Planning any project (whether, for example, a personal trip or a professional event) is the most efficient way to achieve the set objective without losing your mind or your life in the process. Planning is the bridge between objectives and results. Without it, any goal runs the risk of remaining nothing more than a mere intention.
What is a project?
According to the PMBOK, the guide published by the Project Management Institute (PMI), a project is a temporary endeavour to create a unique product, service or result. However, to better understand how to carry out a project, it is best to bear in mind the definition that includes the four essential ‘pillars’: actions, time, resources and objective. Planning itself forms part of the project life cycle: from initiation through the planning phase itself, continuing with execution and closure, all under continuous monitoring and control.
Available methodologies
There are three main families. Agile methodologies operate in short cycles and in a visual manner, using boards showing tasks to be done, in progress and completed. The traditional or waterfall methodology progresses through consecutive phases (analysis, design, development, testing and deployment) and relies on detailed task lists with dates and dependencies. Finally, goal-setting frameworks such as SMART require goals that are specific, measurable, achievable, relevant and time-bound.
When planning (regardless of the methodology used), it is necessary to take the following into account:
- Definition of objectives and scope
- Work Breakdown Structure (WBS)
- Drawing up a timetable
- Allocation of resources and budget
- Risk management and mitigation plans
- Drawing up a communication plan for those involved
- Identification of stakeholders
- Definition of success criteria with their evaluation metrics
Tips for day-to-day work
The Eisenhower Matrix helps to distinguish between what is urgent and what is important: do it, schedule it, delegate it or eliminate it. Time blocking sets aside blocks of time in your diary for priorities, whilst time boxing sets strict time limits for each task. It is also worth remembering the 80/20 rule: a small proportion of the effort generates the majority of the results, so it must be protected from distractions and interruptions.
Planning is not just another step in a project, but the way to turn intentions into results, in the most optimal way possible. Not only from the point of view of time or budget, but also in terms of the success and well-being of the people involved in the project.
