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Sarah works as an IT project manager at a software development company. The constant switching of all her different tasks made her questioning how much time she is actually spending doing all her work to make sure she is focusing on the right things.
Numbers that tell you what to do
Sarah spends her day answering emails, managing her projects, making sure the development team is progressing, working on the stories she assigned herself to, interviewing new hires for her team and joining meetings. That’s why she tracks Meetings, Interviews & Recruiting, Projects, Jira (Scrum), Unplanned, Break, and Email.
Recording her time showed her the following insights:
- 31.4% Projects
- 29% Meetings
- 13% Email
- 11% Interviews & Recruiting
- 10% Scrum
- 5% Breaks
- 0.13% Unplanned
Seeing her analytics in the Timeular App made her realize that she was spending way too much time on Meetings and too little time on breaks. Wasting so much time in meetings meant less time to work on development – which she’d love to focus more on.
Time for change
To shift her time to other tasks, Sarah scheduled fewer meetings and replaced them with emails where it made sense. To do so, she asked herself “Could this have been solved with a quick conversation or email?” and replaced the meeting if it was a yes.
“If I had a meeting, I time-boxed them to end the meeting early, but get the agenda accomplished.”
Furthermore, detecting that 1/10 of her time went to interviewing made her pushing her recruiting efforts back to Human Resources and hence freed up more time for her important tasks.
“It’s crucial to identify if a task is aligned with your responsibilities and if there is something you could be delegating or working with the person in charge. It’s about learning to say NO when it’s appropriate.”
Spending less time on meetings, more time on breaks and delegating her recruitment tasks to the department that is actually responsible for it helped Sarah having more time for her development tasks. In addition to that, Sarah found herself using the Timeular Tracker as a nice way to start a conversation. “It plants the seed in other people’s minds that they may need to reevaluate how they spend their time too.”
Sarah Bushland Ta works as an IT project manager at a software development company. The company provides software as a service for people with special needs and disabilities.