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Converting Downtime to Useful Uptime Can Increase the Chances of Meeting Project Timelines.

Downtime is a period when the activities in your scheme are on hold. Many factors can pile up and lead to a halt in normal project activities.

On the other end, uptime refers to the period in which normal activities are running smoothly. During this period, there are no interruptions in the workflow.

But maintaining productivity during downtime can ensure activities continue without interruption.

Boredom can affect the motivation levels of personnel. Staff may decide to engage in non-work activities that will not help in achieving the project’s goals.

Lack of motivation often leads to a drop in the quality of work. Promoting uptime can help in ensuring work runs continuously. It also ensures that morale levels and work efficiency stay high.

An active and ever-motivated team makes the difference between productive and non-productive downtime. Successful project managers work to reduce time wastage to a minimum.

Downtime is hard to anticipate. It can happen when you least expect it. Inconveniences and unplanned-for expenses may arise if you don’t handle them well.

 What Causes Downtime in Projects?

Never-ending uptime is something all Project Managers desire, but only experienced managers can remain constructive during downtime.

In a real-world situation, downtime is likely to occur at any time. Several factors may cause downtime in project tasks. The most common ones include:-

1.  Commute time

Commute time may not seem like part of the project’s activities, but it is an essential time that many people waste. Many people spend this time daydreaming or even listening to music.

An active project manager or worker should be able to use this time to plan for upcoming tasks. You can also review previous jobs during this period. That way, you can increase productivity during downtime by learning what to expect once you report to your workplace.

2.  Staff delays

Delays are common during projects and often contribute to a large percentage of the overall downtime. Sluggishness can be a result of staff behavior.

The kickoff of some tasks within a project depends on the conclusion of others. Delays in the first tasks hinder progress in the tasks that follow.

Late meeting attendance also leads to time wastage and the overall downtime of the project. Project building activities should go on when such delays happen to maintain productivity during downtime.

3.  The spare time during work

Hardworking personnel often have lots of free time after they have completed their activities of the day. Some project managers also have some free time as they delegate most tasks to their subordinates.

Spare time goes to waste mostly through abuse of social media and idle gossiping. Collaboration can occur at such times, ensuring there is an optimal workflow.

4.  Information technology issues

Information technology issues are the leading cause of downtime within projects. In this modern era, we tend to depend on a lot of computer systems. Computers power almost all projects by aiding in data storage, analysis, as well as monitoring of project activities.

Computer downtime can be a result of the internet, software, and hardware problems. Projects that highly depend on computer systems can come to a halt due to technical hitches.

 Promoting Uptime when Downtime occurs in a Project

Ensuring productivity during downtime can allow for the continuation of constructive tasks within a project. Managing boredom is also easy because staffs are busy performing tasks.

Here are the best ways to make sure you have as minimal downtime as possible:

1.  Project staff need training and empowerment

Project managers should motivate employees at all times. Staff should be aware of the tasks at hand and how to deal effectively with downtime. That way, they can focus and plan for project activities.

Staff training helps impart an understanding of operating systems and the ethics of the project. An understanding of project systems is essential in ensuring that they can detect issues early. Repair of operation systems can happen before time to prevent downtime as a result of IT issues.

Training in workplace ethics helps to teach personnel how they should act all through the project. The workforce needs to understand that breaktime is a time to be innovative and creative. Downtime should promote collaboration between staff in developing corrective measures for the situation.

Such actions assist in promoting productivity during downtime and ensuring the continuous flow of project activities. Motivation levels and productivity levels can stay at a high level. Managing boredom during downtime ensures that the staff is efficient and tasks end on time.

2.  Ensure there is a preventative maintenance system

Project managers should ensure there is a detection system that schedules the maintenance of equipment and systems. Maintenance helps in promoting uptime by guaranteeing equipment and systems are reliable.

Maintenance schedules can be set up manually on a document or digitally on a computer system.

Repair and calibration of equipment and systems may seem like a time-wasting or expensive endeavor. However, it may save the project a lot of resources in the long term.

3.  Conduct software and equipment upgrade

Obsolete software and apparatus can increase downtime within a project. Maintenance may help improve the lifespan of systems and devices, but it has a limit to how much it can help. Upgrade in systems such as your project management software and equipment helps to promote uptime in all activities.

Upgrades often come with new benefits to the project. Software and hardware improvements improve the operational efficiency of tasks. Delivery and achievement of goals are more manageable when you have the right tools.

An upgrade should happen according to a schedule. It should be organized thoughtfully to ensure minimal interruption of project tasks.

4.  Ensure there is a sturdy backup system

Downtime can reduce drastically if there is a robust backup of data. System backups ensure that project operations do not halt during system crashes. System restoration is always faster and cheaper than starting from scratch.

Winding-up

Downtime is never a reason to relax. Project managers should ensure there is precise coordination of activities at any given time.

Personnel should be trained on the various ways to use downtime to benefit a project. Following the above best practices can help you maintain productivity during downtime.

Because time is a limited resource, always make good use of the time you have to increase the chances of meeting deadlines.