You’re working on a complex project. How can you stay organized and focused?

When managing small to large scale projects, you first need to understand what the scope of work is and what the client expects. Next step, create directories for all of your important documents etc. Being organized is so critical in making sure any size project functions correctly. Use your recourses, collages, friends etc. You never know how someone's insight may help. Furthermore, being able to adapt to change, and be open minded about change. To stay focus, as I have ADHD. I like to move and walk around my office etc. when I feel like I am loosing focus get that blood flowing. Also a Celsius never hurts.

1. Understand the scope and nuances involved. 2. Build a risk management plan. 3. Divide and conquer. Break the tasks into smaller chunks and tackle one at a time. 4. Manage time effectively, and use automation for repetitive tasks. 5. Delegate the tasks to expand your wings. 6. Always be open to feedback. Your team is your biggest strength.

To maintain organization and focus on a complex project, break it down into smaller tasks, prioritize them, and create a detailed project plan using project management software. Set achievable goals and milestones, allocate focused work time, and minimize distractions. Regularly review and update plans, and communicate effectively with team members for alignment. These strategies help manage complexity and ensure project success.

When working on complex projects, a common mistake we make often is defining with the entire project without considering possible short-term goals. Preparing detailed Gantt charts for tracking weekly/bi-weekly updates is I feel very much needed. Preparing such a chart helps define core micro-steps that are to be performed under each milestone.

One thing I found helpful is to identify the full scope of work of the project, understand the stakeholders expectations and chose the best project management methodology that suits best the project to be delivered on time and within budget. Plus, illustrate (3) types of scenarios to have a contingency plan in place to adjust to rapid changes

A very effective way to stay organized and focused is to use different devices for different tasks. Your smartphone for social media and your laptop or PC for working on a complex project. Keep your smartphone away when working on your PC. This is the first step towards avoiding distractions. Secondly, use time blocking and set aside 4 hours to work deeply on a project. You can do this about twice a day. 8-hours of effective deep work without distractions is better than the entire day with multiple distractions where you only get 3 hours of work done.

Divida o projeto em fases distintas. Cada fase deve ter objetivos claros e entregas específicas. Desagregue cada fase em tarefas e subtarefas. Identifique as dependências entre tarefas e fases. Determine quais recursos são necessários em cada fase do projeto. Certifique-se de que todos compreendam suas responsabilidades e o papel que desempenham em cada fase.

Planifier et structurer le projet Utilisez des outils de planification comme les diagrammes de Gantt pour créer un calendrier de projet détaillé, en assignant des tâches spécifiques avec des délais à chaque membre de l'équipe. Une structure bien définie aide à identifier les dépendances entre les tâches et à anticiper les besoins en ressources, permettant une allocation efficace et évitant les conflits de ressources.

Following defining the project scope, the next crucial step is to plan the process. Break down the project into manageable phases, tasks, and milestones, considering dependencies, risks, and assumptions for each. Allocate and schedule resources, budget, and time effectively. Develop a detailed roadmap to guide actions and decisions, communicating this plan clearly to the team and clients. Regularly monitor and track project progress and performance against the established plan to ensure alignment with objectives and to proactively address any deviations or challenges. This structured planning enhances organization and focus throughout the project lifecycle.

Escolha plataformas de comunicação eficazes, como Slack, Microsoft Teams, ou outras ferramentas de mensagens instantâneas. Use sistemas de gerenciamento de projetos, como Trello, Asana, ou Jira, para rastrear tarefas. Considere a automação de tarefas repetitivas.

When working on complex projects, staying organized and focused is key. I rely on tools like Trello and Spark. They help in coordinating with the team and clients, keeping everyone on the same page. Trello is great for organizing tasks and tracking progress, while Spark helps manage communication effectively. Using these tools enhances productivity and keeps everyone aligned with the project goals. It's all about leveraging technology to streamline workflows and maintain clarity throughout the project.

I am a huge fan of Hive! They're smaller than big names like Asana, Trello or Monday which, I find, makes them more willing to listen to their users and rolling out enhancements.

Utiliser des outils de gestion de projet Les outils de gestion de projet, tels que Asana, Trello ou Jira, offrent des plateformes pour suivre l'avancement des tâches, collaborer avec l'équipe, et stocker des documents. Ces outils facilitent la communication au sein de l'équipe, le suivi des progrès et l'identification rapide des blocages, contribuant à une meilleure organisation et focalisation.

After planning the process, the next step is to utilize tools that enhance organization and focus. Identify communication systems for seamless collaboration with your team and clients. Determine methods for sharing information, feedback, and updates. Implement tools for documenting, storing, and managing data, files, and records efficiently. Leverage technology and platforms that boost productivity. Consistently communicate the use of these tools to the team and clients, ensuring uniformity in standards and understanding. This integration of tools enhances overall project efficiency and streamlines communication processes.

Solicite feedback regular da equipe interna e dos clientes. Isso oferece insights valiosos sobre o desempenho do projeto e identifica áreas de melhoria. Compare os resultados alcançados com as metas iniciais estabelecidas durante a fase de planejamento. Utilize o feedback obtido para aprimorar processos internos e estratégias futuras.

Prioriser les tâches Établissez des priorités pour les tâches en fonction de leur importance et de leur urgence. La méthode Eisenhower, qui divise les tâches en catégories (urgent et important, important mais non urgent, urgent mais non important, ni urgent ni important), peut être particulièrement utile. Cela aide à se concentrer sur ce qui avance vraiment le projet, réduisant le risque de se perdre dans des activités peu importantes.

Following the use of tools, the next step involves reviewing the results of your project. Develop strategies for evaluating and reporting project outcomes and impacts. Establish methods for collecting and analyzing data and feedback. Identify processes for recognizing and celebrating achievements and lessons learned. This comprehensive review allows you to measure and demonstrate the value and quality of the project. Effectively communicate the results to your team and clients, showcasing your expertise and professionalism, and ensuring transparency in project outcomes.

Desenvolva uma mentalidade na equipe que esteja aberta à mudança e seja capaz de se ajustar rapidamente a novas circunstâncias. Estabeleça sistemas de monitoramento contínuo para identificar indicadores de possíveis mudanças. Comunique qualquer mudança de maneira clara e proativa. Mantenha todos os envolvidos informados sobre os motivos, impactos e soluções propostas para garantir transparência. Avalie o impacto das mudanças no escopo, processo, ferramentas e resultados do projeto.

Planifier des réunions de suivi régulières Organiser des réunions périodiques avec l'équipe pour discuter de l'avancement, des défis rencontrés et des ajustements nécessaires au plan de projet. Ces réunions favorisent la transparence, encouragent la communication ouverte et permettent de résoudre rapidement les problèmes, gardant ainsi le projet sur la bonne voie.

In the ongoing project, the fifth step involves adapting to changes that may arise. Develop strategies for handling unexpected issues, challenges, or opportunities. Establish communication and negotiation plans for discussing changes with your team and clients. Be prepared to update and revise the project scope, process, tools, and results accordingly. By embracing and managing the uncertainty and complexity, you can proactively and transparently communicate changes to the team and clients, maintaining their trust and satisfaction throughout the adaptation process.

Gérer les distractions et le temps La gestion du temps est cruciale dans un projet complexe. Utilisez des techniques telles que la méthode Pomodoro pour rester concentré sur les tâches à accomplir, en alternant des périodes de travail concentré avec de courtes pauses. Limitez également les distractions (comme les notifications constantes des appareils électroniques) pour maintenir une concentration élevée.

A best practice to perform after every complex project is to host a project debrief meeting, including the key contributors of the project. Throughout the life of the project, keep a running list of tasks that could have gone better. During the debrief, address the list, and encourage the collaborators to comment as well as share their lists. Have a round table discussion on how to improve on these tasks and record the agreed-upon solutions. As a follow-up share the solutions with the broader team to implement, allowing the process to evolve project-by-project.

In the final step, actively seek feedback from both your team and clients. Establish mechanisms for soliciting constructive and honest input on the project. Develop strategies for incorporating and implementing this feedback to enhance both the project and your skills. Communicate openly and appreciatively, expressing acknowledgment of the feedback to your team and clients. This iterative feedback loop not only facilitates continuous improvement in the project but also fosters stronger relationships and builds a positive professional reputation.

When executing complex phases of projects, I often sketch out (in Excel) a Plan on a Page. Many formal programmes are very detailed, lots of pages. So, I produce a pictorial view of near term (maybe a month) milestones and key activities. This aligns with the programme, but its main objective is to allow the team to view their own key activities at a summary level. This has been well received in the past and is easier to read than a rolled up programme view. Team can still refer to detailed programme if preferred, but with Plan on a Page, they can keep an eye on near term objectives, and allow them more time to deliver their due workscopes without getting buried in pages of information.

Identify the scope Identify the goal. Identify the objectives. Identify the resources you need both human and and capital. Outline responsibilities Outline activities Set realistic timeframe and budget Set your monitoring and evaluation system Reporting and communication.

Don't forget that *rest* should be a part of your plan, otherwise you'll work yourself to the bone. Factor in some down time for rest and rejuvenation and you'll find that you'll be more productive and creative and focused when you're working.