Time Management Programs: Objective, Advantages, and Disadvantages

Time management to plan and implement a time-related strategy for the various activities in a project. No aspect of work, be it human activity, other, project, or process, can be controlled unless planned.

Planning

Evaluate all project-related facts and develop a course of action that will achieve the objectives within the allotted time or resources available.

Programming

Set the schedule according to the time limit for easy communication for all the people involved.

Control

Regular system and/or system evaluation to measure actual success against planned success. This comparison is passed on to management to take action on the system and resources used.

The reference is made to "work" and "projects". Although, legally, the two can be interchangeable, "work" means continuous work, and "project" means fixed-term work.

The combination of goals and time allows for a modern concept of control to be achieved. This is based on sound principles of effective planning and foresight to produce realistic ways of measuring work progress against predetermined product levels.

When resources are simply defined as work, materials, building materials, and money, the common thing that links their efficient or economic use is time. Each has a basic cost range (hourly rate, interest, rental rate) so that, with the exception of material costs, which cannot be assumed to change, the total cost will accelerate as each resource is used over time.

Therefore, planning is necessary for “control” to be implemented and planning is essential if effective time and cost control are to be maintained.

Objectives of Time Management Systems

The objectives of time management plans are to:

• It helps to determine the fastest and most economical way to do work in line with available resources.
• Provide continuous productive work for all work and rental equipment, minimizing unproductive time to a minimum.
• Organize and manage work by evaluating in advance all its features;
• Identify and deal with potential difficulties, thus ensuring smooth and continuous progress.
• Provide accurate information related to the time spent using the resources used.
• Provide appropriate progress and control procedures.
• Provide factual data for future evaluation and planning.

Time Management Plans

Time management systems are a visual means of charting the sequence of a number of different tasks, projects, or tasks in relation to time. The following types of programs can be used in this setting.

1. Bar charts

Bar (Gantt chart) is the most widely used program for all projects. The bar chart requires a formal format where the time scale (horizontally marked) is usually related to the calendar and is considered against a list of tasks marked upwards, followed by columns showing the times on the timeline. The use of horizontal lines determines the length of time and the sequence of each task.

Bar Chart

Figure 1: Bar Chart

In the bar chart shown above, it is understandable for anyone if each of the five tasks is to be performed in relation to the calendar days. For those who work within the organization, however, it highlights problems.

For example, J Bloggs may be very important for the completion of project Z; it may not be possible to continue work on projects during office transfer or to complete project Y before project X begins. Therefore, the bar chart provides only part of the image, although it is simple and clear.

Bar Chart Benefits

• Due to its widespread use and ease of presentation, this is an easily identifiable format.
• Any draft plan can be converted to a bar chart.
• It clearly shows the relationship, over time, between two or more tasks and the relationship between tasks and specific calendar requirements.
• The beginning and end of each task in relation to the calendar are easily indicated.
• Bar Chart Inadequacy
• Bar charts cannot specify the number of related activities.
• There is no indication that one activity is left behind or is about to interrupt another.
• They do not provide a high level of control.
• They may give a very simple picture, which can be misleading.

2. linked Bar charts

In this type of chart, the apparent advantages of the bar chart are retained, but the emphasis on dependence is added to the chart for better understanding. This is reflected in the direct links between the completion of one task and the beginning of another.

linked Bar Chart

Figure 2: linked Bar Chart

The chart above shows a revised schedule of activities to take into account the dependencies mentioned above, and this is indicated by straight lines.

The chart above shows the important dates for Project Y to be completed early for the office to leave, and similarly, Project Z must be completed on time if J Bloggs will catch a flight. It is noteworthy that Project X was delivered earlier in its planned launch, which began after the departure of the office on November 9, although it previously began on November 23rd.

Uncertainty by looking at the linked chart is the level of flexibility when tasks start and end. All link lines show dependence where one function cannot be transmitted to another. Therefore, there is no guarantee that Project X can start on 9, 16, 23, or 30 November, only that it should follow project Y.

Advantages of Connected Bar charts

• The linked bar chart has the convenience of the presentation clarity bar and easy notification.
• Logical barriers are presented to provide a realistic presentation of project integration requirements.
• Indicates either the independence of the activities or the inevitable impact of local delays.
• The growing emphasis on sequence allows the method to be used for more complex projects than the bar chart.

Disadvantages of Connected Bar charts

• There is a limit to the number of links that can be clearly displayed.
• To ensure clarity in job coordination, the related task area may need to be changed from its standard layout.

3. Bar charts from Network Analysis

Project Network Analysis (PNA) is a scientific method of scheduling. While it is possible to use graph paper or a clipboard to create bar and linked charts, the systems that are used to analyze the network require the use of statistics.

A developed program or network focuses on the logical relationship between tasks and their reference to project completion. The network displays all the relationships between tasks, their dependence and their float time (flexibility in starting work), and their duration.

Bar charts from network analysis

Figure 3: Bar charts from network analysis

The chart above shows the extended information and thus controls the effect of linking to produce bar charts.

Let’s assume that J Bloggs is needed to oversee office relocation and that Project Z must be completed before October. We have a timetable set for Project Z to be completed before J Bloggs takes a break, which must be returned to oversee office relocation.

Additionally, if Project P can start before November 30th, and Project X must be completed before Project P can begin. After Project Y and office removal are done, the sequence is extended. Assuming that the timing of each activity is fixed, we can now identify critical paths and critical tasks.

This series is Project Z; J Travel blogs; move office; Project X; and Project P. We have two non-essential functions. The N and Y projects are flexible - in other words, they have time to float.

In the chart, Project N is shown as being able to start in five weeks, although it lasts only two weeks. Since it does not depend on any other work, we can choose when it is done.

Separating sensitive and insignificant tasks gives us a great ability to manage them. From Figure 3, we now know:

• the important target dates to be met, that is, the completion of each important task;
• fixed dates, i.e., office departure;
• where resources should be prioritized - key activities;
• where resources are targeted for the second time - Project Y as a minimum floating value;
• third place for resource management - Project N is very floating.

Finally, if the seven tasks shown in the chart together cover the entire project, we would now be able to determine that the minimum time to complete the project would be 12 weeks. Starting on the 28th of September will allow the end of the 21st of December during the Christmas season.

Benefits of Charts Bars from Network Analysis

• Identifying potential problems is easy with PNA, and their potential consequences can be determined.
• Key activities and areas that require intensive monitoring are available
• identified.
• PNA is particularly well suited for the integration and management of complex non-repetitive projects.
• The concept of 'floating' is used to provide flexibility in resource allocation.
• The PNA clearly indicates the time and sequence of the proposed activity.

Bar charts malformed from Network analysis

• An expert is required to prepare and interpret PNA. This may not always be available.
• Major project plans are often uncontrollable unless they are divided into categories.
• The relationship between work starting on a calendar is not well displayed.