All language subtitles for KU PMGT 840 Session 7 (Part B) Practical Time Management Techniques Tools and Strategies for Project Leaders

Hi everyone and welcome to Part B of
Session 7 in PMGT 840, Developing as a

Project Leader.

Now let's build on what you've learned
in Part A and dive deeper into tools and

strategies that support effective
project leadership.

In Part B of Module 7, we will focus on
practical tools and strategies that

support effective time management.

These tools are especially valuable for
project leaders who need to manage

competing priorities and make timely
decisions.

We will explore simple, powerful
techniques that help improve clarity,

waste, and keep teams aligned.

Let's take a closer look at how these
approaches can be applied in real

settings.

Where pressure, change, and limited
resources are common, time management

becomes a key leadership skill.

Using practical tools helps not only
with personal productivity, but also

team coordination and also keeping
projects on schedule.

Leaders who rely on these tools can
respond more effectively to urgent

and manage priorities with greater
confidence.

Think about what kinds of time
management tools you currently use. Are

relying on a planner?

A digital alert? Or do you just try to
keep everything in your mind?

The TRAF system is a practical method
for handling the constant stream of

information project leaders face every
day.

It helps reduce decision fatigue by
offering four simple options for dealing

with incoming messages and tasks.

First, toss what you don't need. If
something is outdated or irrelevant,

let it go.

Second, refer tasks that are better
handled by others so you can focus on

own priorities.

Third, act quickly on things that take
only a few minutes to complete.

And finally, file only the items that
are important but not urgent and store

them in a way that they are easy to
retrieve later.

The Touch It Once philosophy is about
handling tasks the first time you

encounter them instead of setting them
aside for later.

This habit helps reduce mental clutter
and limits the need to revisit the same

task again and again.

Think about how often you glance at a
message or voicemail and plan to respond

later but never actually do.

Or how you leave something to deal with
when you have free time and it ends up

sitting there for days.

By acting right away, even in the
smallest steps, you can save time and

your focus clear.

Let's take a quick look at the key
principles of the Touch It Once

The key idea behind the Touch It Once
philosophy is to take immediate action

when a task or message first appears.

This helps reduce your mental load by
preventing tasks from piling up in your

head. It also saves time by avoiding the
need to revisit the same task multiple

times. This principle applies not only
to digital messages, but also to

items like papers or sticky notes.

Whenever possible, handle it right away
and move on.

One of the best ways to manage your time
is to pause and evaluate your current

list of tasks.

This quick task audit helps you identify
what is truly important and what can

wait, be delegated, or even removed.

Asking the right questions can reveal
which efforts have the highest impact

which ones drain time without real
value.

This technique helps you focus your
energy where it matters most.

It is a simple habit that can bring
clarity and direction to your daily

workload.

The red folder discipline is a visual
and practical way to focus on what truly

needs to get done today. It helps you
separate the critical tasks from the

and reduce the efforts of a scattered to
-do list.

All you need is a bright red folder
where you place only the items that must

completed by the end of the day.

Set aside 20 to 30 minutes each day to
process everything in that folder and

make a deal with yourself not to leave
the work until it's empty.

Once it's done, you can leave work
knowing that you have handled what

mattered.

Even the best time management plans can
be derailed by daily interruptions. To

stay focused, project leaders need to
take control of their environment and

minimize distractions.

Techniques like time boxing, limiting
phone checks, and turning off

notifications can protect your deep
focus time.

You can also create quiet zones or set
clear boundaries for no interruptions

period during the key work hours.

These small adjustments can make a big
difference in your ability to

and get meaningful work done.

And one final key point to keep in mind
is that our mental energy isn't constant

throughout the day. We all experience
natural highs and lows that affect how

focused, creative, or alert we feel.

Interestingly, research shows that these
shifts can be as significant as a mild

state of mental fatigue.

Some tasks are best done when we are
sharp and analytical, while others

from our more relaxed or creative faces.

Understanding your own rhythm can help
you match the right tasks to the right

time and work more effectively.

In this example, we see how Mina used
several time management techniques to

a demanding project more effectively.

Faced with overwhelming tasks and
messages, she applied the touch it once

to reduce clutter and act quickly.

She also used time boxing to block off
focused work time on her calendar.

To manage her top priorities, Mina
followed the red folder discipline and

aside time each day to complete those
items.

For handling incoming information, she
applied the TRAF technique to sort and

organize her workload.

So by combining these strategies, she
was able to lead with more clarity,

stress, and help the project move
forward with fewer delays.

And that brings us to the end of Part B
in our session on time management

techniques for project leaders.

If you have any questions or
reflections, please feel free to reach

when you are ready, go ahead and
continue with Part 3.

Thank you very much again for watching
this video.