No matter what you’re writing or speaking about, if it’s more than a few lines, it deserves some attention and some planning. That’s basic emphasis of my whole approach. it doesn’t require Microsoft Project or similar software and doesn’t require full-blown project management or a specialist like a certified PMP. You need something that I call ‘Everyday Project Management’

What is Everyday Project Management? It’s an approach between time management and project management that uses tools and techniques of both to deal with projects too big for a todo list, but too small for project management tools. I’ve discussed many of the principles in my paper Notes on Time and Project Management. You can also find some applicable information in my introduction to Project Management ‘Project Management 101′

Let’s consider an example.

Assume you need to make a presentation to the executive committee in your company to provide technical justification for a project that you believe in. There’s a business manager who will handle the financial justification, but you need to demonstrate the technical feasibility of the project. You’ve got to make the presentation in a week, so how will you use your time to be ready when your turn comes up to speak?
When I’m going to make a presentation, I start by doing some simple things:

1. I open a tab in my day planner for the presentation and put related notes there.
2. I make a list of everything I know that I’ll have to do to get ready, working through what are generally called planning and visualization
3. I assign dates to the items in the list and put them on the appropriate task list in my day planner. If I have an automated calendar that I’m using for a group collaboration, I’ll enter the items there and set alarms.
4. I open my day planner to the day of the presentation and start a list of last minute things (charge my laptop battery), things I want to make sure are ready, and things to bring (water, power cord, handouts, etc.).

Planning and Visualization are two parts of almost any project, but for Everyday Projects, we do an abbreviated version. For myself, I like to get the goal sorted out and written down. I find it helps me to define the goal in writing. To define the goal, I use the old SMART thumbrule:

• Specific
• Measureable
• Achievable
• Relevant
• Timed

These are really thinking points to make sure I haven’t left something without thinking about it. My goal is my end point, so I’ll start with the end, my presentation, and what I want it to me like.

My most important list is what I need to do to get this done, my task list. For an everyday project, I set it up in the back of my dayplanner behind a colored tab.

I try break tasks out so that no single task takes too long. I usually use a mind map to build the list because my thinking is non-linear. I’ll translate it into a linear plan later. In building the list, I’ll ask myself some basic questions:

• What things do I need to DO to get ready? My tasks
• What will interfere with getting things done? My constraints
• Are there any sensitive issues I need to be aware of and handle carefully?
• Are there any logical groupings of tasks that I can use to make what I need to do easier?
• Is there one sequence that makes more sense than any other?
• Is there anyone else I can delegate some of the responsibility to or anyone whose help I need?
• What is my time limit for preparation? Not for delivery, but for preparation. I may need to leave time to review my material with my boss or get copies made, or even get approval before the presentation.
• Are there any costs associated with what I need to do? Is the money allocated to do it?

Once I have my task list in hand, I set aside a box or folder to put things in like reports, books, or anything that I might need to refer to during preparation. I’ll also setup a folder on my computer to hold files that I’ll need to refer to.

All of that is a pretty good start, but there’s more to consider. I’m writing a White Paper which I’ll post to tie it all together.

Categories: General