Project Management for Everyone: Keeping It Simple

We are all project and change managers in our own way. Some of us may be better at it than others, but just think about it: almost every day, we manage some sort of project. You don’t have to call yourself a Project and Change Management Expert like I do, but I bet you have your own expertise in this area. Project management is all about driving meaningful change and delivering impactful results. No matter how big or small that change is, if it makes sense to you and is needed by at least one person, even if that person is just you, it counts as a project.

In the last 10 years, I’ve absorbed a lot of practical and theoretical knowledge and experiences, while keeping up with the latest methodologies and tools in project and change management. Interestingly, the more I learned, the more I realized how little I know about how best to do things. At the end of the day, shouldn’t it all be about getting things done in the most efficient and least stressful way possible? Project management should be simple to understand and manage for everyone. So here’s a portion of my curated recommendations on project management that might help you in your everyday project journey.

1. Start with the 3Ws

First off, it’s crucial to know what you really want from a project. What’s your goal? Why does it matter? When do you want it done? Write it down, let it sit for a bit, and maybe share it with someone you trust - someone who can challenge you constructively. If you’re unsure, don’t hesitate to pivot. And if you’re confident and ready to proceed, know that it’s okay to pivot later if things change. Just keep those 3Ws in front of you.

2. Who Are the People?

This is the second major point. Identify the people who will run the show and those who need to be involved. There are three elements of the people factor you need to consider: Sponsors, Owners, and Stakeholders.

• Know Your Sponsors: You can have plenty of stakeholders, but ideally, there should be one (my preference) or two key sponsors. A sponsor is someone who truly champions the project and can make the tough calls (it can even be you!). Having too many opinions at the top can dilute the message, so keep your sponsors few but impactful.
• Ownership Matters: You really can’t have too many cooks in the kitchen. When people say, "Let’s all own this together," it often leads to confusion. It’s important to define who’s in charge (managing the project) and who’s there to support (the project team or the sponsor above). Once you have a clear owner, that person can orchestrate the rest, whether it’s a one-person show or a full ensemble.
• Map Your Stakes: Speaking of stakeholders, these are the people not directly involved in delivering the project but who are affected by it. Be sure to map out who they are and understand their levels of influence and interest in the project. This will help you manage communications and expectations effectively.

3. Plan Backward

Planning is key in any project, and this is where you tackle the "how" you are going to achieve your "what". In my experience, I've encountered a wide range of planning approaches. I've worked with some people who are meticulous planners, insisting that everything be thoroughly planned out and presented for sign-off before moving forward. On the other hand, I've collaborated with those who can't sit still for a minute, eager to roll up their sleeves and figure things out on the job.

Depending on the project type, how much you know in advance, and various personal factors (like your own preferences or even your occasional laziness), you might choose either a detailed planning approach or a more high-level stance. Personally, in an ideal metaverse, I lean toward allocating 80% of my efforts to planning and only 20% to execution - always starting with the end goal and working my way backward while continuously adjusting along the way. This is where I embrace “efficient laziness” as a motivator; I want to avoid redundant work and unnecessary tasks later on!

4. Understand Your Tradeoffs

Not always obvious and sometimes challenging to face, but crucial to keep in mind: every project has constraints - typically time, money, and quality. If you want exceptional quality delivered as soon as possible for a minimal cost, you might have to choose two and let go of the third. It’s important to decide early on which constraints you can be flexible with. This clarity helps set expectations and keeps things moving smoothly.

5. Keep It Simple

Lastly, and perhaps most importantly, keep it simple. I’ve seen so many people complicate things unnecessarily. I often find myself overcomplicating an original idea or solution before stripping it back down to a simplified version. So I keep reminding myself that project management should simplify life, not complicate it! Focus on the essentials, and the simpler you keep things, the clearer it will be for everyone involved.

Conclusion

In the world of project management, simplicity is key. The insights shared here may not be groundbreaking, but they have helped me stay grounded and effective over the years. Remember, it’s not about having the fanciest tools or the most extensive training; it’s about understanding your goals, knowing your team, planning effectively, and adapting along the way.

I’d love to hear your thoughts! What simple strategies have you found helpful in your project management journey? Feel free to share in the comments or reach out!