring mechanism can be as simple as a
numerical scale or a more complex system with
weighted criteria.
 By scoring and ranking the items, you can
establish a clear hierarchy, enabling you to focus
on the most critical tasks or projects first.
 Common Mistakes When Using a
Prioritization Grid
While prioritization grids are powerful tools, there are some common
pitfalls to be aware of to ensure their effectiveness.

Overcomplicating the Grid

Avoid the temptation to create overly complex grids with too many
criteria or intricate scoring mechanisms. This can lead to confusion
and difficulty in decision-making. Keep it simple and focus on the most
critical factors.
Ignoring the Grid After Creation
A prioritization grid is only useful if you actively refer to it and use it as
a guiding tool. Don’t create a grid and then forget about it. Regularly
review and update the grid based on changing circumstances and
ensure that it continues to align with your goals and priorities.
Procrastination
 WHAT IS PROCRASTINATION?
 ‘Procrastination’ means putting off a task you should be doing.

 So, for example, you need to get your homework done, but instead
you make a cup of tea, then go on your phone, then have a chat
with someone in the kitchen… 40 minutes later you haven’t even
begun doing your homework.

 Check out this YouTube clip that gives a demonstration of

procrastination in action
https://www.google.com/search?
q=procrastination+youtube&rlz=1C1KNTJ_enAE1087AE1087&oq
=procrastination+yo&gs_lcrp=EgZjaHJvbWUqBwgAEAAYgAQyBw
gAEAAYgAQyBggBEEUYOTIICAIQABgWGB4yCAgDEAAYFhge
MgoIBBAAGA8YFhgeMgoIBRAAGA8YFhgeMgoIBhAAGA8YFhge
MggIBxAAGBYYHjIICAgQABgWGB4yCAgJEAAYFhgeqAIAsAIA&
sourceid=chrome&ie=UTF-
 WHY DO WE PROCRASTINATE?

 A task may be too unpleasant to face, or too difficult, or

very tedious, or boring, or there simply may be so many
other more interesting things to pull your attention away that
you struggle to keep on track.

 This is certainly an issue in the digital age, when we all

have smartphones in our pocket and a world of distractions
at our finger tips.
 Strategies to Prevent PROCRASTINATION

There are many strategies to prevent procrastination.

Here is a list of effective methods
 1. Take action.
 2. Five minutes.
 3. Work on related tasks.
 4. Do the hardest bits first.
 5. Set goals.
 6. Change subjects regularly
 7. Salami Technique.
 8. Make commitments.
 9. Reward yourself for achievement.
 The SALAMI Technique

 The salami technique involves breaking down the

task to its smallest parts and then working through
each of them in order until the task is complete.

 This is really effective if you have a big piece of

work to do and you’re finding it hard to get started.
 The SALAMI Technique
EXAMPLE
 If you have a comparative essay from your English exam
paper 2014 to complete. You can break this down to First
analyzing the question,
 Then brainstorming your response.
 From here you can make an outline of your answer,
 Then write it section by section; for example intro, section 1,
section 2, section 3, conclusion.
 Lastly you can review and edit your answer.
 So what was a large task has become a much simpler
sequence of small tasks that you work through one by one.
 MAKING COMMITMENTS

 Research has found that students work best when they are
given tight deadlines for projects and assignments; they
achieve higher grades and experience less stress.

 If you are working on a large piece, such as studying

towards the leaving certificate, you can give yourself
deadlines to have different topics covered within a subject
by specific dates.

 This will help keep you on track and make sure you cover
ALL of the material for a subject in time for the exams.
 REWARD YOURSELF

 Study doesn’t have to be all pain no gain! When

you get a piece of work done effectively without
wasting time you should reward yourself with a cup
of tea, a chocolate biscuit, a quick break from the
books.

 Having this reward at the end of the task will keep

you motivated towards completing it.
 Questions - Вопросы

Discussions - Обсуждения
Thanks for Your Attention and
interaction
Спасибо за внимание и
взаимодействие

YES, WE CAN DO IT 
ДА, МЫ МОЖЕМ ЭТО

NOTHING IS IMPOSIBLE
НИЧЕГО НЕВОЗМОЖНОГО
 The Mayo Jar Exercise

Divide the group into teams and give them each a large glass container. The
Mayo Jar is to be filled with as much material as possible. The material can
be rocks, stones, gravel, sand, etc. (But you can use anything.) The larger
materials should be placed in the container first and then followed by the
next to the largest, and so on… In this order, you should be able to fit the
most into the container.
You can come to your own conclusion for the activity based on your need.
The rocks (due to size) would be the most important items to complete.
(Can be home activities…work/life balance.) Then stones would be every
day has to finish items. Gravel can be the project(s) that need to be
completed. Sand could be the extra work that was just assigned to you.
Time Management Prioritization Exercise
 Prioritization Exercise Instructions
 Separate participants into groups of 4 to 5 people.
 Give each group a sheet of A1 paper from a flipchart pad and some
colored marker pens.
 Give them 10 minutes to make a list of tasks that are likely to come up
as part of their job or at home (you may want to focus on different areas
of life depending on who you are training, or let the participants
choose).
 Ask them to prioritize these tasks based on the importance of each
task.
 At the end of the 10 minutes, ask the groups to feedback to the rest of
the class and ask them: ‘Which tasks did you consider the most
important and why?’
 The discussion that will follow will revolve around what important tasks
are and how we know that they are important.