You can also find yourself in a project manager position with little or no experience. If that’s your situation, this practical guide will help you start the engine. Also, it will help you make sure your project is on – what you believe to be – the right track. We’ll take a look at every detail. You can create a free Paymo account—the software I’ve used—if you want to follow along.
Ultimately, you’ll see precisely how you can manage a project from initiation to payment.
Step 1 – Project initiation
In our example, the fictional client is “Natwater,” a company that contacted PurpleDog—our outsourcing company— for a new website. We create the client in Paymo with all the info we need. We meet with the client to decide on the project scope. We’ll find out precisely what the client wants, when the project needs to be delivered, how much time we’ll invest, and how much it will cost. We will write this info down and attach the document to the project later.
Adding a client to Paymo
There should always be a written agreement or contract between the parties involved in a project. You HAVE TO make sure that everyone’s on the same page. Not only does writing an agreement help avoid miscommunication, but if a problem does arise, the agreement helps identify each party’s responsibilities regarding scope, budget, and other issues. There are a lot of reasons why this step is so “underrated”:
- Lack of experience in managing projects. When you’re inexperienced, you might think this is only paperwork. They say, “The longer you are in business, the better your contracts will become.” You might believe every project will be unique and rely only on clients’ verbal promises.
- the client is somebody you’ve already done business with;
- the project seems pretty straightforward, or you underestimate the potential risks.
When you meet with the client, grab a pen and paper or create a document and write down as many things as possible in detail. After you agree, sign the document and attach it to the project. Agreements usually happen after a few meetings. For example, you’ll need to evaluate all tasks first to make an accurate budget estimation.
Step 2 – Project planning
After discovering exactly what the client wants, it’s time to create a list of tasks, group them by purpose, and assign the responsible person for each activity. The trickiest part is ‘negotiating’ a time frame and writing down how long each task will take. And this is probably the most challenging part of project management (or “the most controversial”). Why? Because it can cause the biggest headaches for those involved.
Fact: you’ll be wrong in your estimates. The less experienced you and your team are, the higher the chance that your estimates will be wrong. The fun part is when you have to come up with reasons why your estimates were (so) wrong. The good thing is that you’ll get better at estimating as you learn and gain insights from previous projects.
Based on your experience, there are three types of tasks: tasks you’ve done before, tasks you haven’t done but know what needs to be done, and tasks you haven’t done but need to research to learn more about.
Returning to the software, we start by adding a new project and defining the task workflow (the stages a task goes through from creation to completion).
In our scenario, we’re going to use the “New website” workflow that looks like this:
To Do > In Progress > Waiting for Approval > Approved > Complete
We create a custom workflow, which we use to indicate the stages a task goes through
When we create the new project, there are a few things we need to configure. Besides the regular stuff, like name, description, client, workflow, or ID, we need to specify how we will bill the client. We have the deadline, and even if we have a rough idea of how many hours we’ll invest, we don’t know exactly; therefore, the budget hour is set to “Adjusted Automatically,” and we will bill at the standard company hourly rate of $75.
We create the project in Paymo with all the required info
Next, we add the people working on the tasks to the project. We’ve also invited the project owner, Felicia, as a “Guest” so she can receive real-time updates on the project’s progress.
Adding a “Guest” allows the client to be updated on the project’s progress
After creating and grouping the tasks into task lists, we assign each team member to the corresponding tasks.
We group the tasks into task lists by purpose
The Gantt view is the best for understanding how tasks depend on each other and how long it will take to complete the project. Also, it allows you to automatically adjust the duration (start/end dates) for all dependent tasks when one takes more time than the initial estimate.
The Gantt gives us a visual representation of the project
Step 3 – Project execution and monitoring
The real work begins now that we know who’s working on what and how long the project will take. To ensure we’re on track, each member must track the time spent on their tasks and, as the project goes on, see how it compares to the initial estimate.
In Paymo, several ways of tracking time exist, including a web timer, desktop app, or mobile app. The most straightforward is to start the time for a task when you begin working and stop it when you’ve finished.
You can add notes to a time entry
The board view (Kanban) gives you an overview of the tasks’ status. Each time a task’s status changes, the project manager is notified so he can take action if necessary.
The project’s tasks and their corresponding status
A few useful features in Paymo will help the assignee focus on his work while keeping the project on track. The alerts, for example, will notify the assignee when the due date is approaching.
The assignee will receive an alert the day before the task is due
The time reports are another tool for the project manager to keep an eye on the velocity and project’s progress. The report will tell you how much time each member has worked to date and compare it to the initial plan.
This report shows us how much time we’ve worked on the given period
When we grouped tasks into task lists by purpose, we also attached a milestone to each task list to mark the completion of an essential stage in the project’s development.
This milestone will mark the end of the planning phase
To facilitate the collaboration between team members, Paymo allows you to leave comments on specific tasks or create general discussions attached to the project.
The task comments facilitate the collaboration between team members
When a new comment is added, those involved in a task will be notified in-app. The notification area is where you get all the updates regarding the tasks and projects you’re involved in.
Notifications keep you updated with the latest project changes
One of the most important things in project management is ensuring everything related to the project is kept in the same place and easily accessible. We’ve attached the files to the corresponding tasks – and all the files can be found in the Files section in the project overview.
A list of files attached to the project
Step 4 – Project closure & payment
When the last task has been completed, and the client is pleased with the final result, there’s one more thing left to do: create an invoice and get paid.
The invoice has been sent to the client
The closing of a project is often overlooked. The truth is that this can be the most crucial part of your following projects. The information you’ve gained during a previous project could prove crucial for your next ones.
You might rush into celebrating the end of the project. However, don’t forget one important thing: a retrospective analysis. Hold a retrospective meeting to ensure you’ve gathered all the data. Use your client’s feedback and your team’s insights for further projects. This will help you and your organization alike.
Write these ideas down and keep them safely in your archives. Put down all your opinions and motivations. For example, consider the good and bad decisions you made in your last project. A good one would be that you estimate deadlines based on the time estimations from similar previous projects. On the other hand, a bad one that causes problems is when you assign a difficult task to an inexperienced team member. Attach these documents to a project to make them easily accessible for everyone.
No project is complete without getting your client’s approval to close the project. This includes ending your contracts with all outsourced workers or resource providers. You must keep several contracts in place when dealing with a long-term project.
Now, the project can be archived, and you can finally go on and celebrate!
Laurențiu started his marketing journey over 18 years ago and now leads a marketing team. He has extensive experience in work and project management, and content strategy. When not working, he’s probably playing board games or binge-watching mini-series.
Drawing from a background in cognitive linguistics and armed with 10+ years of content writing experience, Alexandra Martin combines her expertise with a newfound interest in productivity and project management. In her spare time, she dabbles in all things creative.