Original subtitles

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 If something is outdated or irrelevant,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.