3.1 Managing Projects

Basics

Project management is an essential skill for K-12 help desk technicians as they often need to handle large projects like implementing new software or hardware, updating systems, or rolling out new protocols. 

It’s important to understand and confirm the scope of the project with any members of your team. Many projects that you will be involved in have multiple components that you do not control. For example, when computers are being distributed, you don’t select the date they are delivered to your school or you may not have input on the process or timeline that they will then be distributed at your school. The first step to planning a project is understanding the scope. 

Sticky-note project planning is a great way to lay out a technology project, and what we will explore here.

You should know the following terms:

  • Sticky-note project planning (or Scrum method)
  • Risk management


Sticky note planning

Sticky-note project planning, also called the Scrum method, is a highly visual method to organize projects. Using different colors or shapes or organizing notes by departments can help you quickly understand the scope of the project and what various parties are responsible for.  This method can be done by one person - you - or with a large group.  

Here are the steps for using this method of planning:

  1. Give each person a different color of sticky notes.

  2. Each person should write down one task per note that needs to be done for this project, no matter how big or small. 

  3. Post all the sticky notes in one place on the wall, a table or a large piece of bulletin board paper. This will be your parking lot.

  4. Sort them by grouping them into common themes. Arrange the themes together in clusters on the wall. Eliminate any duplicates as you find them. If there are any “one-offs” or wild cards, put them in a group on the wall somewhere as well. (Sorting may have to happen a few times before you are satisfied with the common themes you use.)

  5. Find another place on the wall or a large piece of bulletin  board paper and write your headings. For example, if the project is lasting from August- October, make a sign that says August, September, and October, and post them on the wall.

  6. Take all the sticky notes and place them in the month that they will need to be done for the project to be a success. Chances are, you will have some months that have a lot more sticky notes than others. 

  1. Now add the weeks under the month signs. If using bulletin board paper, write each week in the month just beneath the area for that month.

  2. Move that month’s sticky notes into the weeks they need to be done so that the order and time frame makes sense. 

  3. When you see you have weeks that have too many things in them to do, move them to other weeks. If there are no other tasks you can do later, then start your project earlier until you have created a balance of work that you can manage.

  4. You will also want to add the other things on your plate to this list so you can see the reality of the amount of time you have to work on this project. For instance, if you have a break, mark that week off. If you are having to get grades in, have time to begin the school year, meetings after school, even things happening in your own life or with your family, add them in another color on your project planning chart so they will stand out. 

  1. When you think of new things, add them to the plan. 

If you use software such as Trello, you can transfer your plan to that and assign tasks and deadlines to individuals or groups of people.

Other project management factors

Factors to keep in mind when managing a project include:

  • Risk management: Identify potential risks to the project and plan how to mitigate them in case they occur. For example, what will you do if a key team member becomes ill, if a task takes longer than expected, or if there's a technical problem? Knowing what you will do if something happens shortens the life of any problem or issue. 
  • Ongoing, two-way communication: Communication is the key to having a successful project. Communicate the project in plenty of time for everyone to prepare for it. Allow for more time than you think. Then send reminders in a timely manner. 
  • Problem-solving: No project runs perfectly smoothly. Being able to effectively identify and solve problems as they arise is a crucial skill. This might involve technical troubleshooting, finding ways to overcome resource limitations, or resolving team issues.
  • The need to monitor and adjust: Regularly review the project's progress against the plan and adjust if necessary. If tasks are taking longer than expected or if problems arise, you may need to revise the plan, allocate more resources, or seek additional help.
  • Documentation: Document everything you do. Your documentation will help evaluate the success of the project and provide valuable information for future projects.

Complete the following task or self-assessment:

Plan a project using sticky-note project planning. 

  • Select an upcoming technology project that is relevant to your work and draft a comprehensive project plan. 
  • Apply the principles of sticky-note project planning to build out a framework for the project.

You can create your plan in any format you like, such as a document, spreadsheet, Project-Planning software, or other format.

Reflection: How did using the sticky-note project planning help you stay focused and balance flexibility when needed?