Planning a project can feel overwhelming, but with the right strategies in place, it doesn’t have to be. Recently, I had a great session with one of our project managers, where she shared some pro tips on planning and executing projects more effectively. In this article, I’ll summarise the key takeaways that helped me rethink my approach.
The importance of structure and workflows
My mentor Niyat and I had the privilege of meeting with Zooma's project management guru, Sheila. Before this, I thought I was well-structured. However, Sheila took the time to thoroughly explain the fundamental principles of project planning, offering insights into the most time-effective, structured, and organised methods. I can tell you my hands were nearly smoking from taking notes. Given Zooma's commitment to knowledge-sharing, I want to share some key takeaways from our discussion.
That said, please remember that these tips are filtered through my interpretation and may not apply to all types of projects. Additionally, I may have missed some valuable points that Sheila covered. Now, the fun part!
Identify the Assignment and Delivery
- You'll need to define the assignment clearly (e.g., creating a website for a client or creating guides).
- You must determine the necessary resources and identify experts (e.g., the right designer).
Use resources efficiently
- Always involve the right team members when needed, but not necessarily throughout the project.
- Identify your core team, which will be involved in the entire project, and your supporting team members, who will contribute for a certain amount of time.
Experience and research:
- You should assess whether the project is something you've done before or if it's a new challenge.
- If it's a new type of project, develop the structure from scratch and research it before execution (e.g., consult an expert on the subject).
- If it's done before, look for previous processes and individuals with experience on the matter and workflows, for example.
- Stay flexible throughout.
Planning and milestones:
- Identify milestones and dependencies between phases.
- Ask team members for the estimates of their tasks.
- You should sit down with each expert to break down the project into smaller tasks and use their experience to estimate the time needed for each task.
Daily planning and feedback:
- You should create a daily plan with buffer time for feedback (e.g., illness or unexpected delays).
Adjusting to new ideas:
- If new ideas arise, assess the impact on the timeline and resources.
- Evaluate whether the new additions justify the trade-offs regarding time, impact, or other potential outcomes. Ask, "What are the costs involved?" "What compromises will be necessary?"
- Have a dialogue with the client about their opinion and desires.
Tools and process:
- Before starting, clarify and establish the work process and discuss it with team members.
- Use PowerPoint, Teamwork, Trello, and Excel to visualise the steps.
With this list, you can continuously check yourself to ensure you stick to the plan. I have already started implementing this for my project planning, making it much easier to take control of the overall process.
Happy Friday!