Over the years I’ve noticed that many organizations fail to prepare employees, volunteers, and students to manage projects. I guess it is probably a budget related decision. It’s possible that the people running the show wouldn’t know the difference between a successfully run project and an unsuccessful project. But it is a skill everyone needs.
Here is a process you can use to get started.
Goals and Outcomes – If you are given a project, then you’ll probably be given some direction about the goals and outcomes you want to achieve. If not, then you are going to want to give it some thought before you start.
Capture thoughts on paper – I start with a cheap notebook and a nice pen. I like to use a pen with a medium to wide nib because I tend to write in a very sloppy fashion at this stage. This part is all about grabbing thoughts and ideas. My pens of choice: a Lamy Safari with a medium nib and a Sharpie marker.
Develop ideas -What you want to do here is focus your thinking about the project. I like using a whiteboard to develop ideas, which I capture using my iPad and send directly to Evernote. Once you’ve focused your thinking, it’s time to start doing a little research.
Start researching – I use Google Alerts to automate part of this process. It is a pretty good way to gather information. As I find data, articles and images to use I save them using Evernote.
Start outlining the project. Once again I turn to Evernote or Google Docs. I’m also asking the following questions:
- How will I present the final product? You may not have a choice.
- What do I need to present the final product? Text, images, video, audio, headers, etc.
- How will I promote the product?
- Who do I need to talk to about this project?
Move to a project management tool. I’m currently using Trello. I like it because it is visual and I tend to think visually. A spreadsheet will work just fine. If you use Google Docs, then you can easily share the spreadsheet to team members.
Start working and ship the final product – Of course there is always the possibility that a project gets shelved or abandoned at any point in the process. If that happens, I follow the advice of Twyla Tharp. If a project isn’t working out, then she will put it away and bring it out sometime in the future.
A couple of tools that I like to use:
Trello – Just started using this tool. It is a more visual tool and seems to be a little more user-friendly than other tools I’ve used in the past.
Asana – This is a pretty good tool. It is free. I’ve used it in the past. It is largely text based.
Spreadsheet – Really can’t beat a good spreadsheet. I often create a spreadsheet somewhere in the process, even though I use a web-based project management tool.
Google Alerts – If you haven’t setup Google Alerts, you need to do it today. Like, right now. Just search for “Google Alerts”. Then sign in to your account using your gmail login. If your not using gmail, then you are missing out on some really great free tools. So sign up and take advantage. I have Google alerts setup for all sorts of topics. Topics I want to write about, some things I want to learn more about and other things just to see what it will bring me. It is a great tool.
Pinterest – I’ve recently been using Pinterest as a project tool. I’m using it to gather ideas, thoughts, info-graphics, and templates. Those boards are setup as “secret”, which is Pinterestese for private. I think it’s worth checking out and then using it in a fashion that is different than most.
Books on Project Management – Visit Amazon’s Kindle store and search for “free project management ebooks” or some combination of those words. iBooks also has a good selection of free ebooks.