How I Plan All of My Projects 🎯

Summary

Starting a personal project can be both thrilling and daunting. The video script emphasizes the importance of project management principles, which are applicable to any industry and are crucial for anyone looking to start their own business. It outlines the Project Life Cycle's four stages: initiation, planning, execution, and closing, focusing on the initial phases. The script advises viewers to clearly define their project's goals, scope, deliverables, success criteria, and resources. Using a house renovation as an example, it explains how to create a project brief and plan, including a schedule, budget, and risk management. It also discusses the critical path, time estimates, and the use of buffers to account for unpredictability. The video introduces various project management tools like Gantt charts, network diagrams, and Kanban boards, and highlights the utility of work management apps like ClickUp, Asana, Trello, and Notion. It concludes by encouraging viewers to enhance their project management skills, which are invaluable in any career or entrepreneurial endeavor.

Takeaways

• 🚀 Starting a project, whether personal or professional, requires a structured approach to ensure success.
• 🎯 The first step in project initiation is defining clear objectives to avoid unnecessary complexity and effort.
• 🔍 Identifying a problem or opportunity is essential before beginning a project to ensure it has a purpose and direction.
• 💡 Intrinsic motivation is crucial for a successful project, as it drives discipline, willpower, and persistence.
• 🏢 Project management principles can be applied to personal projects as well as corporate ones, making them a universally valuable skill.
• 📈 The Project Life Cycle consists of four stages: initiation, planning, execution, and closing, with initiation and planning being key for success.
• 📋 Defining goals, scope, deliverables, success criteria, and resources is crucial for setting the foundation of a project.
• 🏠 Using a practical example like home renovation helps illustrate the importance of defining project scope and deliverables.
• 🗓 A project plan should include a schedule, budget, and risk management plan to effectively manage the project timeline and resources.
• 📊 Dependencies between tasks are critical to consider when creating a project timeline and critical path for task sequencing.
• ⏱ Time estimates and buffers are essential for accounting for unpredictability and ensuring project deadlines are met.
• 📊 Tools like Gantt charts and network diagrams help visualize project timelines and dependencies for better planning.
• 👥 Kanban boards are useful for teams, especially in agile environments, providing a quick visual understanding of work progress.
• 🛠️ Project management software and apps like ClickUp, Asana, Trello, and Notion offer various features to assist in project organization.
• 📚 Skillshare offers a wide range of classes, including project management, which can enhance one's skills and career opportunities.

Q & A

What are the key emotions one might experience when starting a personal project?

Starting a personal project can be both exciting and overwhelming due to the anticipation of seeing the final results and the challenge of planning and executing the project.

Why is it important to have a clear understanding of the project's goals before starting?

A clear understanding of the project's goals is crucial because it helps to define what needs to be achieved, provides direction, and ensures that the project is worth the time and effort required.

What are the four stages of the Project Life Cycle mentioned in the script?

The four stages of the Project Life Cycle are initiation, planning, execution, and closing.

Why is defining the scope of a project important during the planning stage?

Defining the scope is important to outline the work needed to complete the project and to identify what is not included, preventing scope creep and heavy decision-making during task execution.

Can you explain what deliverables are in the context of project management?

Deliverables are the tangible or intangible outcomes that enable the project's goal to be achieved, such as each room being renovated in a home renovation project.

What is a project brief and how does it help in managing a project?

A project brief is a document that outlines the project's goals, scope, deliverables, and success criteria. It helps in aligning the project with its objectives and serves as a reference point throughout the project's lifecycle.

What is the purpose of a project plan and what does it typically include?

A project plan guides the project's execution by including a schedule, budget, and risk management plan. It provides a detailed roadmap of tasks, milestones, and dependencies needed to achieve the project's deadline.

What is a critical path and how is it represented in project management?

The critical path is the sequence of mandatory milestones that must be completed in a specific order based on their dependencies. It can be visualized using a network diagram or a Gantt chart.

Why is it necessary to add buffers to project tasks during planning?

Buffers are extra time added to account for unexpected slowdowns or delays. They are particularly important for tasks that are complex, difficult, or rely on external factors to mitigate the impact of unpredictability.

How can time estimates help in project planning and what factors affect their accuracy?

Time estimates help in scheduling tasks and milestones across a project timeline. Their accuracy is affected by factors such as past project experience, individual productivity levels, energy, and motivation.

What is a kanban board and how does it differ from other project management tools mentioned in the script?

A kanban board is a visual project management tool that represents work details and critical task information. It is particularly suited for teams and agile project management approaches, unlike other tools like Gantt charts that provide a broader overview of the project timeline.

Outlines

00:00

📈 Project Management for Personal Endeavors

This paragraph introduces the concept of project management and its relevance to personal projects. It emphasizes the importance of planning and outlines the Project Life Cycle's four stages: initiation, planning, execution, and closing. The focus is on the initiation and planning stages, which are crucial for project success. The paragraph also highlights the need to define clear goals, scope, deliverables, and resources for a project, using a house renovation as an example. It explains the significance of identifying what is and isn't included in the project to avoid confusion during execution.

05:02

🗓 Planning and Scheduling in Project Management

The second paragraph delves into the specifics of project planning, starting with the creation of a project brief that outlines goals, scope, and deliverables. It discusses the importance of developing a project timeline with milestones and dependencies, and the concept of the critical path, which is visualized through network diagrams. The paragraph also addresses the challenge of time estimates and the necessity of incorporating buffers to account for unpredictability. It mentions various project management tools, such as Gantt charts and kanban boards, and their suitability for different types of projects. The paragraph concludes with a mention of Notion as a flexible tool for project organization and a promotion for Skillshare classes that can help viewers learn more about project management and other valuable skills.

Keywords

💡Project Management

Project Management is the process of planning, organizing, and managing resources to achieve specific goals within a defined timeline. It is a key concept in the video as it is the overarching theme that ties together all the steps and strategies discussed. The script emphasizes that project management principles can be applied to both corporate and personal projects, such as writing a book or planning a wedding.

💡Initiation

Initiation is the first stage of the Project Life Cycle, where a project begins after a problem or opportunity has been identified. In the context of the video, initiation is crucial because it sets the foundation for the entire project. It involves defining what you want to achieve and ensuring that there is a clear problem to solve, which is essential before starting any project.

💡Planning

Planning is the stage where the project's details are fleshed out, including the schedule, budget, and risk management plan. The video script highlights planning as a critical component of project management, emphasizing the importance of creating a detailed roadmap that outlines tasks, milestones, and dependencies to achieve the project's deadline.

💡Execution

Execution refers to the phase where the project plan is put into action. Although not explicitly detailed in the script, it is implied as the stage following planning, where tasks are carried out according to the project schedule. Execution is vital as it is where the actual work towards achieving the project goals takes place.

💡Closing

Closing is the final stage of the Project Life Cycle, which involves bringing the project to an end. The script does not delve into this stage, but it is understood as the phase where the project's outcomes are reviewed, and lessons learned are documented, which is important for future projects.

💡Goal

A goal in project management is the end result or objective that the project aims to achieve. The script uses the example of a house renovation to illustrate defining a goal, which in this case is to create a minimalistic environment for the family and work. Goals provide direction and purpose to the project.

💡Scope

Scope defines the work that needs to be done to complete a project. In the script, the scope of the house renovation project includes redecorating, changing flooring, and revamping the kitchen. Defining the scope helps in understanding what tasks are necessary and what is excluded from the project.

💡Deliverables

Deliverables are the tangible or intangible outcomes that result from the project's efforts. The script mentions that in the home renovation example, each renovated room or the finished house could be considered a deliverable. They represent the concrete results that enable the project's goal to be achieved.

💡Success Criteria

Success criteria are the standards or benchmarks used to evaluate the project's success. While not explicitly defined in the script, they are implied as part of defining a project's goals and scope. Success criteria help in measuring whether the project has achieved its intended objectives.

💡Resources

Resources refer to all the assets, including time, money, and personnel, that are required to complete a project. The script suggests defining resources when outlining a personal project, as they are essential for planning and executing the project effectively.

💡Milestones

Milestones are significant events or achievements that mark the progress of a project. The script explains that milestones should be broken down from the project's goal to create a timeline. They act as checkpoints to track the progress and ensure that the project is on schedule.

💡Dependencies

Dependencies in project management are tasks that are contingent upon the completion of other tasks. The script describes how identifying dependencies is crucial for organizing tasks and creating an accurate project schedule. Understanding dependencies helps in planning the sequence of tasks effectively.

💡Critical Path

The critical path is a sequence of mandatory milestones that must be completed on time for the project to be finished as planned. The script mentions creating a network diagram to visualize the critical path, which helps in understanding the order in which tasks need to be completed based on their dependencies.

💡Buffers

Buffers are additional time periods added to a task or project to account for potential delays or unforeseen circumstances. The script advises incorporating buffers, especially for complex tasks or those involving external dependencies, to ensure that the project can adapt to changes without significant setbacks.

💡Time Estimates

Time estimates are predictions of how long tasks will take to complete. The script points out that while time estimates are essential for project planning, they are not always accurate and should be used with caution. Past experiences and historical data are suggested as the best ways to make time estimates.

💡Kanban Board

A Kanban board is a visual project management tool that represents work items as cards and their status as columns. The script notes that while Kanban boards are useful for all kinds of projects, they are particularly suited for teams working in an agile environment. They provide a quick visual understanding of work details and critical task information.

💡Notion

Notion is a flexible tool for note-taking, project management, and collaboration. The script mentions Notion as a platform for organizing projects, suggesting that it can be used to create project management tools like timelines and Gantt charts. It is highlighted as a super flexible tool that many people are interested in using for project management.

💡Skillshare

Skillshare is an online learning community with thousands of classes on various subjects, including project management. The script promotes Skillshare as a resource for learning project management and other skills, offering a 30-day free trial to the audience. It is presented as a platform to explore new career paths and opportunities.

Highlights

Starting a personal project can be exciting yet overwhelming.

Project management principles are applicable to personal projects as well as corporate ones.

The Project Life Cycle consists of initiation, planning, execution, and closing stages.

Initiating a project begins after identifying a problem or opportunity.

Understanding why you're undertaking a project is crucial for motivation and discipline.

Defining goals, scope, deliverables, success criteria, and resources is essential for personal project planning.

A project brief helps outline the project's details and can be revisited to ensure alignment with initial goals.

A project plan includes a schedule, budget, and risk management plan.

Creating a project timeline involves breaking down the goal into milestones and tasks.

Dependencies between tasks must be identified to organize the project schedule effectively.

The critical path is a sequence of mandatory milestones that visualizes the order of task completion.

Buffers should be added to tasks to account for unexpected delays.

Time estimates for tasks are based on past experiences and should be adjusted for unpredictability.

Project management software or Gantt charts can provide a comprehensive view of the project timeline.

Kanban boards are useful for visual project management, particularly in agile environments.

Various apps like ClickUp, Asana, and Trello can assist in organizing projects.

Notion is a flexible tool for project management that can be overwhelming due to the amount of available information.

Skillshare offers a wide range of classes, including project management, which can be beneficial for personal and professional development.

Skillshare is sponsoring the video, offering a 30-day free trial for new users.

Transcripts

starting a project is specially a

personal one can be both exciting and

overwhelming you have an idea you're

pumped up and you can't wait to see the

final results

but wait where do you start how do you

plan everything how do you make sure you

don't miss any important steps and most

importantly how can you make sure you'll

do everything you need to do until the

final deadline

there is an important workflow you

should follow if you want to plan a

project even if it's a personal one for

instance writing your thesis writing a

book is a project

planning a wedding or any big event is

also a project revamping your career and

choosing another path investing in more

education certifications and building a

CRM database to start networking and

find new opportunities those are all

projects as well and as such they can be

managed with project management

principles

so usually project management is taught

in a corporate setting but actually all

of the findings and all of the lessons

from typical project management classes

can be applied to personal projects as

well the reality is project management

and project planning are applicable to

any industry and they're the most

fundamental skill you need to learn if

you ever want to start your own business

the Project Life Cycle has four

different stages initiation planning

execution and closing in this video we

are going to zoom in on what happens

when you're initiating and planning a

project and why this is such an

important stage for your Project's

success

so the first step in any project is to

clearly Define what you want to achieve

initiation only begins after a problem

or opportunity has been identified so if

you do not have a problem to solve you

shouldn't be starting a project

this may seem a bit redundant but it's

actually more important than it looks

like a project is a complex and long

Endeavor it's going to require a lot

from you not only discipline and

willpower but also a lot of intrinsic

motivation

if you don't know why you're doing this

what's the problem you're trying to

solve and what are the specific benefits

you'll obtain for finishing this project

it's not even worth getting started

so it's really important to question

yourself how this project will change

your work or your life and what value it

will bring to whatever is already on

your plate

when you're defining your personal

project it's important to Define goals

scope deliverables success criteria and

resources let's use a simple house

renovation example to illustrate this

the goal for this project is what you've

been asked to do and what you're trying

to achieve so you want to renovate the

home you're currently living in to

create a minimalistic environment for

your family and your work

defining the scope is the process to

define the work that needs to happen to

complete the project so home renovations

in our example will include redecorating

your house changing flooring and

floorboards and completely revamping the

kitchen

also to figure out the project scope

it's fundamental to identify what's not

supposed to be included in the project

this is something you should Define

early on to avoid doing some heavy

decision making as you're executing your

tasks

deliverables are anything that enables

the goal of the project to be achieved

they can be tangible or intangible in

our home renovation example a

deliverable may be each room that is

being renovated or the finished house

you can add all of these details to a

project brief not only can your project

brief be shared easily but you can

revisit it from time to time to make

sure your project is still aligned with

the goals and scope you defined earlier

once you're happy with your project

brief you should be ready to launch your

project planning stage a project plan

should always have a schedule a budget

and a risk management plan

the schedule is the project timeline

which includes the start date the end

date and dates for events and Milestones

in between because you've already

defined your goal in your project brief

you should now be able to break that

down into several Milestones to create

your project timeline your timeline

should be a detailed roadmap of how

you'll achieve your deadline and it

should include all tasks and

dependencies

dependencies are tasks that are

dependent on other tasks so as you're

organizing your tasks you need to figure

out which ones need to take place before

one task which ones can be finished at

the same time as this task which tasks

need to happen right after other tasks

and some of your tasks may happen in

parallel or sequentially some tasks will

have a fixed start date so they need to

start in a specific moment in time and

others will have a flexible start date

and then all of this will be reflected

in your project schedule

this sequence of mandatory Milestones is

called the critical path and a good way

to visualize a critical path is creating

a network diagram Network diagrams like

this example sequence tasks in the order

in which they need to be completed based

on their dependencies

now that you've captured all of your

milestones and tasks and defined your

critical path it's time to do one of the

hardest parts of project planning time

estimates however it's also important to

remember that estimates won't be

accurate all the time and that's why

it's so important to incorporate buffers

too

buffers are extra time added to the end

of a task or project to account for

unexpected slowdowns or delays in work

progress

it's particularly important to add

buffers to any task in your project that

is difficult complex or that relies on

other people outside of your team

basically any kind of element that has a

lot of unpredictability the bad news

about time estimates is that there isn't

a foolproof way to do this mostly

relying on your past projects and your

past tasks will always be the best way

for you to understand how long did you

usually take to complete a similar task

even if you search for other people's

opinions the truth is we all have

different productivity levels energy

levels and motivation levels so your

past history will always give you the

most accurate estimation

these time estimates will now help you

drag your milestones and tasks across an

interactive schedule the timeline view

in project management software or a

simple Gantt chart created in

spreadsheet are incredibly helpful in

giving your bird's eye view of the

entire project

and I want to talk about a very common

project management tool that is so

popular among most people which is the

kanban board

although kenman boards are useful for

all kinds of projects they are typically

most suitable for project teams they're

great at giving you a quick visual

understanding of work details and

provide critical task information but

they're commonly better suited for

projects with multiple people working in

an agile project management approach so

you know basically when multiple things

are happening at the same time

there are a lot of different apps

created to help you organize your

project you have click up Asana and

Trello which are great work management

apps that have features to help you

create all of these tools but in this

video I show you how to do this in

notion which is a super flexible tool

I know a lot of you are super interested

in starting using notion but feel

completely overwhelmed by the amount of

info tutorials and templates there are

out there so I'm going to link you to a

great skillshare class that has the most

updated info on notion and I'm happy to

say that skillshare is sponsoring

today's video so that I can give you a

full 30 days free trial

skillshare has classes on basically

everything including photography graphic

design music cooking business marketing

and so much more when you explore their

library of classes you can get familiar

with new career paths and opportunities

project management for instance is a

skill that can be applicable to any

industry so it's a skill that is always

worth learning and honing knowing your

way around project management will make

you an invaluable team member anywhere

you work and it's fundamental if you

ever want to start a business solo so

don't forget that if you are one of the

first 1000 people to use the link I

provided in the description box you can

actually get a one month free trial of

skillshare that will give you so much

time to watch so many other classes

before the trial is even up so it's

definitely worth the time joining

I really hope you've enjoyed today's

video and I'll see you next week bye

guys

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