When met with a goal and a deadline, what is your first step to getting started? Mine is to create a new spreadsheet. It is fairly uncomplicated. Task, due date, and responsible party: those are the columns for starters. As the list grows, tasks are divided into categories, shown in a new column. When tasks in each category grow to number more than five in each, I may create separate pages. The list gets a daily review, and I get a moment of satisfaction when items receive a ‘completed’ check mark. I eventually start a page called “Done” and copy the finished items to it, making my To Do list shorter and easier to manage.
Project management is more precise with its principles and tools. Its complexity can be off-putting if one tries to master every process immediately. If you remain clearly focused on what you want to have happen as an outcome of the work, you can implement tools as they are needed instead of because they are recommended. Lean project management.
How do you manage complex activities? By lists? By calendar entries? By using project management software that produces Gantt charts and other graphics? What is the simplest level of support that you need to get the job done?
I must return to my first statement, that creating a new spreadsheet is my first step. Well, yes, for the organization of tasks it is. But in truth, a couple of other steps precede this. One is the written statement or charter which delineates what will be done, who is involved and where they are, when milestones and final deadlines occur, how the project is staffed, financed, and housed, and what the communications plan involves. Is there a client to keep informed? Colleagues? Staff? External parties? How will you alert others to progress. Having this material published in a written document is key to success if more than one person (you) are involved.
The other step is printing of a calendar with competing activities and obligations (and holidays) posted on it. This provides a reality check as to when work might be done without foregoing the benefit of having a life. Further, it helps in setting milestones: is there a key meeting at which progress must be reported? Will external or internal events be delayed if your project is not timed to dovetail with others’ plans?
While much of my documentation is online, I like the visual effect of a wall mounted board. It takes scribbles, sticky notes, and push pins without the delay of booting up. And it offers a place to focus when the project dissolves into chaos. That board is an anchor!
Big or small, projects are improved with a dose of management. Costs can be trimmed, time can be saved, and most importantly, your mental balance can be preserved. Try some of these tools – do you have others to add?
