5 Ways to Simplify the Way You Manage Projects
Business projects tend to have a lot of pieces that make up the whole, which is why it’s super important for you to stay on top of things.
So if you’ve been winging your biz projects and things are a little chaotic with you and your team, I’m sharing 5 tips to help you simplify the way you manage your projects.
Watch the video for 5 ways to simplify the way you manage projects:
Time Freedom Business Transcript – 5 Ways to Simplify the Way You Manage Projects
It’s Melissa Ingold from TimeFreedomBusiness.com. Today I want to talk to you about a few different ways that you can simplify how you manage your projects. Whether you are actually managing them yourself or you have a project manager, there are a few things you can do that will make the process make a lot more sense, help things go more smoothly, and ensure deadlines are met.
1. Create a budget for your project.
If you have ongoing monthly projects, things that you do every single month that are pretty much the same, you generally know what the cost for those are going to be. But, if you have a project that is a one-off project, for instance launching a new workshop, there are a lot of different pieces that go into getting that finished. If you don’t set a budget for yourself and make sure your team is aware of the budget, expenses can go crazy.
You think, “Let’s do that, let’s get this, let’s say yes to that,” and before you know it expenses have gotten pretty outrageous. You really want to make sure that you have a budget set before you go all out. For instance, say you have a set budget on what you’re going to spend on graphics, what you’re going to spend to get marketing materials created, what you’re going to spend to get a copywriter to write a sales letter. That way you’re going to stay within that set budget and expenses aren’t going to be outrageous.
2. Create a standard operating procedures document.
This is really important if you’re doing set tasks that repeat every month. They have the same steps; it’s the same project. If you have that document it’s going to make it a lot easier for your project manager and your team members to follow the process step by step.
Not only that, it’s going to make it so much easier for you to bring on a new team member. They can step right in, see the standard operating procedures document, follow all of the steps, and the project is going to get done. You’re not going to be spending time going back and forth trying to explain what needs to be done.
Then those documents can be kept updated as changes are made or things are no longer done, that way you always have the latest updated document. It makes things so much easier when you have that type of document for various projects.
3. Create your calendar and set your deadlines.
When you create your calendar you are going to want to build in padding.
What I mean by that is making sure that if you’re getting a piece of the project back from a team member on a specific date, that that’s not the absolute deadline you need to be able to launch the project by. You want to build in some padding so that when you get it back you have a few days to play with, just in case something needs to be changed or an emergency comes up. If that team member needs to make some edits, or needs a couple extra days to get something done, you’re still going to be okay because you’re not launching until a few days later. Make sure you’re building that extra padding into your calendar.
4. The next thing you want to do is create to do lists for all of these different tasks.
You could have one giant big to-do list, but I’ve found it’s a lot easier to break up each task into separate to-dos. Each team member is responsible for their specific part of the project, and they have a to-do list for that.
Then you or your project manager are going to be able to see the status of various projects to know what’s done, what’s coming, what part of the project can go from one team member to the next. Having those various to-do lists really does make it a lot easier for you to keep an eye on what has been done and what’s still outstanding.
5. Create check-in points.
What I mean by this is you don’t want to have your or your project manager assign a project and then on the day it’s due when you haven’t heard anything back, you say, “Where’s that piece of the project that’s due today?” And the team member says, “Oh, I didn’t see the notice about this. I didn’t know I was supposed to work on this,” or “I’ve been sick and I’m just getting around to doing it now.”
You want to make sure that you are always checking in, or if it’s not you that’s managing the project your project manager is always checking in. How are things going? Are things okay? Do we have this ready yet? Do you need more time? Always find out what’s going on, because you don’t want to get into that situation where they didn’t even see the assignment.
You want to make sure that you are asking your team members to say, “Hey, I received it, I’ll get to work on this,” so you know at least that has been done. Then you can have different check-in points along the process, so that you’re not going to be scrambling come time to launch that project and things are still not done.
There’s a few different tips that you can use to simplify the way that you’re managing projects. It really does help to have those different things in place as opposed to “let’s do this, let’s do that” and things are all over the place, nobody knows what’s going on, nobody knows what’s due when, there are no documents for how to do anything, and steps are getting missed. It can really be chaotic.
Before I go, I want you to know that inside the Freedom Builder Academy program we have different project kits for all kinds of business and marketing tasks. Each of those project kits actually include step by step plans that can be used as standard operating procedures documents for various projects. There are also worksheets, checklists, and calendars. All of those tools are going to help you with various business and marketing projects that you have going on.
For instance, if you want to launch a free webinar, the webinar kit in that program is going to walk you and your team through that whole process step by step. You’re not going to miss an important piece of that. You’re going to know exactly what needs to be done, and where to put things on the calendar. You’re going to have the checklist and lots of really great stuff to help you do all of those projects.
There’s everything from running Facebook ads to telesummits, book writing to book launching, all of those different projects that you and your team can access to print off, put in binders, you can pull those out every time you want to host a free webinar or host a telesummit event. You’ll have all that great stuff, swipe files, emails, everything that you can use to really fast track your project. It’s going to save you a lot of time and a lot of money because you’re not going to be starting from scratch creating all of those things yourself for you and your team.
Get all those ready, have them customized to your business, and then just use them again and again as you bring on new team members and as you grow your business. They are really valuable. If you’d like to check out that program you can click this link to go check it out. It’s absolutely amazing. My Academy members really find it valuable and they absolutely love the program. I would love to see you in there with us.