How to make time for project planning
Execution is part of project planning.
This may sound strange. It may sound strange. Although we are often referred to as project managers, we also spend significant time executing the project.
Here are some of the daily execution tasks I do.
Status updates via email, phone calls, or meetings for various stakeholders
Answering questions from colleagues directly impacts their planned workload
Huddles or scrums
Strategy sessions or brainstorming sessions that last longer
Final review of deliverables
Although my team may consider these planning activities, I see them as small execution steps that lead up to the big accomplishment of project launch.
I am fulfilling my duty by updating my budget trackers or project plans, and helping to lead the project to completion. Every huddle I lead is more than simply gathering status updates from everyone. My huddles produce a behind-the scenes to-do list that ensures team members have everything they need to do their jobs.
Why it is important to plan your projects in advance
Sometimes I can barely sit down for more than five minutes at my desk. How is that possible to make time for project planning?
When asked, we can give estimates or approximates. Meetings are concluded with the promise to send an updated project plan. Our minds are constantly trying to solve 20 problems simultaneously.
After all issues have been resolved and we have collected updates for each project, it is time to see how the day’s events affected plans. Although it is certain that our project plans will be updated eventually, the bottom line here is that you need to spend some time putting together and updating your timelines.
How do you approach project planning when you don’t have the time? I plan time to plan. This is something I strongly recommend you do.
Although it may seem like a lot of time is being set aside for project planning, it can prove to be extremely helpful once a routine has been established. This time should be used to review your project plan, timelines, as well as any dependencies. This allows you to assess whether your project plans are still on the right track, what is working, and what is not. Once you are able to identify the high-risk or failing areas, you can start to evaluate your current approach and create new ones to keep the project on track.
The easiest way to create a project plan
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Get your free plan. How to organize your weekly and daily project planning.
Weekly project planning
Once a week, take the time to review the project plan. Determine the major accomplishments of the week and set the goals for the week ahead. This is a time to ensure that all resources are aligned in order to achieve the goals. Every project plan includes milestones and tasks. However, this will help you refine your plan by defining realistic goals and accomplishments.
Do you want a quick overview of all your projects. TeamGantt’s Project Health Report will give you a quick snapshot of all your projects. This report allows you to easily see which tasks are on time, which are late, and which are overdue.
Daily project planning
Spend 30 minutes each day alone to reflect on the day, review your tasks and/or plan for the next day. This chunk of time should be at the beginning or the end of your day. However, you can experiment with what works for you.