Project Management: How to Keep Teams on Track
Project Management: How to Keep Teams on Track
Project management does not have to be intimidating. In fact, as Christina Tartaro reminded attendees at a recent LaLew Public Relations training, project management is really just about making sure the right tasks are done by the right people at the right time. Whether you're planning a major event, launching a campaign, or just juggling multiple client requests, mastering the basics of project management can make all the difference in staying organized and reducing stress.
Step 1: Define What Needs to Get Done
Every successful project starts with a clear direction. Tartaro emphasizes starting at the finish line, defining the goal, and then working backwards. Break the project down into “tentpole” phases - key structural points that support the overall timeline, ensuring steady progress - and outline what needs to happen within each phase. She also emphasized not worrying about more tasks coming up as you go, and expecting the unexpected allows you to build in some wiggle room.
Step 2: Identify Who’s Responsible
Once you know what needs to get done, the next step is determining who is doing what task within the project. Assigning ownership is critical for this step. Without clear accountability, tasks can become unattended or not accounted for. Make sure all task holders, especially “approvers,” are identified early on in the process so things can run smoothly. This is an extremely important step when dealing with large teams or client groups so that all members that have tasks are not confused on what they are assigned. Tartaro also recommends assigning a point of contact or point person, for approvals when possible. This prevents mixed signals and streamlines communication, which is especially helpful when working with multiple contributors or decision-makers, so there are not multiple approvers for the duration of a project.
Step 3: Set Realistic Timelines
A project without a solid timeline is not a good idea. Every project needs a target deadline to have things wrapped up in a timely manner. Sometimes it can be tied to a client's need or a key moment in time. The important part of this step is to be realistic. Tartaro recommends that if you're unfamiliar with certain parts of the process, ask the subject matter expert in that area how long those pieces will take. Making assumptions about someone else’s workload or process is a quick way to derail a timeline and cause dysfunction.
Step 4: Keep It Moving
Creating a plan is one thing, keeping it on track is another. Tartaro shares a few must-dos for momentum: use checklists, project management tools like Google Sheets or Asana, and communicate regularly, even a quick update can help. She also highly recommends that if something goes off course, do not wait, flag it early so that all members are aware of the situation at hand.
When projects hit blockers, instead of letting the whole process pause, identify which part is delayed and who’s responsible. This will prevent pausing on projects and slowing the process for completion down any farther.
Avoid These Common Pitfalls
Tartaro’s training also pointed out several issues to avoid with project management:
No clear owner. Every task must be someone’s responsibility, and that someone could be you if need be.
Vague assignments. Be specific. Do not assume others know what you mean or are implying.
Delayed flags. Early warnings give you time to adjust, do not delay if you see an issue coming
Poor communication. Keep internal and external teams looped in regularly, this will prevent communication gaps or breakdowns.
Final Thoughts
Christina Tartaro’s approach reminds us that project management is about clarity, ownership, timing, and communication. If you start with a clear goal, assign the right people, create realistic timelines, and maintain steady communication, you’re doing project management, just more effectively and with less stress.