Original subtitles

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.