How to keep on top of your projects

Create alerts

If your project management tools allow it, set up alerts so that you are automatically notified of changes. Many products have this feature, so find out how to use it and set it up appropriately. You might not want to have alerts for every new discussion, but you may want to know if someone has changed a milestone on your project plan, for example.
I also have Google alerts set up to notify me of interesting things happening in the field – things that might have an impact on my project or the political landscape.

Create ‘bring forward’ tasks

I think ‘bring forward’ tasks are probably an old-fashioned way of doing things when you have access to so many mobile apps to handle To Do lists, but it works for me. I learned about the ‘bring forward’ folder when I was temping during holidays at university. The woman I worked for, a Chief Executive, wanted me to file documents and letters away in an expanding concertina file. Each tab had a date on it. Every day I could pick out the relevant papers for the day and nothing was forgotten.
Today I use the calendar in my email software to do the same thing. I create an appointment (marked as free time so it doesn’t stop anyone else from scheduling a meeting with me) and attach the documentation like agendas and minutes from last time. Then when I reach the right day, everything I need is available.

Manage your To Do list

My task list is the single thing that helps me keep on top of my projects. At any one time I have sections for different projects and also things that I am waiting on others for. Keeping it up to date is essential. Make sure you cross off tasks that have been completed and regularly review the priorities of the work on there. It’s the best way that I have found to keep a constant, structured view of the work on my plate.
Personally I use a piece of paper, but you can use a tablet or mobile app, or a document on your desktop, or even project management software. The most important things are that you should stick to it and only have one list!

Manage your project plan

Your project plan is up to date, right? Keep it tidy and relevant and it will save you a lot of time. You’ll be able to see what’s happening and what has happened so you can manage status and resource allocations without having to dig through lots of change requests and update your plan before you can action anything.
Another plan-related tip is to make sure that you share your plan, using something like Seavus Project Viewer. Making your project plan available to anyone who is interested will save you lots of time when it comes to dealing with requests for information and status updates. If your stakeholders can see the plans themselves I have found that they are more trusting of your progress reports and also stop asking for updates so many times as they can check in real time!

Schedule admin time

Project managers I speak to say they feel most out of control when it comes to finding time to do all those management tasks that come with running projects. Unless you schedule time on your calendar to prepare reports, do project filing, archive records, check in with stakeholders, review the risk log and so on, you won’t be able to stay on top of it all. That admin then builds up and it’s not surprising that people feel that they can’t manage.
Block out a few hours at the end of each week in your agenda to do all the things that build up during the week. If you don’t need the time, use it for something else. But it is there if you do need it.