Timeframe planning: what does timeboxing mean in agile project management?
Successful project managers are strong in numbers, planning and good with teams. However, their ability to manage time effectively, to manage the completion of tasks in a focused manner and within a set timeframe is particularly important. Time is money, so those who manage it well become much more productive. In this article, we'll look at time-frame planning, or timeboxing, and what you can do to make the best use of your working hours.
What is a time-frame planning method?
Time-frame planning or timeboxing is the scrum and the in agile project management a time management technique where specific tasks are assigned fixed and realistic deadlines. This ensures that time is used efficiently to get the job done within the set timeframe, which can range from minutes to weeks to months, depending on the complexity.
The aim of the method is to focus and productivity increase. It effectively reduces procrastination, optimising the time spent on the work to be done.
Unlike traditional approaches, which focus on the completion of tasks, the time-frame approach emphasises the importance of respecting the time allocated. A strict time limit becomes a motivating factor to complete the task.
An important rule is that teams should finish their work when the timeframe is up, reviewing their progress, analysing their success or failure in order to improve future iterations and sprint planning timelines. Examine whether the desired goal was achieved.
The time-frame technique can be used to schedule individual tasks, but it can also help to organise teamwork and make meetings more manageable.
How to increase efficiency with time-frame planning?
Parkinson's law says that you need exactly as much time as you have available to do each job.
People tend to push work to fill the total time available to complete it. This in turn reduces productivity.
PLEASURE: Suppose you have 2 weeks to complete a certain task. Regardless of the fact that it could realistically be completed sooner, we subconsciously tailor the tasks so that they are not completed in less than 2 weeks. If there is some time left, we typically spend it on improving the outcome of the work rather than handing it in immediately after completion.
Time-frame planning can help avoid all this. Therefore, ideally, time boxes should be kept short. And larger tasks should be broken down into small chunks for efficiency.
What are the benefits of timeboxing?
Now let's look at the main positive effects of time-frame-based planning:
- Improves time management skills
- Reducing maximalism
- Helps fight procrastination
- Increases focus
- Prevents multitasking, which would reduce efficiency
- Boost productivity
- Works well in both individual and team work
- Determine the time available for each task
- Helps measure productivity
- Saves time
Timeframe planning in agile and hybrid project management
A timeframe is a fixed period of time that is defined for a process within a project. The idea is to implement the content and scope of a timebox within the planned timeframe, keeping in mind the objective set.
To make this possible, the time box must be short enough to ensure productivity, but long enough to deliver quality results.
The time-frame method is iterative - maximising efforts within a given time interval to achieve a certain goal. We then review the work and move on to the next time slice, thus forming a cycle of successive periods, like an iteration and sprint.
Timeframes are designed to guide iterative development. The iteration are the cycles we follow with the team to meet stakeholder requirements.
But why are these time frames so short? Because most of the time we can only estimate how long a task will take. It is therefore essential to have an idea of how to control the time spent, which will allow you to deliver the work within the timeframe.
What scrum events can be time-framed?
The sprint itself is a timebox. This is the time frame in which agile teams have to complete the task according to the sprint's objective. But the sprint itself consists of a series of events that can also be time-boxed.
How do we plan the time frame?
Timeframe is the general term for iterative periods in agile project management. These periods are usually the same, so you don't have to worry about defining the time box for the next iteration each time.
However, there can be many other daily management activities that can benefit from timeboxing.
For example, regular meetings with the team or stakeholders, running analyses or reports, etc. But it can also be useful for meetings where different points of view can save endless discussions by setting the right timeframe.
It is important to take these aspects into account when planning your time frame!
Realistic goals, within a realistic timeframe
The first step is always to review the objectives, and the timeframe should be set accordingly. Make sure that the tasks to be completed can be done within the timeframe set.
A precise overview of the tasks
Each task of the project must be examined and plans made for how it can be completed within a given timeframe. Timeframes are key in agile management because they generate iterations. Short iterations allow you to share the workload and ensure that everyone can move forward when they need to.
Overview, testing
Testing is the follow-up phase. It is essential to make sure that the work done has achieved its purpose. The results of the agile timebox should be submitted to stakeholders for approval and comment after testing is completed.
Any input that requires action should be collected. Further testing may be necessary to take account of changes. The results should then be compared with the targets to determine whether the timebox was successful. A new sprint planning timebox will be required if any of the targets have not been met by the end of the timebox.
Testing the time frame
Finally, the timebox should be thoroughly tested. Agile management recommends planning the next iteration if unexpected problems arise during the timebox or if certain objectives are not met. Also, do not forget to evaluate the work in progress and decide whether it needs to be continued, set aside indefinitely or scheduled for a later date.
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