How To: Time Management in Software Development and Project Management

Initially, time management referred to just business or work activities.  However, the term has broadened to include personal activities as well. The definition of time management is “the process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase, effectiveness, efficiency, or productivity.” -Stephen Covey

 

During my experience in software development, I have come across some issues that can be considered like the red light of software project management.

Unrealistic project goalsBadly defined system requirementsPoor reporting of the project's statusPoor communication between customers, software developers and project managers and stakeholders.Inability to handle the project's complexitySloppy development practicesPoor software project managementCommercial pressuresInaccurate time estimationManagement time and activities 

I would like to focus this post on time management, activities, and what are the best practices to take advantage of our time. Recently, I started thinking about how many things we do every day that have the same results, both at work and in our personal lives. Here, I would like to share my understandings and what my choices are while making the best use of my time.

1. Planning & prioritizing
2. Protect your time and avoid needless distractions
3. Discipline yourself.

According to the old saying, “A stitch in time saves nine”, time management strategies are often associated with the recommendation to set personal or team goals. A timely effort focused on planning tasks will prevent more work later.

For individual tasks or goals, an importance rating must be established as well as for deadlines and priorities assigned. This process results in a plan with a task list or a schedule or calendar of daily, weekly, and monthly activities or even customized periods.

Planning and prioritizing helps us to prevent losing any task we have to do.  Additionally, this also makes sure that we do the most important ones first. I want to share the Stephen Covey Matrix which can help you think about your priorities, and determine which of your activities are important, and which distractions are essential.

Use your time effectively, not just efficiently.

 

Distraction is the major time killer that makes us ineffective.

With innumerable distractions these days, it is very easy to be taken hold by any one of them and lose sight of all that should have stayed as a priority. Many developers will not code for 8 hours straight. Some developers say that distractions are often caused by a lack of motivation. Obviously, developers must be motivated enough (usually in some form of profit sharing) in order to do their best work, but it is wrong to assume that distractions are unethical to do good work.

In fact, some developers said that their best work comes from not thinking about a problem for a while and returning to it after being appropriately distracted. In other words, it means to get away from a problem and think about something else.

Developers frequently distract themselves when they are investigating a problem, because they finish everything on a web page that is not related to the main problem. So, get focused!

Here are some helpful hints to become more focused for everyday tasks.

- Discipline yourself to know when it is time to work and when it is time to play.

- Get the proper amount of sleep and try to avoid stress.

- Inform friends and family who may try to contact you that you need some peace and quiet to complete some work and shouldn't be disturbed.

- Think ahead as to what could be a distraction and try to distance yourself from it. For example, Social media, chats, a lot of noise, and web browsing that is not related.  

Planning is the starting point of time management, while identifying risks that are retrospective. Sometimes it is even more important than the planning. That is because planning is working on something uncertain, while retrospect is based on reality and intended to make improvement.  So, how do we identify distractions? Track the time and see where your time is being spent the most. Our memory is unreliable to keep track of how long we spend time on the things to be done. We need to actually write it down and write it down when it happens (at the beginning or the end of the task).

Jessica Ayala has a Bachelor in Psychology specialized in Corporate Psychology with professional experience in recruiting. She currently works at iTexico as Human Resources Analyst. You can contact her at her email: jayala@itexico.com, LinkedIn profile or Twitter account.

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Dear Colleague Letter - Large Facilities Office, Office of Budget, Finance, and Award Management (BFA) - Employment Opportunities for Program Director (Open until filled)

BFA 13-001

Dear Colleague Letter - Large Facilities Office, Office of Budget, Finance, and Award Management (BFA) - Employment Opportunities for Program Director

December 4, 2012

The Large Facilities Office, within NSF's Office of Budget, Finance, and Award Management (BFA), announces an opportunity for an individual with demonstrated experience in project management - applied to the construction or operation of a large scientific facility - to assist BFA's Deputy Director for Large Facility Projects in strengthening NSF's capabilities in project management. The LFO is the NSF's primary resource for all policy or process issues related to the development, implementation, and oversight of Major Research and Facilities Construction Projects, and are NSF-wide resources on project management.

This position is a term appointment under the Intergovernmental Personnel Act. Periodically rotating individuals with project management experience into NSF is intended to bring fresh insights that will synergistically strengthen NSF's administrative partnership with the research community in fostering the planning, construction, and operation of large research facilities. It will also help to ensure that NSF's oversight practices are in line with the best available procedures and practices utilized by large research laboratories for strategic planning, budgeting, risk planning, and other facility related issues.

NSF Program Directors bear the primary responsibility for carrying out the Agency's overall mission: to support innovative and merit-reviewed activities in basic research and education that contribute to the nation's scientific and technical strength, security, and welfare. For Program Directors to discharge this responsibility effectively requires not only technical knowledge in appropriate disciplines; it also requires access to specialized resources such as project management expertise that Program Directors can call on to supplement their own expertise. The incumbent will work closely with BFA staff, NSF Program Directors and other program staff from the various research Directorates, and the Office of Polar Programs, as an advisory resource in the development of NSF plans for oversight and assessment of large facility projects in the planning, construction, and operational phases. Duties will include:

Providing assistance to teams of NSF staff developing plans and strategies to conduct effective oversight, assess and minimize project risks, and develop risk-adjusted budgets appropriate to the work scope, drawing on the incumbent's experience dealing with these issues in a management setting;Assisting with the planning of NSF-organized external reviews of large facility projects in planning, construction, and operation, as well as participating in those reviews and providing an assessment, independent of the sponsoring NSF Directorate or Office, of the project management-related aspects of the project under review;Visiting NSF-funded large facilities, and providing reports to the Foundation on project management related issues, including project status reporting and tracking using Earned Value management;Participating in developing new or improved procedures that enhance NSF's capabilities to cost-effectively undertake the planning, construction, and operation of major research facilities.

Applicants should have a Ph.D. in a field of science or engineering, or equivalent training, as well as broad knowledge in a capital-intensive field of research supported by NSF and six years or more of experience in a position entailing significant management responsibility for either construction or operation of a major research facility.

The position recruited under this announcement will be filled under the Intergovernmental Personnel Act (IPA) Assignment. Individuals eligible for an IPA assignment with a Federal agency include employees of State and local government agencies or institutions of higher education, Indian tribal governments, and other eligible organizations in instances where such assignments would be of mutual benefit to the organizations involved. Initial assignments under IPA provisions may be made for a period up to two years, with a possible extension for up to an additional two-year period. The individual remains an employee of the home institution and NSF provides funding toward the assignee's salary and benefits. Initial IPA assignments are made for a one-year period and may be extended by mutual agreement.

For additional information on NSF's rotational programs, please see "Programs for Scientists, Engineers and Educators" on the NSF website at http://www.nsf.gov/about/career_opps/rotators/.

The desired starting date for the position is negotiable. Formal consideration of applications will begin on January 2, 2013 and will continue until a selection is made.

Applicants should send a letter of interest and vitae to:

Dr. Mark Coles
Deputy Director, Large Facility Office - Office of Budget, Finance, and Award Management
National Science Foundation
4201 Wilson Boulevard, Suite 405N
Arlington, Virginia 22230
Phone: 703/292- 8200
Fax: 703/292-9255
mcoles@nsf.gov

NSF IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO EMPLOYING
A HIGHLY QUALIFIED STAFF THAT REFLECTS THE DIVERSITY OF OUR NATION

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