All language subtitles for KU PMGT 840 Session 7 (Part A) Practical Time Management Techniques for Project Leaders

Hi everyone and welcome to session 7 of
PMGT 840, Developing as a Project

Leader. In this part of the course, we
will focus on time management and how to

create a healthy sense of urgency within
project teams.

These skills are essential for keeping
projects on track and leading teams

effectively under pressure.

part of the module, we will explore
practical time management techniques

specifically tailored for project
leaders.

Managing time effectively is not just
about being organized.

It is about making smart decisions under
pressure.

As a project leader, your ability to
prioritize and manage urgency can

significantly impact your team's
success.

Let's dive into tools and habits that
can help you stay focused and lead with

purpose.

Project environments are often
unpredictable.

They constantly change due to factors
like shifting customer demands, limited

resources, or even new technologies.

In the face of these uncertainties, the
project leaders play a vital role in

keeping the team focused and adaptive.

They need to recognize when a sense of
urgency is required and respond

thoughtfully under pressure.

A strong leadership in these moments
helps guide the team through unexpected

challenges with confidence.

Disruptions are inevitable in any
project, whether it is a scope change or

delay in key deliverables.

In these moments, project leaders must
act quickly by refocusing the team

without losing sight of the project's
overall goals.

This is where change management plays a
critical role by helping leaders

introduce change smoothly and with
clarity.

At the same time, leaders need to
prioritize based on risk, identifying

disruptions require immediate attention.

This combination of responsiveness and
prioritization helps build resilience

keeps the project moving forward.

Creating a sense of urgency is a
powerful tool for motivating teams to

focus and discipline.

As a project leader, it is your
responsibility to identify key moments

require swift action and help the team
respond without creating stress or

confusion.

Urgency should be rooted in shared goals
and awareness of consequences, not

fear. In waterfall projects, urgency
often appears around fixed deadlines and

scope changes requiring clear and timely
communication.

By contrast, in agile projects, urgency
must be constant, with rules like the

Scrum Master helping reinforce momentum
through each sprint.

Strong leaders also empower their teams
during urgent moments, promoting quick

decision -making and a culture of
ownership.

Covey Matrix is a helpful tool for
improving time management through better

prioritization. It divides tasks into
four categories based on urgency and

importance and helps us focus on what
truly matters.

The top two quadrant, which include
urgent and important tasks, as well as

urgent but important tasks, deserve most
of our time and energy.

Many people spend too much time in the
third quadrant, handling urgent but low

-value tasks that offer little long
-term benefit.

Tasks in the fourth quadrant, which are
neither urgent nor important, should be

minimized as much as possible.

By applying this matrix, Project leaders
can make smarter choices and stay

focused on meaningful work.

Effective time management is more than
just creating a plan. It is about making

quick and smart decisions when things
don't go as expected.

Leaders need to prioritize under
pressure, focusing their attention on

matters most.

They should also maintain clear
communication with stakeholders to keep

aligned and informed.

Being flexible is important, but
adjustments should always support the

larger goals.

Techniques like time boxing can help
reduce delays and perfectionism,

in agile teams.

Visual tools like Kanban boards or RACI
charts also make it easier to manage

tasks and stay focused.

This example highlights what can happen
when a project leader fails to act with

urgency, clarity, and awareness of time.

Sam did not take ownership of the
changes introduced by the client and

along without proper planning.

As issues began to grow, he ignored
warning signs and avoided addressing

concerns. His lack of clear direction
and dismissive attitude weakened morale

and caused confusion.

Important meetings were delayed or even
canceled, which left the stakeholders

feeling ignored.

Eventually, the project lost momentum
and thought, and time was replayed

completion.

And this example shows how strong
leadership can turn challenges into

opportunities. When faced with
unexpected disruptions, Laila stayed

quickly brought the team together.

She applied a structured change
management process and made clear,

decisions. By communicating openly and
setting priorities, she helped the team

stay focused and motivated.

Her leadership reduced confusion and
built trust among the stakeholders.

As a result, despite delays, the project
remained on track and Laila was chosen

to lead future CD projects.

And this brings us to the end of part A
of our session on time management and

urgency. If you have any questions or
thoughts, feel free to ask. And when you

are ready, please continue with part B
to explore the next set of leadership

techniques. Thank you very much again
for watching this video and see you in

next section.