Your team is midway through revamping a major client’s website, but tasks are piling up due to poor time management. The UI designers submitted their initial drafts late, leaving little room for feedback. When the client was available for review, no one followed up on time, and now their schedule is packed.
Now, the developers are stuck waiting for design approval and cannot proceed. Meanwhile, the deadline remains fixed, and pressure is mounting.
The delays could have been avoided with better time planning, but now the team faces tough choices—rush the client for feedback, push the deadline, or reassign resources to prevent downtime.
This is what happens when project timelines are not managed effectively. Dependencies create holdups and work stalls, and last-minute firefighting becomes the norm. Had there been a clearer workflow and better visibility, these delays could have been avoided.
When faced with similar conundrum, , a leading player in China's online audio field, partnered with Meegle to boost their R&D efficiency by 50%.
In this article, we’ll explain how Meegle can help you manage your time better. We'll also share useful tips and project time management strategies to keep workflows running smoothly and eliminate last-minute scrambling.
What is project time management?
Project time management involves planning, scheduling, and controlling tasks to complete a project on time and within budget. A solid time management plan accounts for unexpected delays and helps adjust tasks as needed.
The key to project time management is setting clear deadlines for the timely completion of each task and assigning resources appropriately.
250px|700px|reset
加载中，请稍后
Tasks in stages of completion on Meegle's Kanban board
Effective time management involves:
- Defining tasks: You break the project into actionable steps. For example, in a website launch, tasks include UI design, content creation, and backend development.
- Sequencing activities: You identify dependencies and set the task order. Developers can’t build features until designers finalize the UI.
- Estimating time: You should be able to predict how long each task will take. A mobile app prototype may take two weeks, while final testing needs another week.
- Scheduling work: Next, you assign deadlines and allocate resources. If a designer is working on two projects, scheduling tasks strategically prevents overload.
- Monitoring progress: Finally, you track performance and make necessary adjustments. If testing is delayed, you can shift resources or extend the deadline to maintain quality.
Project managers often define time management differently depending on their methodology. For example, Agile project management focuses on short sprints with iterative progress, whereas Kanban emphasizes continuous workflow by limiting work in progress (WIP).
Why is project time management important?
Effective time management keeps projects on track by helping managers prioritize tasks, allocate resources wisely, and anticipate potential delays or cost overruns before they escalate.
Without proper time management, projects can easily go off course, resulting in missed deadlines, increased costs, and frustrated stakeholders. Over time, these inefficiencies can lower team productivity and even damage a company's reputation.
250px|700px|reset
加载中，请稍后
List view of delays in Meegle
Here are some key benefits of managing time well in projects:
- Meeting deadlines: Hitting milestones on time keeps the project moving forward and avoids last-minute stress.
- Resource optimization: Careful planning prevents roadblocks, improves team collaboration, and maximizes productivity.
- Risk mitigation: Addressing potential delays early minimizes disruptions and keeps costs in check.
- Client satisfaction: Delivering on time boosts client satisfaction and trust, and increases the likelihood of repeat business.
- Cost control: Staying on schedule helps control costs, keeping the project within budget.
- Team morale: Completing tasks on time motivates the team, reinforcing a sense of achievement and commitment.
Elements of project time management
Now that we've covered the benefits, let's review some practical strategies and how Meegle can effectively improve your project time management process.
Estimating project timelines
Before defining tasks and setting sequences, you must first establish the project schedule, laying the groundwork for everything that follows. A well-structured plan gives clarity, accountability, and alignment among stakeholders.
During this phase, you:
- Set rules and procedures
- Clarify objectives
- Define deliverables
- Establish due dates
- Select software for tracking and controlling the schedule
You should also finalize the project deadline with stakeholders at this stage. Using the right time management tools can make this process more efficient.
As a process collaboration platform for enterprises, Meegle simplifies complex projects into a series of connected steps with its unique features. For example, with Meegle’s node-based workflows, you can map out each task, clearly showing dependencies and milestones for a complete project overview.
This workflow works best if your project has tasks carried out in parallel as well as those that depend on previous steps being completed first. This ensures that teams can work without bottlenecks, as everyone knows what needs to be done and when.
For example, if you're handling a software implementation, the IT team can set up infrastructure while the training team prepares onboarding materials. Meanwhile, security assessments and compliance reviews can happen in sequence, ensuring a smooth rollout.
250px|700px|reset
加载中，请稍后
Simplify project time management by mapping out every task and milestone
You can assign "Node Owners" to each task, making responsibilities clear, and organize "Node Forms" to define the necessary steps and resources.
However, for small and Agile teams, Meegle’s status-driven workflow is a better approach for project management. A status-driven workflow moves tasks through different stages based on their current status rather than a strict sequence.
250px|700px|reset
加载中，请稍后
Track task progress in real time with status-driven workflow
You can track tasks using four status categories: "Not initiated," "Processing," "Not ended," and "Archived."
For example, in the bug tracking process, once a bug is marked as “Not initiated,” the development team can start working on the next step, which is fixing the issue, and mark it as “Processing.” After the fix is applied, the bug moves to the “Not ended” stage, indicating the fix needs to be tested before it’s marked as completed and then “Archived.” These automatic updates keep everyone aware of progress, and tasks are constantly advancing.
As project dynamics evolve, you can easily modify either workflow with a single click. Adjust roles, decision points, and other key components to reflect changes in the project, keeping everything in line with your project’s specific needs.
The platform also removes the need for manual handoffs by automating task progression. Once a task is completed, Meegle automatically advances the workflow to the next step, reducing delays and keeping the project schedule intact.
Prioritized project scheduling
After estimating project timelines, effective time management is necessary to prioritize tasks and distinguish between what is important and what is urgent. Prioritization is crucial to make sure the most critical and complex tasks are completed first, while less pressing tasks don’t hinder your project’s progress.
250px|700px|reset
加载中，请稍后
Visualized project progress display in Meegle's Gantt Chart
A useful tool for prioritizing is the Eisenhower Matrix. It categorizes tasks into four groups based on urgency and importance:
- Important and urgent: Tackle these tasks immediately
- Important but not urgent: Schedule these tasks for later
- Urgent but not important: Delegate these tasks if possible
- Not urgent and not important: Postpone or remove these tasks
Once tasks are prioritized, the next step is to structure them into a clear schedule, with dependencies and deadlines aligned smoothly. This is where Gantt Charts become valuable for time management and organization.
For complex projects, such as video production, Gantt Charts can visually represent your project timeline. They show task durations, dependencies, and critical stages. In video production, for instance, stages like scriptwriting, filming, and editing rely on one another. Gantt Charts help identify overlaps and allow you to schedule parallel tasks, keeping everything on track.
250px|700px|reset
加载中，请稍后
Visually map tasks on a calendar, highlighting how they overlap and progress over time
Once tasks are organized, the next step in project planning is identifying the critical path. This project scheduling technique refers to the sequence of tasks that must be completed on time to ensure project success. Understanding the critical path allows you to assess risks, avoid delays, and focus efforts on the most crucial tasks.
Now that you’ve identified priorities and the critical path, the next step is time blocking. Time blocking involves scheduling specific blocks of time for each task based on priority. It helps you focus on one task at a time without distractions, and is an effective way to avoid multitasking, which can reduce productivity.
250px|700px|reset
加载中，请稍后
View team member schedules and workload, estimated in person-days (PD)
Creating an efficient schedule is one thing, but keeping it on track is another.
With Meegle, you can oversee your project calendar in real time. It allows you to quickly set realistic estimates for each task, adjusting as needed based on available resources.
The built-in scheduling tools give you a clear, real-time view of your team's availability and project progress. You can also account for holidays, team time off, and other critical dates, which is especially helpful when managing remote teams.
250px|700px|reset
加载中，请稍后
View team member schedules and workload, estimated in person-days (PD)
For example, if your team is behind on a critical task, the system will notify you and automatically suggest rescheduling or adjusting priorities. This makes it easy to stay on top of your project and adjust your schedule as circumstances change.
Plus, automation lets you send a due date reminder to the node owner and the relevant group one day before a feature’s estimated completion, keeping your team ahead of deadlines.
250px|700px|reset
加载中，请稍后
Send a reminder to the node owner about the due date
If you don’t have all the details, start by outlining your typical working days. Once you’ve done that, you can create more accurate and realistic time blocks for each task.
Tracking for project deviations
Project delays, resource shortages, or unexpected risks can easily derail a project if not identified early. Shifting priorities or scope creep may also cause timelines to shift unexpectedly. Regular project tracking is a critical time management practice that helps you compare actual progress with the original plan, identifying these issues before they escalate.
To stay ahead of these challenges, you need a clear, real-time view of your project’s progress.
Meegle’s schedule management mode of the Tree View presents the entire project timeline in one view, alongside a Gantt chart. The feature provides a high-level overview, displaying key data on time management, status, and workload in clear, colorful charts.
250px|700px|reset
加载中，请稍后
See your project timeline using schedule management mode in the tree view
In addition, Meegle helps you track each team member’s skills, availability, and workload, allowing for efficient resource allocation and preventing burnout. If a project team member is overloaded, you can easily adjust their tasks, leading to a happier, more engaged team.
Communication is the backbone of successful projects, and Meegle strengthens it at every level. Meegle tracks project data on dashboards and automatically sends notifications, keeping stakeholders engaged.
These notifications can be customized to alert stakeholders about the most relevant updates, such as task completions, approaching deadlines, workload changes, and resource availability adjustments. With custom updates, teams stay informed and can quickly respond to project developments.
250px|700px|reset
加载中，请稍后
Create automated notifications for custom triggers with Meegle
Meegle offers a wide selection of integrations that aid in collaboration. Its integration with Zapier makes it easy to automate tasks and connect Meegle with over 5,000 apps. With this, you can set up triggers to automatically create tasks in Meegle when you receive an email or when a form is filled out, reducing the need for manual input.
250px|700px|reset
加载中，请稍后
Keep stakeholders updated on project progress and timelines
Meegle also provides a range of charts, including pie, line, and bar graphs, to help visualize project data effectively. These customizable charts allow teams to track progress, analyze trends, and make informed decisions at a glance.
250px|700px|reset
加载中，请稍后
Get a clear overview of your project’s progress with customizable dashboards
Customer story: How Meegle helped LIZHI save time and improve R&D processes
LIZHI, a leading player in China’s online audio field, is on a mission to create a comprehensive audio ecosystem where users connect and interact through voice. Its flagship products, the LIZHI App and LIZHI Podcast, are central to this vision. As the company expanded globally, its workforce and business units grew, and workspaces became increasingly distributed.
These are the challenges that LIZHI faced and how Meegle helped overcome them:
After adopting Meegle, LIZHI initially witnessed a 50% boost in R&D efficiency within a small project team. Recognizing its value, the company scaled the solution to include approximately 700 employees. Mr. Yibin Huang, Head of the Operations and Quality Department, and his team began measuring R&D efficiency through key performance indicators such as feature count, delivery cycles, and manpower estimates.
Additionally, Meegle’s member scheduling provided crucial insights into workload distribution. This allowed Mr. Huang to swiftly reassign engineers when unexpected resource needs arose, ensuring that urgent tasks were addressed promptly.
By integrating Meegle into its project management processes, LIZHI changed its entire project lifecycle. The streamlined workflows and enhanced transparency helped with team collaboration and also positioned LIZHI to respond more effectively to evolving user needs, driving overall productivity and success.
Manage your time effectively with Meegle
Meeting deadlines and hitting goals doesn’t require a magic formula, but effective project time management comes close. With the right strategies and project management software, you can organize your workday and get more done. Soon, you'll notice:
- Increased productivity for your team
- Easier task execution
- More time as everything gets organized
- Less stress from last-minute work
If you want to optimize your team’s time like LIZHI did, try Meegle today. Get started with Meegle’s Free Forever Plan and access essential project time management features to stay on track.
FAQs
What is time management in project management?
Time management in project management refers to the planning and controlling the amount of time spent on project tasks. It helps meet deadlines and use resources efficiently, keeping the project focused and within scope.
What are the 3 key activities of project time management?
The three key activities are planning the schedule, monitoring and controlling progress, and closing the project. These steps help define the timeline for project activities, track progress, and guarantee tasks are completed on time.
What are the 5 Ps of time management?
The 5 Ps are Prioritize, Plan, Prepare, Perform, and Persist. They guide you to focus on important tasks, organize your time, and avoid delays, ensuring timely project completion.
What are the 7 steps of time management?
The 7 steps are setting clear goals, identifying tasks, prioritising tasks, creating a schedule, eliminating distractions, monitoring progress, and evaluating results.
