How To Define, Plan, And Finish A Project

Starting a new project can seem overwhelming, but with the right approach, you can simplify the process from beginning to end. Whether it's a personal or professional project, defining, planning, and executing your plan efficiently is essential for getting things done. Let's explore the practical steps to take you from idea to accomplishment!

What is a Project?

Before we get to ahead of ourselves, lets first define what a project is. Projects can easily be confused with tasks, and they are not the same. According to ProjectManager. Com, A project is “a set of tasks that must be completed within a defined timeline to accomplish a specific set of goals. These tasks are completed by a group of people known as the project team, which is led by a project manager, who oversees the planning, scheduling, tracking, and successful completion of projects.” So, the bottom line is if you have multiple tasks, a deadline, or a specific goal, and it requires input/assistance from more than one person, you have a project! Here are a few examples of projects that come up for almost all of us: Holiday shopping, home renovations/updates, hosting events and parties, launching a new product or service, and making big-ticket purchases.

Defining Your Project Goals

Now that we know what a project is, it’s time to get clear on the goal of the project. A well-defined project lays the foundation for a successful execution.

1. Identify the Purpose

Start by understanding why this project is essential. Ask yourself:

• What are the goals?

• What problems does it solve?

• Who benefits from this project?

2. Set Clear Objectives

Objectives should be specific, measurable, achievable, relevant, and time-bound (SMART). For example, instead of saying, "Improve website traffic," aim for, "Increase website traffic by 20% over the next three months."

3. Define the Scope

Outline what is included in the project and what is not. This prevents scope creep, which can derail your progress.

4. Stakeholder Identification

Identify who will be impacted by your project. Stakeholders can be team members, customers, or anyone else who has an interest in the outcome.

Planning Your Project

Now it’s time to create a solid plan. This is where you map out how you will achieve your objectives within the timeline for this project. 

1. Develop a Project Plan

A project plan includes:

• Tasks and activities

• Roles and responsibilities

• Timelines

• Resources needed

• Milestones

2. Create a Timeline

Use tools like Gantt charts or project management software ( my personal favorite is Asana) to visualize your timeline. This helps you see the entire project at a glance and ensure deadlines are realistic. When starting on your timeline, work backward from your due date/deadline, and be sure to add buffers between tasks in case of an emergency. So even if a task takes a day to complete I recommend accounting for twice as much time so that you account for any hiccups.

3. Allocate Resources

Determine what resources (people, equipment, budget) are needed and allocate them accordingly. Ensure you have the right people with the necessary skills to complete each task.

4. Risk Management

Identify potential risks that could impact your project. Risks could be shortage of materials, team member availability or your motivation not being there 100%. All of this is normal we just need to account for it so that when a risk pops up your project doesn’t suffer. Create a risk management plan that outlines how you will mitigate these risks (what’s the Plan B and possibly even C).

5. Communication Plan

Effective communication is crucial. Develop a plan for how you will keep stakeholders informed and engaged throughout the project. Decide if this looks like regular meetings, emails or a combination of both. Whatever you decide be sure to stay consistent so that you’re in the loop of any pitfalls that could arise.

Executing and Completing Your Project

In this phase, you implement your plan and work toward completion. This is not the time to brainstorm but instead follow your plan exactly. Now of course if risks or issues arise we can change course but you really want to stay disciplined at the start. It’s hard to know if your plan will work if you never give it a chance. 

1. Follow the Plan

Stick to your project plan and make adjustments as necessary. Monitor progress regularly and ensure that tasks are being completed on time.

2. Track Progress

Use project management tools to track progress against milestones. Regularly update your timeline and adjust as needed to stay on track.

3. Manage Issues

Inevitably, issues will arise. Address them promptly and adjust your plan if necessary. Practical problem-solving is key to keeping the project on course.

4. Maintain Communication

Keep lines of communication open with your team and stakeholders. Regular updates and meetings help ensure everyone is on the same page.

5. Quality Control

Ensure that the work being done meets the project’s standards. Regular reviews and quality checks can help catch any issues early.

6. Finalize Deliverables

As you approach the end of your project, start finalizing deliverables. Ensure all tasks are complete and the final product meets the initial objectives and quality standards.

Yass, Nailed It!

Now look at you! You knocked that project out of the park. By breaking up huge projects into smaller phases, setting clear project goals, creating a plan, and working on the plan, any project can be crossed off your list! Now go out there and show em who’s boss.