Having a unique skill set can be a blessing and a curse. In my case, I’m the go-to girl for graphic design projects. While there’s some degree of security in being the only person with that ability, being the only person that can do a particular task can get real overwhelming real fast.
In the past, I’ve taken any and all projects. Redo scheduled maintenance sheets? Sure! Make a sign for a door? Coming right up! Write a blog post? I’d love to! They’re all billed as quick and easy tasks, but the reality is that they were rarely quick and seldom easy. Between designing the piece, getting approval, making edits, and working with outside vendors to produce the damn thing, these 5-minute projects became big, complicated time-sucks. And, worse, they were getting in the way of completing more important projects.
After getting burned on some projects that ultimately suffered agonizingly long deaths and coming dangerously close to being burned out, I had to take a step back and reevaluate how I handle my workload. The result was this: A crash course in project management.
Before starting anything, clearly define your project
Even Houdini couldn’t pull an effective project out of his butt. Your coworkers or staff shouldn’t expect you to do the same. Yes, it may take time on their parts, but the result is a smoother process and that produces better outcomes. Make sure this thing you’re creating is built on a solid foundation by clearly:
Be flexible and always have a Plan B
Now, don’t tell my coworkers this, but I usually build as much as a week into any project timeline. People may get sick. Machinery may break. Deadlines may get overshot. Stuff inevitably happens. Don’t let that stuff derail your progress or, worse, derail your project altogether. Take into account human factors. Do you know your boss isn’t good at giving you feedback in a timely fashion? Make sure you give them ample time to do so before your project is due. Will you have to source a new vendor? Take the time to find and vet a vendor that will best help you achieve your goals. What if a team member gets sick (or sick of the project)? Know whom the next best person is to take on that team member’s responsibilities.
Use your resources
I often liken getting everyone on the same page to herding cats. Mr. Pickles is playing with a ball of yarn on the opposite side of the building, and not privy to day-to-day project updates. Günter is in the middle of a big laser pointer-chasing project and won’t be able to devote his full attention to your project for a while. And Moosey is flat pretending like he can’t hear you calling a meeting.
There are many ways in which you can disseminate information and improve your workflow. For instance, I’ve built an internal site wherein members of our sales team can access resources and information. While it’s a passive means of communication, it has the wiki-like ability to collect, organize, and disseminate a large amount of information. In addition, I’ve created a work order form to better manage the one-off tasks with which I’d previously been inundated. Go ahead and check it out for yourself.
Finally, know when to say “No”
As Jennifer explained in last week’s article, there are few words in the English language that are as powerful as “No.” It’s explicit. It sets boundaries. And, sometimes, it’s absolutely necessary.
As with its equally powerful counterpart “Yes,” with great power comes great responsibility. Use it sparingly, but have a good reason to do so and mean it when you say it.
If you do not have the time to give a project the attention it demands, say no.
If contributing to a project is not the best use of your time, say no.
If you do not have the proper skills necessary to complete a task, say no.
If there is someone who is better suited to complete a task, say no.
If a project has unreasonable deadlines or expectations, say no.
BOOM! Project Managed.
These tips may seem elementary. Some just have an innate sense of order, so project management comes as naturally as breathing. For others like myself, who prefer to operate within what my mother affectionately calls “a sh*t tornado,” project management is a learned skill. It takes a bit of practice and a bit of patience, but these easy tips will help keep your projects running smoothly, your workload more manageable, and your sanity (somewhat) intact.
Jill of All Trades Aimee Brock might be super girl when it comes to juggling projects, but she knows the importance of project management for keeping it all together. How do you handle your workload? Leave a comment below!
Speak Your Mind