Planning & Things You May Forget

When planning and starting a project - there are some items that are often easy to overlook or forget when putting together your plans, costs, etc. I have often forgot to include these in my own plans too.

Not only in your own plans that you use while managing your project, more importantly these should be included in any agreements, specifications, quotes, etc. for client work.

Even if they may seem obvious, it's still easy to forget about them. For example, creating a piece of software is much more than the software itself - there's the testing, marketing, etc. to consider.

Here are some things you may overlook when planning...

• Learning new skills, or getting up-to-speed with particular technology. For example, in my case as a software developer, learning a new programming language or set of tools. Time/costs for these should definitely be considered.
• Tasks not really essential and distract from the project.
• Specification documents, initial research, etc. Many often end up doing these for free - however they should be included in costs. Remember a potential client could use your specifications or research with another contractor.
• Testing. Does the project you are working on achieve it's aims? Does it work? Are you sure?
• Documentation. Both for people using any work you have created, and for anyone working on your project in future.
• Backups, security, etc. You don't want to lose all your work because of a disaster - do you need to include backups, any security arrangements, non disclosure agreements, etc.?
• Market research.
• Legal advice, good practices, etc. Remember these are constantly changing and evolving - what may have worked 5 years ago - or even a few months ago - may not be the standard today.
• Marketing. Depending on the project, you may need to actually promote what you have created. Even if this is left to others - are there materials you need to provide to the marketing team?
• Large tasks - break these down into smaller tasks. This gives you a better idea of what you are working on, makes that task less overwhelming, and will help you plan around that task.
• Regular client meetings/updates. How will you update your client? Will there be meetings? How long will these meetings take, and what will they see? How much time, and will costs/invoice reflect this?
• Travel. If you are meeting clients, remember travel expenses - including petrol, train/bus tickets, etc.
• Materials. Costs and time to source materials and items you need to work on the project.
• Time off, breaks, etc. You won't be working 24/7.

Is there anything you often overlook or forget about when planning for your projects? Either any of the above, or perhaps there is something else you would add?

While not something you want to take into account when it comes to costs - make clear your point of contact for a project. Are they authorised to sign off on a project? Remember, once you have put together a plan, that work has been agreed, so there should be no excuses for your contact not signing off on work and ensuring you are paid (no "I need to check with my board/committee" excuses!)!

You may often get clients coming back to you wanting additions to the project - after the initial work/specifications document has been agreed. Don't be tempted to change your plans - instead make clear to your client that this would have to be agreed and quoted for as a seperate project.

(Worse, some clients may try and sneak extra work into an existing project, thinking you won't notice, or adjust the costs!)

Don't feel guilty about including these in your plans - they are still using your skills, time, experience and knowledge. Even getting up-to-speed with new technologies is still adapting existing skills.

If you are in doubt whether to include something in your plans - there's a good chance that the answer is yes - include them!

In my own examples, creating software isn't just "writing lines of code". There is so much more involved. And that goes for any other type of product, project or work you are taking on.

Something I've briefly mentioned above - I say "planning" in this article - however all of this doesn't just apply to your project plans...

• Specification documents that you present to your clients (and is itself something that should be billed for).
• Quotes - including for clients, plus covering your own costs/expenses.
• Invoices - often overlapping with the other items listed here.
• Your own plans - whether that's simple to-do lists, or a full detailed plan.

Planning may be overwhelming - so take your time putting plans together, which will give you opportunity to include things you may initially forget. If you regularly work on similar projects, perhaps you could put together templates that you use for initial projects.

Even during these uncertain times, it's still worth putting some form of plan together - and my to-do list software (PittStop) can help with this.

Plan, prioritise and keep track of the work you need to do.

As PittStop runs on your Windows PC or laptop, there are also no subscriptions - ideal if you don't want to commit to another ongoing cost. Download a free trial, and if you like the software, it's a one-off purchase.

More info and download a free trial at: https://www.libraryplayer.co.uk/2021/11/pittstop.html