"Simple" Project Management, part 1: Who does what by when
Simple Project Management
Simple project management is probably a misnomer. Difficult at times, easy if you own it. But you want to make it a necessary tool for the management process for successful project completion.
Who does what by when
Any questions?
You can stop reading now if you know this. If not, please feel free to continue.
WHO — is the person that owns the particular task — this is the person WHO owns this task. They may have a team working with them, but this named person is the owner. The go-to person for everything related to the WHAT.
WHAT — is exactly that thing the WHO is doing. The task that the person is expected to do. It is a very explicit task they are required to accomplish. Specificity is highly recommended depending on the complexity of the WHAT
WHEN — represents the date or even what time the WHAT is expected to be completed and by WHO. It is okay if the task is completed before the due date or time but it is due NO LATER THAN the WHEN as defined and agreed upon.
Anyone can use any of the applications available on your mobile device or on your computer for project management, and there are some pretty snappy tools available today for free. However, the three statements above are all that you need and a sheet of paper and something to write with. Oh, and discipline. And a stiff spine.
Sure, you could have a fancy project management “tool” to track resources and financial requirements. Things like critical tasks that align with the critical path, dependencies related to milestones, and, and, and. Each of those tasks, functions, and (potentially) superfluous things requires management of their own right, so the project owner completes the information, (barely) managing the tool and not the project. Are you here to manage a tool that you use to manage a project, or to manage a project?
NO! You are here to EXECUTE and COMPLETE projects. Quit fussing around with the “plan” because it is going to change. Keep it simple (meaning: who does what by when), why? Because it happens.
“I tell this story to illustrate the truth of the statement I heard long ago in the Army: Plans are worthless, but planning is everything.” Dwight D. Eisenhower remarks at the National Defense Executive Reserve Conference, 11/14/57
One more time…
When discussing the WHO portion it is best to clearly identify and get ownership (read “buy-in”) from the named person. They need to recognize that their names are attached to that particular task. They own it. They are now burdened with that requirement until it is complete. If they are using a team to complete that particular action, that one person, the WHO — that named person is still the owner unless she delegates accordingly (delegation is a different topic to be covered separately). This WHO, this person’s feet are the ones being held to the fire. OWN IT.
By identifying the WHAT portion of project management is to put the most amount of value into the WHAT statement. Depending upon the complexity of the project will determine the level of detail in the WHAT tasks. Although people may feel that it is mundane or unnecessary when specifying every unique step that may be required, well, it may be required. For instance, the task “shut off the power.” Your first thought is to reach over and turn off a switch you have completed that action. Do you have enough information to do that?
Shut off power to what? When? Who will it affect? Do you have to notify anyone? Is there anything critical that is on the same circuit that cannot be shut off? How long do you shut it off for? Why do you have to shut it off? Do you even have to shut it off at all?
If you have to shut off power to a particular area that has multiple machines with multiple stakeholders and owners, putting a single task as “shut off power” will not cover all the necessary steps needed to complete that action. This means it requires stepped specificity. Sequential actions that may or may not require different people in a particular order. Hence, identification of who is doing what actions and what steps are needed to complete those actions. Shutting off power as a single action may require twelve actions to be completed!
Finally — WHEN. When is the concrete absolutely drop-dead date that the task needs to be completed. Remember it can be completed earlier (sometimes — depending on the task) but it must not be missed. Never miss a date. The airplane gate is closed to take off for flight. You miss it and you miss the most important trip of your life, do not diminish the importance of the WHEN.
Example: Mike will create a 500– 800-word blog post to Medium every day no later than 9PM local time
IT MUST GET COMPLETED NO LATER THAN THE DATE OR TIME IT IS DUE.
Period.
Stop squirming and do it.
Who does what by when.
Go execute.
Comments
Post a Comment