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How to be organized as a project manager?

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I think that being organized will dramatically lessen the work pressure on the project manager. He won't spend endless time searching for a document, or digging through his emails to see if a task is done or not, or what were the latest requirements for that task!

So what the best practices that project managers should follow to be organized?
asked 8 years ago by anonymous

1 Answer

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Here's a few organization tips for project managers:

- Never procrastinate: Procrastination is the enemy of every project manager. Procrastinating decisions, reports, meetings, etc... can render your project a complete mess.

- Have a tidy office: Make sure that your office is tidy and every item that you use is locatable.

- Organize your email inbox: For emails that are still pending on your action, put them in a "todo" email folder, for emails that you have sent that are pending someone else's feedback, put them in a "requested feedback" folder under your main sent folder. When you are done with an email, then organize it in a folder with the name of the project as its name. It's even better to put already done with emails in a subfolder under the main project folder (For example Project A is the folder, and Development is the Subfolder).

- Answer emails by the end of the day: I use this trick all the time to avoid endless arguments by emails, because if you answer an email early in the morning, then you will get a reply, to which you have to reply, and this goes till judgment day. When you answer an email by the end of the day, the person will answer you the next morning, and then you answer the end of the day. This way, you force the other party to be concise and comprehensive in his email.

- Organize your documents: The same way your organized your email by following the tips above, organize your documents: by project and then by major activities.

- Be on time: Whether to your job, to a meeting, or to a conference call, be always on time. It makes all the difference in the world. This way you won't miss anything and you will reflect a professional work ethics.

- Never leave anything unanswered: This is related to the first point I mentioned here (procrastination). It's very important to answer every email, return every phone call, and address every query by a team member by the end of the day. Never leave anything outstanding for the next working day. You can be overwhelmed very easily.
answered 8 years ago by anonymous

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