Great Time Management Techniques
The Six Keys to Success

Key #4: Tracking, Part 5/5

Now that we have successfully used time management techniques keys to insure we are focused on the correct target and are doing the right things to take us to the desired end point, the most important question, “Am I on schedule?” is still unanswered.

The ultimate objective of this series of articles is to teach us how to effectively and efficiently use time. It is at this point we will get an unbiased answer on our efficiency and effectiveness.

Great Time Management Techniques recognizes a number of methods of tracking our use of time and how it relates to completing the actions that support our overall objective.

Tracking Methods and Tools:

1. Sticky notes on the wall. As each additional step is added to the time management techniques spread sheet the description can be scribbled onto a sticky note and stuck on a wall or board depicting the sequence of action. By comparing the actual time used on each task to the estimated time we will see how efficiently we are using our time and if we will meet our objective on time.
    
2. Excel spread sheet. The same time management techniques methodology as above can be used with an Excel spread sheet linked with a calendar.  Each box can be used to represent a block of time with a row extending through the weeks or months as needed. Color can be added to the box to indicate completion. Another way would be to enter the amount of time used during that block of time and keep a running total of hours, days or weeks used. See example below.
   
   

   REDUCE REWORK BY 10%
   Step Description	5/4/2009	5/11/2009	5/18/2009	5/25/2009	6/1/2009
   Collect data
   Record data
   Analyze data

   
   
3. Gantt chart. Great Time Management Techniques recommends a Gantt chart if the software is available. A Gantt chart is very helpful as we generate action steps, prioritize them and track progress on the various steps on our path. The software simplifies the process of modifying the action steps leading to our objective and tracking progress. There are a number of programs that perform this function. See example below.

There are other ways to track progress but these three methods are well known and viable. With these tools we can see when our schedule slips or when we gain some time on our schedule. This is the best way to ensure progress on our CTS* objectives and communicate our status.

This concludes our discourse on Tracking. Our next stop is Key #5, Help in Great Time Management Techniques.

*CTS – Critical to Success activities

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