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Project Management for Non-Project Managers

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Project management can be daunting for non-project managers who manage projects. In my career, I have worked on many projects without formal training. I have suffered through a lot of trial and error and learned a lot along the way. With each project, I refine my workflows and seek to reduce friction for myself and the stakeholders.

Early in my career, I was frustrated with the process because I did not know I was managing a project. I was used to being on the tactical and operational side of things and project management was just me juggling tasks.

Over the years, I have learned informally how to manage my projects better and continue to learn with each project. Below is a project management workflow which I wish I had earlier in my career. I offer this along with a few files that I have used and found helpful as a non-project manager. I hope this can help others in their journey.

Step 1: Define the Goal

  • Ask: What do we want to achieve? Why is it important? What is the risk of not completing the project?
  • Output: A clear project objective or deliverable (e.g., “Launch a new website by March 2024”).
  • Tips:
    • Keep the goal SMART (Specific, Measurable, Achievable, Relevant, Time-bound).
    • Determine stakeholders

Step 2: Break Down the Work

  • Ask: What tasks are needed to achieve the goal?
  • Output: A task list, ideally grouped into phases or categories.
  • Tips:
    • Use brainstorming tools like a whiteboard or a task tracker (e.g., Trello, Asana).
    • Be detailed enough that tasks are actionable but not overwhelming.

Step 3: Set Priorities and Deadlines

  • Ask: What needs to be done first? What’s the timeline?
  • Output: A timeline or schedule.
  • Tips:
    • Use a simple Gantt chart, calendar, or even sticky notes to organize tasks by time.
    • Factor in dependencies (e.g., Task B can’t start until Task A is complete).

Step 4: Assign Roles

  • Ask: Who is responsible for each task?
  • Output: A list of task assignments.
  • Tips:
    • Assign clear ownership for each task or milestone.
    • If you’re doing this solo, divide your workload into manageable chunks.

Step 5: Track Progress

  • Ask: How will we know we’re on track?
  • Output: A simple tracking system (e.g., a weekly checklist or progress report).
  • Tips:
    • Hold regular check-ins if working with a team.
    • Use status updates like “Not Started,” “In Progress,” or “Completed.”

Step 6: Address Issues

  • Ask: What challenges are we facing? How can we solve them?
  • Output: A plan for mitigating risks and resolving roadblocks.
  • Tips:
    • List potential risks early on.
    • Be proactive about seeking help or adjusting the plan when needed.
    • Keep an “issues log” and their resolution status. This will assist in reporting.

Step 7: Review and Reflect

  • Ask: Did we achieve the goal? What went well or poorly?
  • Output: A summary of lessons learned and a record of results.
  • Tips:
    • Celebrate successes.
    • Document insights to improve future projects.
    • Consider and review the issues log during this meeting.

Tools and Resources for Non-Managers

  • Task Management: Trello, Asana, Microsoft To-Do.
  • Collaboration: Google Workspace, Slack.
  • Time Tracking: Toggl, Clockify.
  • Learning: Watch tutorials on YouTube or explore beginner guides to project management.

This workflow provides enough structure to keep you organized without the complexity of formal project management systems.