Time Management Basics for Design Project Managers

Table of Contents:

• Tasks that require careful organization and planning
• Basic principles of effective work
• Planning is of the utmost importance
• Setting goals using the SMART approach
• Effective use of Scrum methodology in project management
• Optimizing the process of meetings and brainstorming
• How are things with personal issues?
• Overview of our preferences in the field of time management applications
• And in Conclusion

Tasks that require careful organization and planning

First of all, let's outline the key tasks that a design project manager faces:

• Develop requirements for the design project and prepare technical specifications.
• Develop an action plan and set deadlines for each stage of the development process.
• Assign goals and objectives to each team member involved in the project.
• Interact with the client, as well as with management and team members.
• Organize meetings to discuss and generate ideas.
• Monitor the progress of tasks and, if necessary, make changes to the action strategy.
• Another important aspect that often goes unnoticed is the need to maintain comfortable working conditions for each team member, as well as pay attention to the general mood of the group.

If an error occurs in the process of task planning in at least one of these points, this can lead to Delays in project deadlines. For example, imagine you failed to send a brief to the client by the deadline or failed to remind them to complete it. Then you delayed uploading tasks, and then forgot to send the client's revisions to the designers. One single delay could trigger a chain reaction, leading to further delays. As a result, the entire team finds itself in a situation of irregular working hours, faces burnout, and is unable to cope with the flow of project work.

In our article, you can learn about the nature of emotional burnout, its main causes, as well as methods for combating this condition.

Basic Principles of Effective Work

To avoid failures in team management, it is necessary to strictly adhere to the principles of time management. While a freelancer working alone may need a certain set of skills, a product manager or art director has completely different tasks and requirements, which requires an adapted approach to time planning.

In our previous article on time management for freelancers, you can learn how to effectively organize your time when working for yourself.

Alexander Smirnov, a business consultant and expert in time management for executives, advises following certain principles in your professional work:

The work of an art director becomes a real challenge, since employees often make many mistakes, and their results leave much to be desired. An important aspect is the ability to control your emotions and allow others to identify and correct shortcomings. The key is to find people on your team who can be trusted to perform specific tasks.

Vladimir Zimin is the Director of Product at Selfit.

However, these are just general tips. Let's take a closer look at how to effectively organize teamwork to get all the tasks done on time.

Planning is of paramount importance

A successful leader always has a clear action plan - both daily and weekly, as well as for the entire project. As you begin your workflow, you should determine in advance what tasks you plan to complete today and, at the end of the workday, evaluate the results of your work. For effective planning, each task should have the following characteristics:

• priority;
• deadlines;
• responsible person;
• clearly defined partners for implementation;
• a list of resources required for the successful completion of the task.

Form a task hierarchy: if the project is large, divide it into smaller subtasks. It is important to remember that one of the key functions of a project manager is the proper distribution of roles and tasks within the design team. Pay attention to ensuring that your employees do not experience excessive workload and burnout. Find out in advance how much time they are willing to devote to each task.

In the long-term planning process, you can use a project roadmap, which is an infographic that clearly displays the stages of work, deadlines, and the order of actions. However, when it comes to the practical execution of tasks, it will be more effective to use flexible methods of time and task allocation using specialized planning applications. We will provide details on such tools in the final part of the article.

Setting goals using the SMART approach

This approach can be used to define both personal and professional goals. The basic idea is that each goal should meet the following criteria:

S - specific - defined.

The goal must have a clearly defined outcome and include all the participants necessary to achieve it.

For example, developing an online store website will require two designers and one programmer. You may also need the help of an illustrator.

M is an abbreviation for "measurable".

Each goal should be accompanied by specific criteria to evaluate its success, either numerically or qualitatively.

The website prototype should include 10 pages, including the homepage, and be available in two versions: desktop and mobile.

A — achievable.

It is important to check that the goal is truly achievable and that there are no obstacles to its implementation, such as financial, time, or resource constraints. If such constraints exist, they should first be addressed or discussed with the client.

For example, the client requires the website revision to be completed within two weeks. After assessing the required labor costs, you realize that you do not have enough personnel to complete this task. In this situation, you need to offer the client an alternative: either extend the deadline or increase the budget to allow for the involvement of additional specialists.

R ― is important, significant.

To be successful, the goal must benefit both the individual project and the organization as a whole.

For example, you may choose a project at a reduced price compared to standard rates, but the firm you partner with will provide you with a high-quality example for your portfolio.

T ― is a term denoting time constraints.

Each task should have a set deadline or a specific number of working days allocated for its implementation.

There is no doubt about this. Task deadlines are key to time management.

For me, the SMART methodology has always been a reliable tool. This applies to both obvious situations—when we set a new task, it must be achievable, measurable, and meet the other criteria of the acronym—and to the launch of a new product. At first glance, it may seem that in this case, we can't change anything or set specific deadlines, since product managers have to work under conditions of significant uncertainty. However, as the project begins to take shape, the SMART method becomes a useful checklist for tracking progress and evaluating achievements. Have we reached the stage where we can clearly formulate product goals? Excellent. Do we need to learn to evaluate results? Great. Are we having difficulty setting realistic goals? This is also a great opportunity for growth.

Alexey Borodkin is the product team leader at Ozon.

According to the SMART approach, it is necessary to formulate both overall project goals and tasks for its individual phases. Using SMART goals significantly simplifies the time planning process, as each task is clearly formulated, with specific indicators to be achieved, and set deadlines.

To learn more about how to distribute tasks using the SMART method, check out our article.

Effective Application of Scrum Methodology in Project Management

This approach promotes more productive control over current tasks. Scrum suggests dividing project work into short time frames known as sprints.

The methodology helps transform chaotic "wandering in an ocean of uncertainty" into orderly movement from one stage to the next. My team consists of five designers, each of whom is outsourced on three different projects. All these projects are implemented using the Scrum methodology.

Vladimir Saykov is a design lead at Pinkman.

Each sprint can cover several related tasks and lasts from one to four weeks. At the end of the sprint, the team is required to present a completed solution. This solution is first reviewed internally and then shared with the client.

Development stages and deadlines may be adjusted based on the sprint results and client feedback. For example, in the process of creating a website design, the following sprints can be distinguished:

• visual design and user experience concept for demonstration to the client;
• main page layout;
• product page layouts;
• development of the main screen interface;
• product page design;
• development of responsive design;
• layout;
• handing over the layout and accompanying documentation to the development team.

We have come to the following work model: the product owner sets priorities for development and announces that they will participate in the upcoming grooming. Then the designers create layouts and, if necessary, conduct demonstrations for the whole team, after which they present their work at grooming for evaluation. Then the layouts are handed over to development. During this process, some elements may be removed and others added. This continues in each sprint. Over time, the designers begin to better understand the structure of the process and independently ensure its stability. As a result, as a design manager, I spend less time managing processes and can focus on other important tasks.

Vladimir Saykov is the Head of Design at Pinkman.

Estimated deadlines are set at each stage, but they are subject to change depending on the sprint's results. For example, a prototype of the home page was created during the team's work, but the client decided to include additional items in the specifications. As a result, the deadlines for submitting the remaining prototypes are revised, and new timelines are agreed upon with the client.

Within the Scrum approach, progress monitoring is most often accomplished using a whiteboard located in a prominent place in the studio. This board is divided into three main columns: "Planned," "In Progress," and "Done." High-priority tasks are placed at the top. This method allows you to visually track task progress and optimize time by prioritizing them as they're added. The use of a whiteboard is based on the Japanese approach to managing development processes known as Kanban. The core idea of ​​this method is the principle of "just-in-time completion." Tasks entering the project are recorded in a separate list, from which each developer can select the desired task. The project workflow remains open and accessible to all team members.

Optimizing the Meeting and Brainstorming Process

The main goal of a product manager or art director is to establish effective communication with both the team and clients. Many art leaders emphasize that discussions are what take up the most time. In this regard, we have prepared a number of tips that will help make negotiations and brainstorming sessions more effective:

What to do if the time allotted for discussion has expired, and you did not have time to cover all the planned issues? With experience comes an understanding of how much time to allocate to each task. If only a few small issues remain, it’s okay to stay a little longer and discuss them. However, if the number of unresolved issues is significant, most likely, you have planned too much for one meeting, and it would be better to postpone the remaining topics until another time.

How are things with personal matters?

Successful time management requires paying attention not only to professional responsibilities, but also to your personal life. Ideally, you should integrate physical or creative activities into your routine to avoid burnout and give yourself the opportunity to switch off. However, if such activities are not yet available, start by strictly limiting your working hours.

I have a certain rule: any messages that arrive in instant messengers on Friday evenings, I postpone until Monday. I realize that if I start answering them now, I risk getting bogged down in my phone when I need to spend time with my son. Therefore, on weekends, I only address work-related issues when they are scheduled in advance. I also try to structure my schedule: for example, from 9 a.m. to 7 p.m., I set aside time for business meetings. All other inquiries are extremely rare and only by prior arrangement.

Vladimir Zimin is the Product Director at Selfit.

This approach not only promotes recuperation and relaxation but also helps improve work efficiency. Having a clear deadline, such as completing a task by 7 p.m., will help reduce distractions such as looking at cat memes, browsing social media, or performing less important tasks.

The profession of a product designer or art director is often associated with a high level of stress and requires constant presence in the office, as well as significant time at the computer. Because of this, finding time to relax and unwind is especially important. Psychologist and productivity expert Peter Shallard argues that failing to detach from work-related issues during breaks can lead to a buildup of these issues, which in turn impacts your productivity. Here are a few ways he recommends for taking a meaningful break from work:

A Review of Our Time Management App Preferences

• Trello is one of the most well-known task management tools, which operates on the Kanban methodology. With its help it is easy to formulate tasks, attach the necessary documents and assign those responsible for the implementation of each element of the plan.

Prices for services: the basic plan is available free of charge and is suitable for small teams of up to 20 employees. More advanced plans start at $5 per user per month.

• Notion is a wonderful tool developed using the concept of low-code platforms. It allows you to customize your team's workspace by adding tasks, CRM systems, scenarios, and other necessary tools. One of its advantages is the ability to fully customize it to your needs. However, it is worth noting that the interface does not have a Russian-language version, and to work effectively with the service, you need to understand its basics.

Price: There is a free version, which imposes restrictions on the number of uploads and allows no more than five users to participate. Paid plans start at $5 per user per month.

• Todoist is a practical planning tool suitable for those who aren't fans of the Kanban board method. This service allows you to organize projects, including subtasks, set filters, prioritize, and add labels for convenience. When you log in to the app, you'll see a list of projects on the left, and tasks related to the selected project on the right. The service interface is intuitive, making it accessible even for those who are just beginning to master planning.

Price: free - for teams of up to five participants and with the ability to work on five active projects. Paid subscriptions start at 229 rubles per month.

• Asana is a platform designed for effective strategic task management. Each team member can track their own tasks and deadlines, while a product manager or art director can monitor the overall project progress. The main screen displays plans and current task stages. For beginners working with such tools for the first time, Asana may seem a bit confusing, but with time, users fully adapt to its functionality.

Price: The introductory plan, which offers a wide range of features, is provided free of charge. Paid plans start at $10.99 per month per user.

• Bitrix24 is a Russian task management platform that allows you to customize your workspace in both a Kanban board and a traditional planner format. This convenient and easy-to-use application includes a "Bitrix24" feature that functions similarly to a news feed on social networks.

The price of the service is zero rubles for users with a storage volume of up to 5 GB. Paid plans start at 1990 rubles per month.

Pricing: The basic plan is completely free and suitable for small teams of up to 20 participants. More advanced plans start at $5 per user per month.

Price: There is a free version that imposes limits on the number of downloads and the number of participants, up to five. Paid plans start at $5 per user per month.

Price: Free - for teams of up to five people and with the ability to manage up to five active projects. A paid subscription starts at 229 rubles per month.

Price: The basic plan, with a wide range of features, is provided free. Paid plans start at $10.99 per user per month.

And in conclusion

Time management is crucial for art directors and product designers. The project manager plays a key role in the team's work, as they are responsible for the effective communication and completion of tasks. Incorrect time estimates, errors in planning stages and meetings can lead to the entire team being under pressure due to tight deadlines. However, if you can properly establish a workflow, this will contribute to faster and more productive team work, its development, and the ability to handle more complex projects. You will play a significant role in this.

Read also:

• Interview with Kirill Blyumin, Product Designer at Skysmart.
• The work of the product team at Tinkoff is organized with an emphasis on interaction, efficiency, and innovation. The team consists of specialists who combine their efforts to achieve common goals related to the development and improvement of products.

  Active collaboration between team members is an important aspect, which allows for the consideration of different points of view and experience. Regular meetings and discussions help maintain communication and promptly respond to changes in user requirements and preferences.

  Furthermore, the team focuses on data analysis and feedback, which facilitates informed decision-making. The use of agile development methods allows for the prompt adaptation of processes depending on current needs and testing results.

  At Tinkoff, the creativity and initiative of its employees is valued, which creates an atmosphere conducive to the generation of new ideas. As a result, the product team actively works to create solutions that meet customer needs and align with the company's strategic goals.

• The interaction between the designer and art director at Wildberries is an important aspect of the creative process. The art director is typically responsible for the overall vision and strategy for the brand's visual presentation, while the designer focuses on the implementation of specific ideas and concepts.

  In this dynamic environment, the art director sets the direction, defining the stylistic and conceptual framework within which the designer must work. They help establish standards of quality and style and ensure consistency across all visual materials. The designer, in turn, uses their skill and creativity to translate these guidelines into practice, creating unique and attractive elements that meet the specified criteria.

  Effective collaboration between them involves a constant exchange of opinions and ideas, which allows for optimal solutions and adaptation to rapidly changing market demands. This interaction not only enriches the final product, but also promotes the professional growth of both specialists, allowing them to learn from each other and develop their skills.

  Thus, the symbiosis of the art director and designer at Wildberries ensures the creation of high-quality visual content that helps the company stand out from the competition and attract customers.