{"id":3304,"date":"2015-03-23T07:00:47","date_gmt":"2015-03-23T12:00:47","guid":{"rendered":"https:\/\/www.qceventplanning.com\/?p=3304"},"modified":"2015-03-23T07:00:47","modified_gmt":"2015-03-23T12:00:47","slug":"qcs-guide-to-project-management","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management","title":{"rendered":"QC&#8217;s Guide to Project Management"},"content":{"rendered":"<div class=\"column-wrapper\">\n<div class=\"half-1\">\n<p>It\u2019s a term that can intimidate and put off many professionals.  The thought of \u201cproject management\u201d leads many people to envision old businessmen in suits around a conference room table with charts and graphs, arguing about things like \u201cdeliverables\u201d and \u201cscope creep\u201d.  Ew.<\/p>\n<p>Truth is, every business owner, every manager, participates in project management whether that\u2019s what they call it or not.<\/p>\n<\/div>\n<div class=\"half-2\">\n<img loading=\"lazy\" decoding=\"async\" width=\"369\" height=\"227\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Project-Management-Ew-2.jpg\" alt=\"Project Management Ew 2\" class=\"alignnone size-full wp-image-3338\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Project-Management-Ew-2.jpg 369w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Project-Management-Ew-2-300x185.jpg 300w\" sizes=\"auto, (max-width: 369px) 100vw, 369px\" \/>\n<\/div>\n<\/div>\n<p>It\u2019s the key to any successful business: planning ahead to ensure things are completed on time and within budget. Having a basic understanding of basic project management methods will help you become a well-rounded business owner and professional.<\/p>\n<p>Regardless of the method you use, there are some key elements that one must follow when planning a project.<\/p>\n<p><b>Let\u2019s pause.<\/b> The word \u201cproject\u201d deserves a definition.  It can mean anything from a case study, to a single blog article, to a full-blown luxury wedding.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management\/#Goals_Requirements\" >Goals &#038; Requirements<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management\/#Breaking_Down_Individual_Tasks\" >Breaking Down Individual Tasks<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management\/#Planning_for_Time\" >Planning for Time<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management\/#Choosing_your_Method\" >Choosing your Method<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management\/#Once_its_all_done\" >Once it\u2019s all done<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management\/#Now_get_to_it\" >Now get to it!<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/03\/qcs-guide-to-project-management\/#Were_curious_What_methods_of_project_management_work_the_best_for_you_Do_you_have_any_other_tips_on_project_management_for_beginners_Let_us_know_in_a_comment_wed_love_to_hear_from_you\" >We&#8217;re curious! What methods of project management work the best for you? Do you have any other tips on project management for beginners? Let us know in a comment, we&#8217;d love to hear from you!<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Goals_Requirements\"><\/span>Goals &#038; Requirements<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>First thing\u2019s first: write down what you expect to see as a finished product.  What, in your mind or in your understanding, would classify the project as \u201csuccessful\u201d.  If it\u2019s a particularly large project, you\u2019ll likely have many goals\u2026 in which case you\u2019ll want to list them in order of priority.<\/p>\n<p>Keep these goals handy and when you\u2019re working on your project, continue to refer back to them. It\u2019s amazing how easily human beings get side-tracked and focus on details that really don\u2019t matter in the end.  Before you start a task, ask yourself if that task will help you reach the end goal(s). If the answer is \u201cno\u201d, then your time is likely best spent elsewhere.<\/p>\n<p>On top of your overarching goals and objectives for the project, are there any requirements you must meet?  This will probably include elements like your budget, target audience, language, and\u2014if you\u2019re working with a client\u2014any requirements from your clients (colors, themes, etc.)<\/p>\n<p>You\u2019ll also want to establish who your stakeholder(s) is or are. The stakeholder is whoever has the \u201cfinal say\u201d on the project.  This person will be the one to help you establish all your requirements for the project, and the one who will decide\u2014at the end of the day\u2014if the end product meets those requirements.<\/p>\n<p><b>Note:<\/b> This is arguably the most important part of project management.  Take your time and work with the stakeholder(s) to make sure they agree with your interpretation of the requirements for the project.  If you\u2019re the stakeholder, then you\u2019re in great company! If your stakeholder is a client, this is where a good client interview (probably several) will be key.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"457\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Project-Management-Stakeholders.jpg\" alt=\"Project Management Stakeholders\" class=\"alignnone size-full wp-image-3317\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Project-Management-Stakeholders.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Project-Management-Stakeholders-300x186.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Breaking_Down_Individual_Tasks\"><\/span>Breaking Down Individual Tasks<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Here\u2019s where the nitty-gritty comes in. An effective project manager (yes, that\u2019s you!) will work very hard to list every, single, task required of a project in order for it to see completion.<\/p>\n<p><b>The devil\u2019s in the details!<\/p>\n<p><\/b><\/p>\n<p>You\u2019ll want to get quite granular in your task descriptions.  The best way to achieve this, is to work backwards.<\/p>\n<p>Start with your end goal.  Let\u2019s say the project is the launch of a brand new online store. Next, list the 5 or 6 main tasks needed to achieve this launch.  Let\u2019s say the launch has 6 major tasks that need to be completed before it\u2019ll be ready for publishing:<\/p>\n<ol>\n<li>Wireframe<\/li>\n<li>Text<\/li>\n<li>Images<\/li>\n<li>Shopping Cart<\/li>\n<li>Design &#038; Layout<\/li>\n<li>Testing &#038; Launch<\/li>\n<\/ol>\n<p>Next, break down each of THOSE tasks into the 5-10 sub-tasks required.<\/p>\n<p>For example, the task \u201ctext\u201d would be further broken down into six subtasks, for each webpage:<\/p>\n<ol>\n<li>Research<\/li>\n<li>First Draft<\/li>\n<li>Review<\/li>\n<li>Peer Review<\/li>\n<li>Proofread<\/li>\n<li>Final copy<\/li>\n<\/ol>\n<p>Depending on the project, there could be 3 or 4 levels of sub tasks.  Your task list will probably end up looking like a big tree!<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Planning_for_Time\"><\/span>Planning for Time<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<div class=\"column-wrapper\">\n<div class=\"half-1\">\n<p>Almost every single project will have a firm deadline.  This could be the date of an event, a publication date, a meeting or conference date.  Make sure you know what date this is!<\/p>\n<p>Now, are there any secondary due dates that are set-in-stone?  Do you have client meetings scheduled? Maybe it\u2019s a first draft for an editor? Again, make sure you have ALL these dates written down.<\/p>\n<p>Next, go back to your task list as discussed above, and try to estimate the amount of time you think it\u2019ll take to complete each of these tasks.  You can either go at a high level and just estimate in days, or go much more specific and estimate in hours or even minutes!<\/p>\n<p>Personally, I find planning tasks in terms of \u201cdays\u201d works pretty well, drilling down to half-days or quarter-days for very small tasks.<\/p>\n<\/div>\n<div class=\"half-2\">\n<img loading=\"lazy\" decoding=\"async\" width=\"369\" height=\"500\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Busy-Schedule.jpg\" alt=\"Busy Schedule\" class=\"alignnone size-full wp-image-3320\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Busy-Schedule.jpg 369w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Busy-Schedule-221x300.jpg 221w\" sizes=\"auto, (max-width: 369px) 100vw, 369px\" \/>\n<\/div>\n<\/div>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Choosing_your_Method\"><\/span>Choosing your Method<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The project management method you use will depend on a few factors.<\/p>\n<p>The first is how many people you have working on the same project.  If you\u2019re a one-man (or woman) show, then likely the method you choose doesn\u2019t really matter since only one task will be completed at a time. If you have multiple people working on the same project, you\u2019ll want to use a method that allows each person to work effectively to help you reach your end goals!<\/p>\n<p>You\u2019ll also want to consider the skillset of those working on the project.  Do they all have identical skills, or do you have a few specialists who will work on only select tasks?<\/p>\n<p>Next, look at your task list.  Are all the tasks dependent on one another? Does task A need to be completed before Task B can start, and so on?  In most cases, you\u2019ll likely find that some tasks need to be done sequentially while some can be done independently.<\/p>\n<p>If we return to our online store launch example, for instance, it\u2019s definitely a good idea to get the text finalized before you choose the images for your site.  However, while these tasks are being completed, you can also have a developer work on the shopping cart.<\/p>\n<p>With those two elements in mind, consider which of the following methods work best for you:<\/p>\n<h3 class=\"highlight\">Classic Waterfall Method<\/h3>\n<p>This linear approach is also considered \u201cclassic project management\u201d by some industry veterans.<\/p>\n<p>True to its name, the waterfall method works wonderfully for projects where one task depends on the previous one in order to complete the project. Once everything is complete and absolutely perfect, the project is complete.<\/p>\n<p>It\u2019s very simple: Complete task A, then move on to task B, and so on. Assign due dates to individual tasks, working backward from the final project due date and based on your time estimates for each task.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"369\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Classic-Waterfall-Method1.jpg\" alt=\"Classic Waterfall Method\" class=\"alignnone size-full wp-image-3327\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Classic-Waterfall-Method1.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Classic-Waterfall-Method1-300x150.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<p>Using the online store example again, let\u2019s say it\u2019s due next Friday March 27th.  I\u2019ve established that the final two tasks are layout (estimated 2 days to complete), followed by testing (estimated 1 day to complete).<\/p>\n<p>Giving myself a bit of a buffer, the due date for the \u201ctesting\u201d task (with all its sub-tasks) will be Thursday the 26th.  Working backward from there, and knowing the testing task will take me a day, the \u201clayout\u201d task therefore cannot be due any later than Wednesday the 25th.<\/p>\n<p>The great news about the waterfall project management method is that it\u2019s very MS-Excel friendly. You can easily download about a hundred different templates for Gantt charts that will help you plot all your tasks and figure out their due dates!<\/p>\n<h3 class=\"highlight\">Agile Method<\/h3>\n<p>Agile project management has increased in popularity over the past 10 years.  The word \u201cagile\u201d is taken quite literally\u2026 meaning, flexible!<\/p>\n<p>In an agile method, you\u2019ll pair tasks that must be completed sequentially with tasks that can be completed at any time.  The goal of agile is to complete (meaning, launch, publish, release) portions of the project while continuing to work on other tasks.<\/p>\n<p>For instance, with the online store launch, an agile approach to the project would see us publishing each web page as it\u2019s completed, while we\u2019re still working on other pieces of the site.<\/p>\n<p>This type of process is most useful when your project is a specific \u201cproduct\u201d and not a \u201cservice\u201d.  For instance, an agile approach to organizing a fashion show wouldn\u2019t be very practical!<\/p>\n<p>By contrast, a home renovation project might be exactly the perfect situation for an agile approach. In this case, you might complete the living room first, then move on to the kitchen, then the bathroom\u2026 this might be more practical for the homeowners than gutting the entire house and working on all the plumbing, then all the electricity, then all the painting, and so on.<\/p>\n<div class=\"column-wrapper\">\n<div class=\"half-1\">\n<p>While both agile and waterfall methods will have the same completion date (or close to it), the agile method will allow you to \u201cdeliver\u201d parts of your project in increments.<\/p>\n<p>Where the waterfall method will rely on a Gantt Chart, the agile method is best organized on a board where you can write tasks on cards or post-its, and move them from a \u201cto do\u201d column to a \u201cdoing\u201d column and finally to a \u201cdone\u201d column.<\/p>\n<p><b>Pro Tip:<\/b> If you like the idea of this board approach, check out <a href=\"https:\/\/trello.com\/\" title=\"Trello\" target=\"_blank\" rel=\"noopener\">Trello<\/a>\u2014an online software that quickly allows you to organize a project by individual task.<\/p>\n<\/div>\n<div class=\"half-2\">\n<img loading=\"lazy\" decoding=\"async\" width=\"369\" height=\"386\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/03\/Agile-Method.jpg\" alt=\"Agile Method\" class=\"alignnone size-full wp-image-3330\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Agile-Method.jpg 369w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/03\/Agile-Method-287x300.jpg 287w\" sizes=\"auto, (max-width: 369px) 100vw, 369px\" \/>\n<\/div>\n<\/div>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Once_its_all_done\"><\/span>Once it\u2019s all done<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Something not many people bother with\u2014though it\u2019s highly beneficial\u2014is to take some time once your project is complete to look back and analyze how the entire project was done, from top to bottom. Are there any elements that could have gone better?  Did you encounter any unexpected delays?  And on the flip side, did anything go particularly well?  Answering these questions will allow you to plan your next project more effectively.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Now_get_to_it\"><\/span>Now get to it!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you\u2019re the type of person who has the \u201cit\u2019ll happen when it happens\u201d philosophy, I challenge you to try this more practical approach to your next project.  I can\u2019t wait to hear how it goes!<\/p>\n<h2 align=\"center\"><span class=\"ez-toc-section\" id=\"Were_curious_What_methods_of_project_management_work_the_best_for_you_Do_you_have_any_other_tips_on_project_management_for_beginners_Let_us_know_in_a_comment_wed_love_to_hear_from_you\"><\/span><i>We&#8217;re curious! What methods of project management work the best for you? Do you have any other tips on project management for beginners? Let us know in a comment, we&#8217;d love to hear from you!<\/i><span class=\"ez-toc-section-end\"><\/span><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>Many professionals practice project management, whether they know it not. If you&#8217;re not quite sure what it&#8217;s all about, check out QC&#8217;s guide to project management to help with your projects, whether big or small!<\/p>\n","protected":false},"author":4,"featured_media":3316,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,6],"tags":[],"ppma_author":[345],"class_list":["post-3304","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-general-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>QC&#039;s Guide to Project Management - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Planning a project? 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