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Want to be more organized with your tasks and time? Click here for 6 ways to project manage reaching your goals. #projectmanagement #timemanagement #mindfulness #igotthis #organization
Some people are born project managers, others do their best to learn.
Of course, you can train to become a project manager, and you can get certified as a project manager, but it’s just second nature to so many of us.
I found that I was one of those folks when I started a job as a project manager at a digital agency a few years ago. That job felt like coming home, and I totally rocked it.
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You’ll find us natural project manager types (we’re mostly the traditional Type A folks) all over the place: event planners, account executives, producers, COOs, the friend that gets every detail down for your monthly group brunch date.
Our fixation on efficiency and deadlines and action items can be tiresome, I’ll admit, but there is so much you can learn from your naturally organized, spreadsheet-obsessed friends.
Even though I no longer have “project manager” in my official title, I always rely on my old project management tricks to run my freelance business and to help me plan my personal goals and make them happen.
Here are some tools of the project management trade that you can use to help you reach your goals too!
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6 Ways to Project Manage Reaching Your Goals
#1. Write a Project Scope, and Stick To It
A scope is basically a definition of a project. It details what this “project” (i.e. the project of reaching your goal) is and, maybe more importantly, what it isn’t.
“Scope creep” is a term that PMs use to describe when extra, unplanned ideas get tacked onto a project.
A clear definition of your goal and how you’re going to get there can be a litmus test for new ideas. Does it fit into the scope? Yes? Cool! No? Save it for later, or think about redefining your project if needed. If you do redefine your project, rewrite your scope so you can keep using it as a guide. Use it to help you complete your project on time.
Your scope should also include a timeline. Yes, it might change (it often does, actually). But writing out a realistic plan will hold you accountable to those deadlines and make sure you keep things moving. It will also make you think about what steps (or “deliverables” in PM speak) are involved in your project and how long they’ll take.
Example:
Let’s look at an example as we talk about these ideas. Maybe I’ve decided that next year I want to go to grad school. Awesome goal, right? My project scope will detail exactly what I want to study, how many schools I want to apply to, what I need to research to choose those schools, who I need to ask for recommendation letters, etc. It will also detail when I need to do all of those things.
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#2. Plan Your Budget
Reaching your goal might cost money. It’s definitely going to cost your time and energy. Planning your money budget might include classes you want to take, the materials you need to buy, or other investments you need to make.
That part is probably pretty straightforward — figure out what you need, price it out, and see if it’s affordable for you right now.
The time and energy part can be a little fuzzier, but it’s important to think about. How many hours per week is this work going to take you? Even if you technically have that time available, how is it going to affect your energy? Humans are notoriously bad at estimating these things, so you might use the trick of multiplying your estimate by 1.5 or 2 so that you have extra room in case things change or something comes up.
Example:
Sticking with our grad school example, your money budget will include application fees, testing fees, and any other materials you need to buy. Your time and energy budget might be an easy few hours a week at first, just doing research. As you narrow down your options and start putting together applications, you’ll need more time and more energy to devote to this project. Looking at it this way, it’s easy to see that you probably shouldn’t take on other new or extra projects during that time.
#3. Use Project Management Software
I’m sure you’ve heard of tools like Basecamp and Trello and the million other apps that promise to organize your entire life. Turns out, they can work really well!
Trello is my favorite way to organize my work projects, and I also use it for my own personal projects, and I also use Wunderlist for small tasks or projects that just include a couple things I need to do. I’m a big fan of spreadsheets, but sometimes I need to get outta there and into a more specific tool. Trello has a ton of inspiration boards you can, um, be inspired by.
Just about any project management software will have basic, incredibly useful features like due dates and reminders, lists and tasks, and collaboration with other users.
Example:
A project management system for your grad school goal might include lists like research, test prep, recommendations, essays, and application submissions. You could organize the deadlines for each piece of this project and each different application within these lists.
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#4. Work in Sprints
When I’m working toward a new goal, I can easily get totally consumed by it. I can also get super overwhelmed by everything it entails. If I don’t set clear boundaries and well-defined steps, things will either never get done, or other important parts of my life will suffer as I focus almost entirely on the new, exciting thing.
There are lots of different project management strategies out there, and one that’s been really popular in recent years is Agile, which is often used in software development teams. You don’t have to go full-on with learning a new system and implementing every part of it, but working in sprints is one part of Agile software development that can be applied easily to many projects with great results.
A sprint is a defined period of time with defined work. You can set your sprints to whatever length of time works for you, and you can even go totally micro with it and work in tiny chunks of time with the Pomodoro technique.
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Breaking your project into smaller chunks of time and smaller chunks of work will keep you from getting overwhelmed, and it will also limit how much you take on at once. Especially for a project that’s going to take a lot of time, this is key to mitigating burnout.
Example:
With our grad school example, maybe you give yourself a two-week sprint time. In one of those sprints, you could break off a chunk of your work and plan to write the first draft of a standard application essay and ask three people to write recommendation letters for you. At the end of two weeks, you can evaluate what you’ve done and plan what needs to happen next (including any re-do or follow-up on previous tasks).
#5. Strategize and Delegate
Project managers don’t do all the work! I’m not gonna say that I never designed a graphic or wrote a page of content to help move things along, but as a project manager, your primary goal is to make sure things keep moving. You don’t need to be an expert in every part of your project; you just need to know enough to create strategy and delegate.
Example:
Some goals lend themselves better to this than others, for sure, but what about our grad school project? There are a lot of pieces of this project that you can get help with. Maybe you take a GRE prep class to delegate your study planning. Maybe you ask an English major friend to proofread your essays. It’s easy to fall prey to the myth of being totally self-made or pulling yourself up by your bootstraps or whatever other capitalist nonsense, but that’s not real. What’s real is: we all need a support system, even if we’re ultimately in charge.
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#6. Create Action Items
“What are the action items?” is every project manager’s catchphrase.
When you journal, brainstorm, or have a brilliant shower idea related to your goal, don’t let that energy slip away. When you wrap up a meeting or any creative activity that might be related to your goal, take that positive, productive energy and make it concrete. Write out all the things you (or others) are going to do, who’s responsible, and when they will happen. You might think you’ll remember, but you likely won’t, and you’ll thank yourself for these detailed notes.
Example:
Maybe one day you’re journaling and you end up writing about how your undergrad degree in art history was so much fun but you wished you had taken more business classes. From there, you might create action items related to looking into MBA programs, taking a few business classes for free on Coursera or similar, and so on.
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And there you have it!
I hope these tips help you make the most of your time and energy the next time you’re setting and working on a new goal.
And I hope you’ve gained a little bit of new appreciation for all the project manager types in your life 😉
Are you ready to project manage reaching your goals?
More About Guest Contributor
Last Updated on July 12, 2021
Liz @ Yes/No Detroit says
I am super Type A so would probably make a good project manager :). That “friend” you mention in your post who plans every detail of brunch is definitely me, ha. Thanks for the useful tips!
Nadalie Bardo says
Hey Liz,
You’d be a PERFECT project manager for sure. Planning is great, as long as you’re taking equal if not more action. 😉
Jen says
Some great tips here. I have never heard of Trello, I had a look and will give it a try.
Nadalie Bardo says
Hey Jen,
Trello is pretty great! I also love Asana. They really keep you on task.
Amy Kennedy says
Great post! I have planned several projects, but I know I could do a lot better than I have done. Thanks for the tips! I actually just got on Trello for the first time about a month ago!
Nadalie Bardo says
Hey Amy,
Thanks so much! You and me both, Alex’s post is so on point about needing to project manage our goals.
Sheena says
Hello Nadalie,
Great blog. What stood out to me the most was your discussion of using a project management system. I’ve heard of Trello, but never tried it. I think it might be helpful to me because I can get overwhelmed very quickly. Diving the project into smaller tasks is a great idea as well.
Nadalie Bardo says
Hey Sheena,
Agreed, Alex did a great job on her post. You should totally check Trello out! Personally, I use Asana, but they’re both excellent project management tools for planning and also executing your projects.
Margaret Smith says
You have some amazing suggestions! I have vision boards for all of my big goals
Nadalie Bardo says
Hey Margaret,
Fantastic that you’ve already created a vision board or two for your goals. Make that vision a reality, with these project management tips.
Tomi C says
I’ve heard of Trello but haven’t tried it yet. Your post has peaked my interest though. It’s so important to set a goal and then find ways to reach it to avoid disappointment along the way. Staying motivated is key!
Nadalie Bardo says
Hey Tomi,
You should 100% check out the project management tools mentioned, Trello is pretty sweet.
Shelley King says
I am a strategic person for sure. I plan everything. I budget like a crazy woman. My biggest failure is delegating. I have always been the if you want it done right do it yourself person. Has left me exhausted more than a few times.
Nadalie Bardo says
Hey Shelley,
Love that you’re all about the planning and strategies. I’m a bit addicted to planning and plotting too!
You and me both, it’s hard to let go and trust people with your work. But I think we all hit a point where we have to delegate.
Censie Sawyer says
Trello! I need to check this out. My husband was talking about it the other night. I guess people at his work use it. Thank you for these great tips on getting those goals met.
Nadalie Bardo says
Hey Censie,
TRELLLLO! You so need to, I can’t make it through the week without my project management apps.
kathleen says
this is sooo helpful! thanks for sharing 🙂
Nadalie Bardo says
You’re so welcome, Kathleen!
Moon says
Loved your post and liked your idea of using a project managment system
Nadalie Bardo says
Hey Moon,
Glad you enjoyed it. Alex did a great job on this post for us!
Stacy Karyn says
I’m often getting stuck in the middle of projects, and love the idea of creating a project scope. Thanks for sharing all the great resources!
Nadalie Bardo says
Hey Stacy,
Don’t I know that feeling! It’s so easy to get stuck at the uphill battle part. I find that these tools and project management tips do help me stay on top of it and keep going. Take it one task at a time!
Jubilee D Meyer says
So much good information! I’ll definitely be referring to this in the future!
Nadalie Bardo says
Glad you’ve found it informative, Jubilee!
CherishingFlo says
Girl I LOVE the step by step because scatterbrained is literally my middle name! Lol great post!
Nadalie Bardo says
Agreed! Step-by-step is always best. Thanks for the blog post love.
Bree says
This was jam packed with good information! Will def. have to try out some of these tips!
Nadalie Bardo says
Hey Bree,
Happy project managing your goals!
Sarah says
This was some great information. Thanks! I agree about taking notes when ideas come to you, I have had some slip away from me because I hadn’t noted them when they were fresh in my mind!
Nadalie Bardo says
Hey Sarah,
Note taking is such a simple yet powerful way to keep on top of things. I have a notebook that I jot down all my ideas in and make my simple plans. So helpful!
Michelle says
Working in sprints has really helped me get so much work done — much more than I have in the past. I usually set a timer for 15 minutes and tell myself there’s no distractions for 15 minutes and when the timer goes off I allow myself some time to mindlessly scroll through IG before getting back to work. I get so much more work done!
Great post! x
Michelle
Nadalie Bardo says
Hey Michelle,
Yes, working sprints are such a jampacked way to get lots done in a small amount of time. I’m all for the time blocking, Pomodoro and sprint techniques. The key’s to know what you need, when you need it. Sometimes one works, and others won’t.
Happy project managing!
Whymances says
Good summary! Don’t forget contingency in the budget! Or referred to as emergency funds in personal finance. It isn’t uncommon for unexpected costs to come up.
Nadalie Bardo says
Hey,
So glad you’re enjoying the post! YES, that’s such a great point. We have to keep track of our finances. I know for experience unexpected costs always appear!
Shelley says
Sometimes it’s easy to get lost in our goals without a clear destination– good tips
Nadalie Bardo says
It’s so easy to get lost, isn’t it! Project management helps us keep our eyes on the plan, and not lose our place.
Moni says
I just found your blog and it is really amazing! I will definitely read more article! Keep up the good work!
Nadalie Bardo says
Hey Moni,
Thanks so much for the blog love, really glad you’re enjoying it.
Cassie says
Lots of great info, I have a few notebooks I carry with me all of the time and it definitely gets to be too much. I’m going to look into Trello now 🙂
Nadalie Bardo says
Hey Cassie,
I love that you travel with notebooks! Me too. Although there was this one time my notebook got destroyed by a friends glass of water. So now I’m a bit apprehensive to let them leave the house lol.
Anissa says
All excellent tips and I honestly can use help in each area. Stratagizing and delegating are top on my list because I need to work on both ! I Also need to be more organized!
Nadalie Bardo says
Hey Anissa,
Strategy and delegation, two powerful tools that most of us don’t use nearly enough.
Check out Trello and the other project management tools mentioned above, they can help you get organized.
kathleen says
this is so helpful!
Nadalie Bardo says
Glad you’ve found it helpful!
Brittany says
I can get overwhelmed so easily and sometimes try to squeeze my projects into a small
Amount of time. Breaking it into smaller chunks would be extremely helpful to my sanity haha
Nadalie Bardo says
Hey Brittany,
Yeah I know the feeling. I’ve learned to give myself at least twice as much time as I think I need from the get go. We always think we can do more than we can. Pacing is so important!
Nickle says
These are great tips! I don’t know where I fall between the two kinds of people but what I found out is that things come to me naturally. Like one day I don’t know jack about something, the next I just know how to work it out. So I don’t know. LOL
It’s no nice to read it put into word but this is exactly what I’ve been doing for the past few months but my problem is I struggle with following through. LOL.
Nadalie Bardo says
Hey Nickle,
That’s amazing that you’re a natural learner!
You’re not alone in that. I think that most of us are great at setting goals, then okay at getting started, but coming back every day to make sure we see it to the end.. well that’s another story.
Try using a project management tool like Asana to keep you on track every day with tasks.
The Travel Bunny says
These are really good tips. Personally, I’m a fan of Trello. Ever since I’ve started using it, I’ve become much more organized and efficient with my travel blogging, but also in planning my work events or my daily tasks.
Nadalie Bardo says
Trello is pretty amazing! Same, I use my favourite project management app to keep me on track and organized with blogging tasks. Love setting those reminders!
Naomi Destiny says
What an amazing and helpful post! I deal with several projects from time to time at work and this tips will really help. Thanks!
Nadalie Bardo says
Hey Naomi,
Glad you’ve found Alex’s post on project management tips and tools helpful!
I so agree they’re essential for staying on track for multiple projects at the same time.