7 steps to successful project lists

Project lists, whether simple to-do lists or complex documents, are very useful for organizing tasks and keeping projects on schedule.

Project lists are more than just a few tasks written on post-its! They can be a very useful tool for project managers to get the job done.

A project list ensures that the appropriate tasks are prioritized, provides a detailed overview of the work to be done, and describes the actions required to complete the project. Let’s take a look at how to create productive project lists (you can download and use our template for your own projects!).

A project list: what is it?

A document that lists the steps required to complete a project is called a project list. It can be a simple to-do list for a small project, or a complete file that you use for all your tasks. The aim is always the same: to help plan and organize your team’s work.

Why make a project list?

Project lists, like task lists, enable you to identify and prioritize activities and commit to an action plan to complete them:

• • Determine which tasks need to be completed: What tasks need to be completed for the project to be completed successfully? It can be difficult to determine what your team needs to do in the case of large-scale projects with many deliverables. All tasks are kept in one place by means of a list.
  • Rank key tasks in order of importance: A crucial task that has dependencies can bring the project to a complete halt if it is postponed or not assigned. A project list ensures that no task is overlooked, as everything is organized in a logical order.
  • Reinforcing openness and accountability: By giving your team access to the project list, you clarify who is responsible for what and when. Each participant knows his or her role in the project and continues to be accountable.
  • Make sure team members are informed: Team members may be juggling several projects at the same time, in addition to your own. The Zeigarnik effect means that when they’re assigned a job and it’s on a written project list, they’re more likely to remember to do it.

Work breakdown structure (WBS) versus project list : which differences ?

Despite their apparent similarities, the work breakdown structure and the project list are not identical. A more complex work breakdown structure includes everything from deliverables to project scope. Project lists are used to plan and organize the project schedule, since they are specific to a given task.

To-do list or project list

To-do lists are more flexible, as they are intended for personal tasks and may not include dates or objectives.

The formal documents distributed to the team are project lists. They include assignments, milestones and deadlines, and are more structured.

How can I make a list of projects?

There are differences between a to-do list and a project list. Here’s how to create one from a spreadsheet :

1. Prepare your model

You can start from a list template you’re already using, whether on an excel document or otherwise.

Float offers a ready-to-use template here that you can take over by making a copy.

2. Decide what needs to be done

In the Tasks column of your project list template, list all the tasks to be completed.

Let’s assume that you’re not involved in any new projects. In this case, you can either use a template or go back to previous projects to identify tasks.

It’s important to remember that projects are rarely entirely original;

When working on a new project, you can… :

• Break down your WBS tasks into smaller ones: work packages should be broken down into individual tasks. For example, if you were to dissect the steps involved in creating a blog post, you might come up with something like this:

Investigate
Make a plan.
Compose initial project.
Review and revise initial project.
Revise draft
Include keywords
Include product images and screenshots.
Add CTAs and internal links.
Send a draft for approval.

• Talk to your teammates: When you don’t know exactly what to work on, take a risk and rely on the experience of your team members to help you draw up the project list.

3. Set work priorities

Arrange the tasks in your spreadsheet so that the most crucial and urgent are completed first. Assign each task a priority level between urgent and non-urgent.

Your current list is certainly not in chronological order. You need to identify dependencies and organize your tasks in the right order to avoid delays.

If you can’t decide which things to prioritize, consider them in this order:

Dependencies are commonplace in projects. Tasks A and B must be completed before moving on to task C.

Identify tasks that are :

• From start to finish: before starting one job, you need to have completed another (e.g., do some research before drawing).
• From start to finish: Work can be carried out in parallel. Links and photos can be added simultaneously.
• Finish to finish: Tasks to be completed simultaneously.

4. Establish due dates

Incorporate the start and end dates of each task into your list. A project list is especially useful when there are deadlines to be met, as tasks must be completed on time if the schedule is to be adhered to.

But setting deadlines can be difficult. While it’s essential to give your team the time they need to get the job done, you also need to avoid Parkinson’s Law, which states that work increases as the time available to complete it increases.

Talk to the people carrying out the work (or, in the case of a large-scale project, the people supervising it) to determine the correct deadlines. You can also consult previous projects to determine the duration of each activity.

If the project schedule allows, allow for a buffer period and don’t forget to take dependencies into account. To allow for the completion of subsequent activities, you need to ensure that order is maintained and that all dependent work is completed on schedule.

5. Include documents and descriptions

In your spreadsheet, add notes and relevant documents in the Notes column.

By using descriptions, you can ensure that everyone in your team understands what needs to be done. Only tasks likely to cause confusion should be described; other activities should not.

A description could be something like this: Write a 1,000- to 1,500-word project in an accessible way. When it comes to brand voice and tone, consult the style guide. This description can help your team avoid mistakes, even if it’s short and simple.

Add any resources that team members need to complete the work. For example, it may be useful to provide a link to a writing guide and a style guide.

6. Give team members assignments

Enter team member names and task schedules in the Assigned to column.

Make sure that the necessary people are available and capable of carrying out the task. You may need to assign a task to another member of the team, for example if the senior web designer you had chosen first is working on other projects.

This business of allocating tasks to people quickly reaches its limits if it’s done on a spreadsheet, especially in the dynamic world of projects!

A dedicated tool, such as Teambook allows you to easily allocate tasks to available people, taking into account their qualifications and availability (GW: link to How to plan and track projects to ensure their success with Teambook? (Tuto)) .

7. Exchange a project list

Your project list is now ready for distribution to your group and all interested parties.

The project list can be sent by email or Slack chat, or presented at a team meeting. Invite everyone to share any concerns or questions they have about the schedule. Before the project begins, it’s also a great opportunity for team members to review their assigned responsibilities.

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