Organize Your Projects
Why organizing projects might take longer than you think.
By Lenka Davis
Time Warp
You might feel that time has gone by very fast and are asking yourself how it is possible that January is already over. Or, you might feel that January was so full of events and activities that you are wondering why it seems like so much time has passed, and, “is it just the beginning of February”? Either way, here we are. You might still be organizing your projects for the coming year, or at least the next three months. Below are some ideas for you to use to help you get going.
The beginning of the year is a time for a re-evaluation of what you want to do, what you need to do and where your projects are at right now (what state are they in). A couple of reasons that projects might feel like they are slow to get up and running with any visible progress depends on the people and the analysis needed.
People
Have the right discussions happened? Are people aligned and are they ready to work on this project? Are all the issues uncovered and tracked?
Analysis
Anything that can be estimated, analysed and tracked, is that been set up to be tracked and managed?
It does not matter how slowly you go as long as you do not stop. Confucius
Visible and Invisible Parts
Contributing Project Management Institute subject matter expert, Mike Griffiths shows us a wonderful graphic of the Project Management Iceberg. In the graphic he shows what is visible and what is invisible for any project. He wrote an article to help explain AI and Project Management but this graphic is also relevant at showing what happens behind the scenes for a project to be successful.
If your project does not see much visible progress, it might still be getting the invisible parts completed.
PM Iceburg
Visible parts of the project
Visible Deliverables: Project Charters, Schedules, Estimates, Budgets, Communications
Invisible parts of the project
Collaboration - Discussions, workshops, etc. with stakeholder groups
Analysis - estimation, dependency analysis, risk management
Coordination - stakeholder tracking, progress feedback, issue management
Getting Your Head Around It
Whether kicking off new projects or continuing on with projects from the end of last year, project managers need to get the whole team re-energized and reconnected. Getting your head back into the project and then getting your team back on track takes energy. What was completed, what is left to be done. Often people who take a break have time to rethink priorities or have a slight adjustment made to the direction that the project should go. Most importantly, bringing enthusiasm and energy to the project and the team will help start things off in a positive direction.
Bart Gerardi, wrote for the Project Management Institute (PMI), describing how people feel after returning to work from the December winter break, “It’s not uncommon for people to feel disconnected from their work as they return. People’s routines have changed, and the return to work takes a mental adjustment.”
Start with team building to get the project off to a good start. Your project is all done by people, they need to feel they are a valued part of the teams.
“The best way out is always through.”
Leave Room for Life to Happen
One of the biggest mistakes in planning is overbooking your time. Unexpected events, opportunities, and the occasional need to simply do nothing are all parts of life. Allow flexibility in your schedule to accommodate the unplanned. Add in an hour, a day or even a week that is not booked. This buffer will help you adapt without stress and enjoy the journey.
Keep It Simple
While it’s tempting to create elaborate plans, simplicity is key. Focus on your priorities, and use straightforward tools like to-do lists, calendars, or basic project management software. Complexity often leads to being overwhelmed and lots of administrative overhead. Aim for clarity and ease in your approach. Simplify, simplify, simplify!
Fun Fact
Team building was first introduced in the 1920 and 1930 when studying and applying psychology began to gain traction in the business world. Western Electric in Chicago, Illinois observed workers which conditions were optimal for performance. It was aimed to increase worker productivity and optimal performance. “Silicon Valley proved to be a leader in the realm of team culture throughout the early 2000s, as leaders in other industry sectors eagerly adopted tech-company-originating team activities such as hackathons, book clubs, and extravagant outings.” The global pandemic of 2020 ushered in a new wave of remote team building activities including Zoom calls with special guests offering classes, demonstrations, or presentations of the teams interest. Today team building is anything from eating lunch together to going to escape rooms to office games and trivia.
Ready to get started? Contact us to learn how we can help you organize your project management for greater success.
