7 Tips for Organizing Your Business Projects

StrategyDriven Portfolio Management Article  7 Tips for Organizing Your Business ProjectsIf your life is a jumbled mess at work, you’re not alone. Many people feel like they’re running a circus when they walk into their office.

Too many business projects can negatively affect your performance unless you learn how to manage them properly. Organizing your business projects doesn’t have to be a bore.

Continue reading this article to learn how to organize your business and get things done on time.

What You Need to Learn About Organizing Your Business

You might be learning more about getting help in your business. Even if you get help, if you don’t know how to organize your projects properly, you won’t experience progress.

1. Let Your Team Know Your Expectations Early

You can’t take on everything by yourself. Since you can’t take on everything by yourself, your team needs to be on the same page as you.

Letting your team know your expectations early will help keep you on track as well as help keep them on track. If you don’t have anyone looking up to you and counting on you to get things done, it is easy to let things slide.

When your team is watching and everyone knows the expectations you have for them, they will be held accountable and so will you.

2. Create & Follow a Template

Why recreate the wheel? If you’ve done something that worked in the past—keep doing it. Creating a template for your projects can help you save hours on end when you’re working on simple projects.

3. Compare Project Progress to Project Plan

If you don’t have a detailed project plan, it is far too easy for you and your team to fall behind on your projects. One of the best things you can do is to set times you’ll review the project’s progress and compare it to the project plan.

When you compare the progress and the plan, you’ll be able to see where things are going awry so you can fix them as quickly as possible.

4. Set Hard Deadlines for Milestones

Your project plan needs to include hard deadlines. If your team thinks there is leeway in the deadlines, you’ll rarely see them hit their deadlines.

While you don’t have to be hard on your team, you should let them know that you know what they are capable of and that you believe they can hit these milestones. Setting hard deadlines for milestone will keep you out of panic mode at the end of your project and ensure you stay organized and on track.

5. Communicate Frequently

Failure to communicate with your team frequently will result in project failure. If people have a question about a challenge they’re up against, they often don’t want to bother you so they’ll wait until the team meeting.

If you don’t have frequent team meetings, they will be stuck on the problem for quite some time which will delay the project unnecessarily.

6. Create & Stick to a Filing System

When you’re managing multiple projects you may have stacks of papers on your desk. While it does look like you’re busy, it doesn’t mean that you’re productive.

If your papers get mixed up or if you lose paperwork, this can be a major problem. A well-designed filing system can keep you from losing paperwork or making it difficult to find.

You can organize your filing system alphabetically but also consider color coding and splitting up different projects into their own filing cabinets to make things even easier when you’re trying to access files for a given project.

7. Use Project Management Software

The web can get pretty sticky and that is where much of your information is. If you don’t use project management software, you’re making your life unnecessarily difficult.

When you use project management software, you’ll be able to share digital files with your team in a click of a button. You’ll also be able to communicate about files and folders so everyone is on the same track.

While you do need your offline hard copies of files and folders, having information available in the cloud will reduce the amount of tag you need to play with your team. Almost all project management software is searchable as well so if you want to find a file, just type in the name and the results will be there for you.

Bonus Tips

When you want to keep your business projects in line, it helps if you have the rest of your business in hand as well. If your books are going wild and you aren’t on track with your taxes, you’re putting more stress on yourself than necessary.

Meeting with an accountant to make sure your books are in order, purging your office of anything you don’t need and even cleaning up your inbox can make it easier for you to run your business and all of its projects.

The small things you aren’t taking care of can add up to major problems that slow your business down and keep you from getting necessary work done. If you can’t get things in order on your own, delegate it to team members that work well in those areas.

Learn More Tips to Up-Level Your Business

Now that you know about organizing your business, why not get even more information to help your business? We have many articles on various business topics that can help you grow your business.

Navigate through our site, find your favorite section, drop a bookmark and come back later for more great reads.


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Portfolio Management Best Practice 2 – The Project Registry (Continued)

As an organization grows, so does its number of divisions, departments, and work groups. The subsequent dispersion of management responsibility and encapsulation of attention on distinct business functions can cause leaders to lose sight of all the initiatives being authorized across the organization. This unavoidable phenomenon increases the risk of project duplication and diversion of funds from relatively high value projects to less impactful ones. To avoid this risk requires informing management decisions with comparable, value-based data related to the entire body of organizational initiatives. When properly configured and governed, a centralized project registry services as an effective tool to provide managers with the information needed to eliminate redundant work and ensure appropriate resource allocation.

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Portfolio Management Warning Flag 1 – Management Distractions

At times, organizations undertake ‘bet the company’ projects, initiatives so risky because of their sheer size, strategic importance, and/or operational impact that the project’s failure could bankrupt the company. ‘Bet the company’ projects necessarily demand heightened management awareness and focus, however, excessive diversion of leadership’s attention to these types of projects and away from others and/or day-to-day operations could also jeopardize the organization.

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Portfolio Management Best Practice 2 – The Project Registry

How frequently do organizations duplicate effort because the same initiative is unknowingly performed by more than one group? Probably far more often that one might think and certainly more frequently than one would want to admit.

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