6 Time-Saving Hacks for Project Managers

Deliver Projects Yesterday

Read Time: 3 minutes

In the fast-moving world of project management, the journey starts long before the real work begins.

Pros get put through a tough selection process to make sure they're up for the job.

But once they're in, the real test comes from the day-to-day challenges of keeping projects on track.

To handle this, smart tools and techniques are key. They make the hard stuff easier, from sorting out your daily tasks to making sure everyone's on the same page.

1. Automate Routine Tasks

  • Tool: Zapier - Automate repetitive tasks by connecting your most used apps, such as emails, calendars, and project management tools.

  • Action: Set up Zaps to automatically update project tasks in Asana when an email is received, or sync new tasks to your Google Calendar.

2. Streamline Communication

  • Tool: Slack - Use Slack for instant messaging and reduce the need for lengthy email threads.

  • Action: Create project-specific channels and use direct messages for quick questions to keep communication efficient and centralized.

3. Prioritize Tasks with the Eisenhower Box

  • Tool: Todoist - Utilize Todoist to categorize tasks into urgent/important matrices.

  • Action: Each morning, categorize your tasks into the Eisenhower Box within Todoist to focus on what truly needs to be done first.

Learn the exact strategies and systems I've used to evaluate my career in project management and lead over 150 projects to successful completion in my Project MGMT Playbook.

4. Use Project Management Software for Centralized Information

  • Tool: Trello or Asana - Keep all project information in one place for easy access and tracking.

  • Action: Set up your project boards or lists to track progress, assign tasks, and manage deadlines, ensuring that all team members have access to the same information.

5. Implement the Two-Minute Rule

  • Method: Time Management Technique - If a task can be done in two minutes or less, do it immediately.

  • Action: Adopt this rule for yourself and encourage your team to do the same to prevent small tasks from piling up.

6. Batch Similar Tasks Together

  • Tool: Microsoft Outlook or Google Calendar - Use calendar blocks to dedicate specific times for similar tasks, such as replying to emails, project planning, or team meetings.

  • Action: Schedule these blocks during your most productive times of the day to maximize efficiency and minimize context switching.

Staying on top of everything in project management isn't easy, but with the right approach, it's definitely doable.

By using clever tools and strategies like automating the boring stuff, keeping chats simple, sorting tasks smartly, using one spot for all project info, doing quick tasks right away, and grouping similar tasks, you can make your work much smoother.

This not only helps you but also your team to focus on what really matters, pushing your projects towards success without getting bogged down by the small stuff.

Until next time,


P.S. The Project MGMT Playbook includes:

🔥Industry Practices & Insider Tips

🔥Proven Strategies & Systems

🔥For New & Experienced Managers

🔥20-Year Expert Systems

🔥Top Frameworks and Guides

🔥Content Worth Thousands

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