Discussion Thread

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on. 

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document. 

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.  

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
luis@...
------------------------------

One thing I've found helpful for keeping track of multiple projects with overlapping timelines is Google Keep to-do lists. I have a note for each project that I look over once or twice a day. It's also come in handy a few weeks/months after doing something when someone asks if it was completed -- just scroll down through the "checked" boxes to confirm. They can be "shared" lists, but I haven't really taken advantage of that yet.

As far as urgent tasks or daily reminders, I still like handwritten sticky notes at my desk. It's more satisfying to physically highlight things for some reason.

Our company uses timesheets on our database where we log time down to half hour intervals and it interfaces with the project form that contains the budgets. The project records can be checked by anyone at any time.

Within our group we also have workload calendars. We each have a separate Google Calendar named with our initials and " - manpower" for workload division by the project managers. The project managers meet every Monday morning and look at upcoming deadlines and project timelines and divide the workload. The calendars each have just one all day event every M-F. They input the project and the estimated number of hours for that day in parenthesis. (For example: School (3) ABC (5))

If  you know you need time for a certain project you can fill it out ahead of time.

The calendars can be toggled on and off in your calendar so you don't have to have the cluttering up the top of your calendar all the time.
What you end up doing may be drastically different from projected due to unforeseen changes or requests from clients, but it is a good forecasting and work division tool for our group.

-----------------------------
Heidi Wallace EI,A.M.ASCE
Engineer Intern
Tulsa OK
(918)720-8664
------------------------------

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

Those are some great tips! I have tried using Google Keep for individual projects but it just has not worked for me. Instead, I have a to-do list on my google sheet where write down my tasks and that way I can link it directly to the specific project. Then I have an overview of all the projects I have working on with the number of tasks still open as well as hours worked and budget remaining, everything at a glance. 

I really like your calendar idea to keep track of everyone else's workload and your own as well and even "budget" time ahead if you know you will be working on a project or a task later on. 

Thanks for sharing!

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
luis@...
------------------------------

Original Message:
Sent: 05-01-2019 17:38
From: Heidi Wallace
Subject: Best Practices for Time Management and Personal Organization

One thing I've found helpful for keeping track of multiple projects with overlapping timelines is Google Keep to-do lists. I have a note for each project that I look over once or twice a day. It's also come in handy a few weeks/months after doing something when someone asks if it was completed -- just scroll down through the "checked" boxes to confirm. They can be "shared" lists, but I haven't really taken advantage of that yet.

As far as urgent tasks or daily reminders, I still like handwritten sticky notes at my desk. It's more satisfying to physically highlight things for some reason.

Our company uses timesheets on our database where we log time down to half hour intervals and it interfaces with the project form that contains the budgets. The project records can be checked by anyone at any time.

Within our group we also have workload calendars. We each have a separate Google Calendar named with our initials and " - manpower" for workload division by the project managers. The project managers meet every Monday morning and look at upcoming deadlines and project timelines and divide the workload. The calendars each have just one all day event every M-F. They input the project and the estimated number of hours for that day in parenthesis. (For example: School (3) ABC (5))

If  you know you need time for a certain project you can fill it out ahead of time.

The calendars can be toggled on and off in your calendar so you don't have to have the cluttering up the top of your calendar all the time.
What you end up doing may be drastically different from projected due to unforeseen changes or requests from clients, but it is a good forecasting and work division tool for our group.

-----------------------------
Heidi Wallace EI,A.M.ASCE
Engineer Intern
Tulsa OK
(918)720-8664

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

Hi Luis.
Thanks for initiating the discussions on Time Management. As you know, many engineers have to deal with multiple tasks at the same time, and it becomes very crucial at times to keep track of these tasks. Using Google Keep or Google Sheets can be very useful for BAU. However, adding another layer to the discussion, it is essential to channelise your resources (time, energy etc.) by prioritising these activities. As a project manager, I classify the tasks into two channels viz. Fast Lane and Slow Lane. Fast Lane can include tasks/activities that consume lesser time but can become a bottleneck in the overall process. Slow Lane contains tasks which are critical and consume more time (sometimes several hours/days). 

After identifying such activities make sure that you allocate at least an hour a day for the Fast Lane activities. This practice has improved my team's efficiency and can eventually result in lesser troubleshooting at a later stage. Also, the tool/framework is extensively used by many managers. You can easily find resources if you wish to learn after this process. Also, you can modify the tool/framework that suits your working style saving time and other resources.


Thanks.

Kind Regards,
Yogesh Wagh

------------------------------
Yogesh Wagh Aff.M.ASCE
Roseville
610 402635376
------------------------------

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

I really like your advice! I think that comes hand-in-hand with knowing what is coming ahead. Channelizing the task and tackling what you are calling fast lane activities for at least an hour a day is a great idea! 

Thanks for your advice

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
luis@...
------------------------------

Original Message:
Sent: 05-02-2019 02:53
From: Yogesh Wagh
Subject: Best Practices for Time Management and Personal Organization

Hi Luis.
Thanks for initiating the discussions on Time Management. As you know, many engineers have to deal with multiple tasks at the same time, and it becomes very crucial at times to keep track of these tasks. Using Google Keep or Google Sheets can be very useful for BAU. However, adding another layer to the discussion, it is essential to channelise your resources (time, energy etc.) by prioritising these activities. As a project manager, I classify the tasks into two channels viz. Fast Lane and Slow Lane. Fast Lane can include tasks/activities that consume lesser time but can become a bottleneck in the overall process. Slow Lane contains tasks which are critical and consume more time (sometimes several hours/days).

After identifying such activities make sure that you allocate at least an hour a day for the Fast Lane activities. This practice has improved my team's efficiency and can eventually result in lesser troubleshooting at a later stage. Also, the tool/framework is extensively used by many managers. You can easily find resources if you wish to learn after this process. Also, you can modify the tool/framework that suits your working style saving time and other resources.


Thanks.

Kind Regards,
Yogesh Wagh

------------------------------
Yogesh Wagh Aff.M.ASCE
Roseville
610 402635376

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

I highly recommend the book "Getting Things Done: The Art of Stress-Free Productivity"

You will need: 

• An inbox. I use a small paper "Field Notes" brand notebook, an app called "Things 3," and a physical paper tray to collect the physical incoming papers. 
• A task tracking system. I use an app called "Things 3." Many other options out there. 
• A calendar. I just use Apple calendars and my work outlook calendar. 
• A filing system. I have both physical hanging folders and documents on the computer in folders. I view everything as a "project" so files are organized by project. 
• A journal. This system only works if you maintain the system on a daily basis. I do this in an evening review. I'll clean out my inboxes, record tasks and calendar events, file the files, trash the junk, and reflect in a journaling app called "day one."

Also recommend googling or YouTubing "time management."

------------------------------
Jes Barron P.E. M.ASCE
West Point NY
------------------------------

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

I have an active queue set up in excel.  I sort my priorities as they change.  The top 10 are likely on the radar, but the items below are likely completed.  This way I can quickly check the status if something returns to the top of the list.

My biggest issue is archiving and maintaining a library of past projects.  Sorting by job is only helpful if you remember what that job included.  I would prefer a system of items by type and category.  I am looking to handle pdf, Mathcad, dwg, and excel files.  The metadata that can be applied to these files is extremely limited.  I have explored using Windows, Bluebeam, Access, and 3rd party freeware to manage them with little success.  It bothers me that I can sort and search my music files by artist, album, track, genre, and date very easily, but not my work files.  Does anyone know how to easily add metadata to these files or maintain a library using Windows features alone?  Thank you!

------------------------------
Chad Morrison P.E.,M.ASCE
Professional Engineer
Greenville RI
(401)231-4870 EXT 2207
------------------------------

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

The easiest way would be to set up your excel sheet to handle that. I would list the project and create columns for categories or something relevant that you can then sort and find easier. For example, if you have a job that was residential remodel you would have a category for that and maybe even a subcategory for more specific information. I would do that it in excel as you are working on the project, then on your documents file, you could have a folder for the project and then divide it by categories again (think calculations, architectural drawings, etc..). I like to also have folders for information we have received (with the date and short description) as well as folders of information we have sent. To bring everything together I would then reference that folder in your excel sheet to access it with a simple click. 

Hope all of that makes sense and it is useful. Reach out if you want to discuss further.

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
luis@...
------------------------------

Original Message:
Sent: 05-02-2019 08:10
From: Chad Morrison
Subject: Best Practices for Time Management and Personal Organization

I have an active queue set up in excel.  I sort my priorities as they change.  The top 10 are likely on the radar, but the items below are likely completed.  This way I can quickly check the status if something returns to the top of the list.

My biggest issue is archiving and maintaining a library of past projects.  Sorting by job is only helpful if you remember what that job included.  I would prefer a system of items by type and category.  I am looking to handle pdf, Mathcad, dwg, and excel files.  The metadata that can be applied to these files is extremely limited.  I have explored using Windows, Bluebeam, Access, and 3rd party freeware to manage them with little success.  It bothers me that I can sort and search my music files by artist, album, track, genre, and date very easily, but not my work files.  Does anyone know how to easily add metadata to these files or maintain a library using Windows features alone?  Thank you!

------------------------------
Chad Morrison P.E.,M.ASCE
Professional Engineer
Greenville RI
(401)231-4870 EXT 2207

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

@Luis Duque

I read you blog on Notion:

http://www.luisfelipeduque.com/how-i-use-notion-to-keep-my-life-in-order

Do you think Notion has the database ability I am looking for in order to archive better?

------------------------------
Chad Morrison P.E., M.ASCE
Professional Engineer
Greenville RI
------------------------------

Original Message:
Sent: 05-02-2019 10:23 AM
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

The easiest way would be to set up your excel sheet to handle that. I would list the project and create columns for categories or something relevant that you can then sort and find easier. For example, if you have a job that was residential remodel you would have a category for that and maybe even a subcategory for more specific information. I would do that it in excel as you are working on the project, then on your documents file, you could have a folder for the project and then divide it by categories again (think calculations, architectural drawings, etc..). I like to also have folders for information we have received (with the date and short description) as well as folders of information we have sent. To bring everything together I would then reference that folder in your excel sheet to access it with a simple click.

Hope all of that makes sense and it is useful. Reach out if you want to discuss further.

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>

Original Message:
Sent: 05-02-2019 08:10
From: Chad Morrison
Subject: Best Practices for Time Management and Personal Organization

I have an active queue set up in excel.  I sort my priorities as they change.  The top 10 are likely on the radar, but the items below are likely completed.  This way I can quickly check the status if something returns to the top of the list.

My biggest issue is archiving and maintaining a library of past projects.  Sorting by job is only helpful if you remember what that job included.  I would prefer a system of items by type and category.  I am looking to handle pdf, Mathcad, dwg, and excel files.  The metadata that can be applied to these files is extremely limited.  I have explored using Windows, Bluebeam, Access, and 3rd party freeware to manage them with little success.  It bothers me that I can sort and search my music files by artist, album, track, genre, and date very easily, but not my work files.  Does anyone know how to easily add metadata to these files or maintain a library using Windows features alone?  Thank you!

------------------------------
Chad Morrison P.E.,M.ASCE
Professional Engineer
Greenville RI
(401)231-4870 EXT 2207

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

Chad, 

I am happy you found my blog post. When I first started this thread, I did not know about Notion. Notion has become my favorite app to manage, store, and create ideas. I am not sure what the exact use case you are looking for but the database filtering in Notion is pretty powerful with multiple levels of "and" and 'or" filters for basically any property you assign to your entry. You can definitively store files but it is more like Google Drive on the web where you would have to download files like .DWG or .mathcad every time you need to edit them and then re-upload them. It is great to store final files or simply records from old projects. 

I am happy to answer any questions you have about Notion. There is a little bit of a learning curve but it is a truly powerful tool.

------------------------------
Luis Duque EIT, A.M.ASCE
Structural Engineer
Broomfield CO
luis@...
[Phone][Phone2]
------------------------------

Original Message:
Sent: 10-06-2020 03:53 PM
From: Chad Morrison
Subject: Best Practices for Time Management and Personal Organization

@Luis Duque

I read you blog on Notion:

http://www.luisfelipeduque.com/how-i-use-notion-to-keep-my-life-in-order

Do you think Notion has the database ability I am looking for in order to archive better?

------------------------------
Chad Morrison P.E., M.ASCE
Professional Engineer
Greenville RI

Original Message:
Sent: 05-02-2019 10:23 AM
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

The easiest way would be to set up your excel sheet to handle that. I would list the project and create columns for categories or something relevant that you can then sort and find easier. For example, if you have a job that was residential remodel you would have a category for that and maybe even a subcategory for more specific information. I would do that it in excel as you are working on the project, then on your documents file, you could have a folder for the project and then divide it by categories again (think calculations, architectural drawings, etc..). I like to also have folders for information we have received (with the date and short description) as well as folders of information we have sent. To bring everything together I would then reference that folder in your excel sheet to access it with a simple click.

Hope all of that makes sense and it is useful. Reach out if you want to discuss further.

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>

Original Message:
Sent: 05-02-2019 08:10
From: Chad Morrison
Subject: Best Practices for Time Management and Personal Organization

I have an active queue set up in excel.  I sort my priorities as they change.  The top 10 are likely on the radar, but the items below are likely completed.  This way I can quickly check the status if something returns to the top of the list.

My biggest issue is archiving and maintaining a library of past projects.  Sorting by job is only helpful if you remember what that job included.  I would prefer a system of items by type and category.  I am looking to handle pdf, Mathcad, dwg, and excel files.  The metadata that can be applied to these files is extremely limited.  I have explored using Windows, Bluebeam, Access, and 3rd party freeware to manage them with little success.  It bothers me that I can sort and search my music files by artist, album, track, genre, and date very easily, but not my work files.  Does anyone know how to easily add metadata to these files or maintain a library using Windows features alone?  Thank you!

------------------------------
Chad Morrison P.E.,M.ASCE
Professional Engineer
Greenville RI
(401)231-4870 EXT 2207

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

We hired a new drafting technician at the beginning of the year and he does very well with working multiple projects with concurrent deadlines. I have been using his (non-digital) method of prioritization and work tracking on my engineering projects with good success for a few months now. Here's how it works:

• Along the bottom edge of my monitor, I keep one post-it note for each project I am working on. Each post-it has a list of the key tasks (one or two words each) for the project. The post-its are ordered in priority from left to right, and can be rearranged as needed. I add new tasks to the respective post-it and cross off tasks as they are completed and replace post-its when all tasks are completed.
• The other piece that makes the system work well from an organization standpoint is to reserve a shelf in your cube to store documents for active projects. I use post-its with the project name written in sharpie to organize the space on this shelf. In this way, I can keep key project documents (soil profiles, relevant plan sheets, etc.) close at hand without cluttering up my desk with information that is important, but not relevant to my current project.
• At the end of the day, especially on a Friday or before leaving for vacation (or work travel), I typically leave a note to myself on the first thing or two that needs to be done when I come back to the office.

I personally prefer to track my tasks independent of any digital platform. One less program to open, one less thing to take up screen space on your multiple monitors that are already filled with project-critical analysis programs, CADD workspaces, cloud storage repositories, project document PDFs, etc.

------------------------------
Alexander McCaskill A.M.ASCE
HNTB
Geotechnical Engineer
Kansas City MO
------------------------------

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

If I may suggest, stop using the expression "Time Management!"

"Why?"

Because it can not be done, time simply happens, without your permission, or mine.

What we can do is to sort out what we intend to do with our time.

Which includes, by design, simultaneously sorting out what we will NOT be doing at the same time.

I think it was Mr S. Covey who used the "Urgent and Important" activity sorting model.

Personally, I am quite fond of a daily up-on-the-wall simple chart ("Yes, I am older than time!").

And as the real-world unveils itself to you during the work day/week, it is not at all unheard of for 'urgent' to
become 'important,' and 'important' to become 'urgent.'

'Keystone' to this effort remains communication, coordination and cooperation.

p.s. Also, lose the fantasy of 'multitasking' which you eventually learn means you will have to do at least some tasks over at least twice!

Of course, I may be dead-nuts wrong!

Cheers,
Bill




------------------------------
William M. Hayden Jr., Ph.D., P.E., CMQ/OE, F.ASCE
Buffalo, N.Y.

"It is never too late to be what you might have been." -- George Eliot 1819 - 1880
------------------------------

Original Message:
Sent: 05-03-2019 14:26
From: Alexander McCaskill
Subject: Best Practices for Time Management and Personal Organization

We hired a new drafting technician at the beginning of the year and he does very well with working multiple projects with concurrent deadlines. I have been using his (non-digital) method of prioritization and work tracking on my engineering projects with good success for a few months now. Here's how it works:

• Along the bottom edge of my monitor, I keep one post-it note for each project I am working on. Each post-it has a list of the key tasks (one or two words each) for the project. The post-its are ordered in priority from left to right, and can be rearranged as needed. I add new tasks to the respective post-it and cross off tasks as they are completed and replace post-its when all tasks are completed.
• The other piece that makes the system work well from an organization standpoint is to reserve a shelf in your cube to store documents for active projects. I use post-its with the project name written in sharpie to organize the space on this shelf. In this way, I can keep key project documents (soil profiles, relevant plan sheets, etc.) close at hand without cluttering up my desk with information that is important, but not relevant to my current project.
• At the end of the day, especially on a Friday or before leaving for vacation (or work travel), I typically leave a note to myself on the first thing or two that needs to be done when I come back to the office.

I personally prefer to track my tasks independent of any digital platform. One less program to open, one less thing to take up screen space on your multiple monitors that are already filled with project-critical analysis programs, CADD workspaces, cloud storage repositories, project document PDFs, etc.

------------------------------
Alexander McCaskill A.M.ASCE
HNTB
Geotechnical Engineer
Kansas City MO

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------

Bill, I really appreciate your post!  Especially, when it comes to doing the same thing twice!  Much of what we do in engineering is iterative and "trial and error."   It is one of the first methods we learn in class.  Yet in practice, there is an expectation that we get the correct answer the first time.  It's best that we present that illusion to our clients... but often the communication, coordination, and cooperation leads to changes.  To ignore revisiting an old item in favor of starting a new item stifles creativity and does not result in the best product.  It is so important to recognize the chaos of the work day as normal and only an issue of concern when an urgent item becomes a true emergency.  "I was planning on working on it next week" cannot be an excuse. 

We should also recognize the difference between global learners and sequential learners in practice.  Global learners do not multi-task anymore than anyone else.  We simply are comfortable having multiple resources on hand at any one time.  The mess on my desk appears disorganized to some, but it helps in responding quickly to the variety of challenges that come across it daily.

------------------------------
Chad Morrison P.E.,M.ASCE
Professional Engineer
Greenville RI
(401)231-4870 EXT 2207
------------------------------

Original Message:
Sent: 07-10-2019 16:52
From: William Hayden
Subject: Best Practices for Time Management and Personal Organization

If I may suggest, stop using the expression "Time Management!"

"Why?"

Because it can not be done, time simply happens, without your permission, or mine.

What we can do is to sort out what we intend to do with our time.

Which includes, by design, simultaneously sorting out what we will NOT be doing at the same time.

I think it was Mr S. Covey who used the "Urgent and Important" activity sorting model.

Personally, I am quite fond of a daily up-on-the-wall simple chart ("Yes, I am older than time!").

And as the real-world unveils itself to you during the work day/week, it is not at all unheard of for 'urgent' to
become 'important,' and 'important' to become 'urgent.'

'Keystone' to this effort remains communication, coordination and cooperation.

p.s. Also, lose the fantasy of 'multitasking' which you eventually learn means you will have to do at least some tasks over at least twice!

Of course, I may be dead-nuts wrong!

Cheers,
Bill




------------------------------
William M. Hayden Jr., Ph.D., P.E., CMQ/OE, F.ASCE
Buffalo, N.Y.

"It is never too late to be what you might have been." -- George Eliot 1819 - 1880

Original Message:
Sent: 05-03-2019 14:26
From: Alexander McCaskill
Subject: Best Practices for Time Management and Personal Organization

We hired a new drafting technician at the beginning of the year and he does very well with working multiple projects with concurrent deadlines. I have been using his (non-digital) method of prioritization and work tracking on my engineering projects with good success for a few months now. Here's how it works:

• Along the bottom edge of my monitor, I keep one post-it note for each project I am working on. Each post-it has a list of the key tasks (one or two words each) for the project. The post-its are ordered in priority from left to right, and can be rearranged as needed. I add new tasks to the respective post-it and cross off tasks as they are completed and replace post-its when all tasks are completed.
• The other piece that makes the system work well from an organization standpoint is to reserve a shelf in your cube to store documents for active projects. I use post-its with the project name written in sharpie to organize the space on this shelf. In this way, I can keep key project documents (soil profiles, relevant plan sheets, etc.) close at hand without cluttering up my desk with information that is important, but not relevant to my current project.
• At the end of the day, especially on a Friday or before leaving for vacation (or work travel), I typically leave a note to myself on the first thing or two that needs to be done when I come back to the office.

I personally prefer to track my tasks independent of any digital platform. One less program to open, one less thing to take up screen space on your multiple monitors that are already filled with project-critical analysis programs, CADD workspaces, cloud storage repositories, project document PDFs, etc.

------------------------------
Alexander McCaskill A.M.ASCE
HNTB
Geotechnical Engineer
Kansas City MO

Original Message:
Sent: 05-01-2019 16:43
From: Luis Duque
Subject: Best Practices for Time Management and Personal Organization

We all know engineers are great with numbers and solving problems on the fly, but I have recently noticed that we struggle when it comes to manage our own time and organizing our thoughts.

I want to start some discussion on how YOU go about managing your time and organizing your "to-do's" or documents you work on.

I am just a few years out of college and have quickly realized how important it is to keep an engineering journal to keep my thoughts and pieces of information straight, especially when working on multiple projects at the same time. I just use a simple Google doc where I am able to reference relevant links, documents, and emails directly on the document.

In terms of time management, I use a Google sheet to keep track or hours worked on projects and keep track of my budget to meet the target design fee for the project. This also allows me to keep track of my work pipeline to ensure I am on track and not going to miss any deadlines.

What are ways you or your company manage time, organize work, and execute to ensure an efficient project?

------------------------------
Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
------------------------------