Project Management - Planning

Translate your goals into specific tasks and create a plan to complete those tasks. Unlike goals, tasks are identifiable steps that can be sequenced on a timeline or calendar and assigned to specific people. Tasks should:

* be unambiguous. A task should be clear and simply stated. If a task cannot be described in a sentence or two, you might want to break it into two or more smaller tasks.
* be confined to a known time frame without gaps for other tasks in between
* include only work-related aspects
* be associated with a specific person or group of team members
* have a single point of sign-off (one person should be responsible for deciding when the task is done)

It's not always easy to identify needed tasks, especially if you don't have a lot of experience in developing Web pages or CD-ROMs. That's why the CIT's here—our staff has experience in developing large and small Web sites, CD-ROMs, and custom software. We will be happy to consult with you and help you plan your project.

Don't worry about putting tasks in sequence yet. What is important is to identify what specifically needs to be done to build your project. Typical tasks in Web and multimedia design might include:

* record audio tracks
* digitize video or audio
* scan forty slides
* optimize images for Web delivery
* create paper mockup of interface
* implement navigation for CD-ROM content (or Web pages)
* upload media to the server
* test and debug the Web site (or CD-ROM)

Once you have a list of tasks, you can start making a plan to complete them. Many tasks are independent of one another (such as "digitize video" and "create paper mockup of interface"), but many are not. Organize the tasks in a logical sequence (though don't try to create a schedule just yet). Identify who will be responsible for each task and what resources they will need (facilities, storage media, assistance, etc.). Pay attention to tasks that may depend on other tasks.

When you have a sequence, you can begin to translate it into a schedule. Try to identify milestones, sets of tasks that represent meaningful achievements. For example, "all media digitized" or "templates for all Web pages completed" or "all text written and edited" are good milestones for Web or multimedia development. When scheduling your project, you should assign specific dates by which these milestones will be completed.

Scheduling a project

Scheduling can be complex if you don't have some experience with planning a project involving several people. You might want to use a tool like MS Excel or Project to help you plan. Simple projects can be planned easily with a calendar. Bar charts called Gantt charts are quite useful in showing how multiple tasks overlap or relate to each other. They also help you allocate workers' time effectively. It's wise to schedule noncritical tasks as early or as late in the schedule as possible.

You might want to create an "ideal" schedule and a "real" schedule that you constantly update as the project progresses. Updating the schedule is your responsibility as a project leader; don't expect your team to do it. You must communicate changes in the schedule to everyone on the project promptly and regularly. Adjust the schedule whenever you change the definition or time frame of tasks, when the project scope changes, or when the project deadline changes.

Making a work plan

So far, all you have is a pile of paper. You might feel like you haven't even begun the "real work" on your project. This is absolutely not true; you now have a carefully thought-out plan and schedule for the project that identifies goals, tasks, and milestones. But don't keep it to yourself—each member of the team should have a package that includes:

* written goals
* a complete schedule
* lists of tasks (with specific assignments) and milestones
* a list of contact information for everyone involved

As a final step, set up an e-mail list or simple project Web page where you can post updates, announcements, or other information. However, do not rely on e-mail for important communication, though it's fine for reminders or setting up meetings.