The plans haven’t been approved, the layout is with the client until the Marketing Division head is in town, the part is backordered, whatever the reason, your project may be a victim of the dreaded down time. What do you do when it hits you?
Don’t look at this as a bad thing. Everything has a purpose. Even down time.
Many project managers have a unique ability to formulate new ideas and designs into precise future plans. Take the free time to let your imagination come to the forefront and lead a brainstorming session for a tentative plan you have conjured. Even if it never gets off the ground, it is a good opportunity to learn more about the abilities of your staff. Work off of them, building up their confidence. Use your charisma to sell the idea to the staff and get them behind you. When you are faced with the chance to showcase your talents, you will be well prepared.
- You can also use this spare time to focus on the project and tie up any other loose ends. Go through your schedule and review it carefully. Work extra hard to bring focus to your team. Determine what tasks belong to whom and ask for a report on their action plan. Guide them towards a well-planned mission with precise goals.
- Contact your vendors or subcontractors and discuss their phase of the project. Be willing to facilitate a resolution to any situations that may be brought up. Be proactive and willing to compromise if you encounter any unknown possible issues.
- Stabilize work on the project by reviewing contracts and job scopes. Analyze possible trade-offs that may assist the completion of the project and be ready to execute a plan if you can realize a benefit. Organize your future schedule for efficiency and work hard to achieve a good balance throughout the project.
- You most likely report to the owner or developer of the project, use this time to review his or her expectations and dial in any concerns that the person may be having. Be prepared for the additional work this may create. Discuss the project in advance with your staff to ensure you come across as on top of your duties.
The problem with projects is there really is no down time. It is quickly filled with things to do, meetings to attend, documents to prepare and vendors or contractors to interview. Remember that if you slow down too much you will fall behind significantly on your schedule causing reactive managing. You are much better off tending to all the nuances of your specific project.