Organizations are implementing more initiatives to optimize important operations and processes in today’s highly competitive business climate, where time, money, and resources are in short supply. Project teams are faced with problems such as aggressive deadlines, scope creep, communication failures, financial limits, and more when tasked with providing high-quality, timely, and cost-effective solutions. To meet these hurdles and complete the project, professional project managers and knowledgeable and motivated team members are required.
Consider the concept of countdown timers for a moment. You probably use them when you bake something, work out, or have a special occasion (just 30 days until the New Year!). In this sense, countdowns are merely a convenience that informs you when something will be completed or occur at a specific moment. What if you could use countdowns as a tool to remind you when something needed to be done or ready by…?
For example, if you don’t send your parents a gift by 8 p.m., it won’t arrive in time for their anniversary. ‘Send present to parents by 8 PM on March 29′ is probably something you scribbled down or put in your to-do list app. You keep seeing March 29 as the days’ pass, but what day is it today again? What if you had set a timer to do that task? It says one day, four hours, and eight minutes when you glance at it. As the deadline approaches, a sense of urgency develops, motivating you to get to the shipping business sooner rather than later.
Urgency – Importance that necessitates immediate action
Let’s look at a different scenario. Let’s say you were watching the Home Shopping Network one day and saw a “once in a lifetime” deal. What enticed you to purchase this item? They most likely did something to make you feel pressed for time. What did they do, exactly? Next to the price, they placed a countdown timer. The sensation of urgency grew stronger with each passing minute and second. As a result, you gave in and bought it because you didn’t want to lose out on the “once in a lifetime deal.” What if your jobs and projects were approached in the same way? You can monitor how much time you have left to accomplish your assignment or project with countdowns. As a result, you spend less time on social media, reading the internet, conversing with coworkers, and so on because you are under pressure to complete that assignment or task on time. You will be more focused on the subject at hand and less likely to be distracted, resulting in increased productivity.
Countdowns can be used to ensure that Urgent and Important jobs are completed on time. Tasks and projects shift from one quadrant to the next in an Urgency Matrix based on time allocation. Your tasks and projects will automatically jump from one quadrant to the next when you use countdowns. If you have quarterly reports due in a month, they will be in the Important but Not Urgent quadrant at first, but as the days and weeks pass, they will migrate into the Urgent and Important quadrant. Setting the countdown ahead of time will help you to keep track of the progress and be ready as the deadline approaches.
Motives – The general desire or desire for someone to do something
Nobody wants to miss an important event, such as your marathon time by 3 seconds or the bus by ten seconds. Knowing how much time you have left to meet your deadline or catch the bus is sheer motivation to get it done or get there sooner. What makes you think your to-do list should be any different? When you know you only have one hour to do a task, you become more motivated to beat the clock and finish it. When you combine that with a sense of urgency, you’re unstoppable. 3, 2, 1…you’ve completed your mission. Consider this: if you have a list of chores to complete before the timer runs out, you will feel successful and encouraged to take on the next challenge.
The simplicity of this technique is what makes it so appealing. Because the concept is so straightforward, it may be applied to practically every project management activity.
Lists. Most project managers have (or should have) a task list to keep track of, which they keep on their project management software or a post-it note. Keep a mental tally of your duties so you can see how far you’ve come during the day. Checking items off a list is also incredibly pleasant and gives you a sense of accomplishment and productivity.
We’ve all got projects that take a long time to complete, whether it’s because they’re complicated, lengthy, or just plain dull, so we delay and drag them out. Set a time restriction for yourself if you want to speed things up and add a sense of urgency. Make a promise to yourself that once you’ve completed that work, you’ll go on to something else. You’ll be astonished at how much faster and more productive you can be while still having time to do other things. You may even use it to keep the conversation on track during meetings.