My husband, Jeff, is a Project Management Professional (PMP). He oversees Information Technology (IT) projects for the State of Ohio.
You and I are project managers, too. Without thinking about it, we go through certain steps to make sure something gets done on time. Sometimes we miss a step, the project falters, and we are scrambling to catch up. Perhaps we can learn some tips from the experts.
First, let’s make sure we agree on what a project is. This is the short definition in Project Management for Dummies by Stanley E. Portny, PMP:
A project is a temporary undertaking performed to produce a unique product, service, or result.
In plain English, that means:
- A project has a beginning, middle and an end with specific start and end dates.
- The result or product is well-defined and measurable.
- Resources are necessary to complete the project (ex. people’s time and effort, money).
There are 5 steps that constitute a complete project cycle. Let’s walk through the steps and apply them to a summer project. Say, for example, you want to take a trip to see the Grand Canyon.
- Initiating – Starting the project by clarifying needs/desires, expectations, budget, who will be involved.~~ Decide you are actually going to take that trip to Arizona to see the Grand Canyon. Invite
people to go with you, ask what else they want to see. Estimate how much the trip will cost
and whether you can afford it. - Planning – Working out details on what is involved (scope), resources available, timing, and what can go wrong. Decide who will do what and when in order to be done on time.~~Check out airfares to see where and when you will fly out west. Plan how long you will stay based on available resources. Map out what you will see and where you need to book overnight stays. Look at the extended forecast for an idea of what to pack. Think about what could go wrong and plan for contingencies.
- Executing – Taking action; work as a team.~~Book flights, rental car, hotel rooms. Have mail and papers held. Pack suitcases, get spending money and meet at the airport at the appropriate date and time. Delegate some tasks to make other traveler(s) feel invested in the process.
- Monitoring/Controlling – Tracking performance to stay on time and budget.~~While vacationing according to plan, be flexible to account for unexpected delays or expenses. Adjust your itinerary accordingly to stay within your budget and get to the airport on time to come home.
- Closing – Get approval on final results. Do a post-project evaluation to acknowledge what did well, lessons learned on ways to improve.~~Pat yourself on the back for checking that wish off your bucket list! Jot down a few notes on what you will do differently next time.
My Request to You
Take a piece of paper. Identify one project you are thinking of starting or are in the middle of.
Write the 5 steps on your paper. Next to each one, brainstorm what tasks/actions will be needed.
Assign a start and an end date to your project. Then work backward asking yourself, “When will I have to get this particular task done in order to finish my project on time?”
You will be amazed at the solid plan you end up with! Call this your “skeleton” and flesh it out as you walk through each stage. Don’t you love having a plan on paper so you don’t have to waste brain cells rethinking all the time? Now, just do it!