Defining Projects and Areas of Responsibility

To start, it’s essential to define what a project is. A project is a creative endeavor with a specific start and finish that cannot be completed in one sitting. Otherwise, it would simply be a task on your to-do list.

In contrast, there are ongoing aspects of life such as your career, health, home, and relationships. I refer to these as Areas of Responsibility. These are crucial but never fully completed.

• Writing a book constitutes a project, whereas building a successful writing career is an area of responsibility.
• Organizing a family vacation is a project, while raising children is an area of responsibility.
• Renovating a kitchen counts as a project, but maintaining your home is an area of responsibility.
• Training for a marathon is a project, while leading a healthy lifestyle is an area of responsibility.

Understanding Projects vs. Areas of Responsibility

When managing a project, you establish clear goals that define its completion, approximate duration, and criteria for success. Once completed, the project is released for others to engage with, allowing you to shift your focus to the next endeavor.

In contrast, areas of responsibility require setting baseline standards and balancing various life aspects. Perfection isn’t attainable in every area simultaneously, so it’s crucial to avoid neglecting any for extended periods.

You should allocate time to maintain health, nurture relationships, and manage your environment. However, priorities will shift based on ongoing commitments. For instance, you might allow your home to be messier and miss some social events while completing a major project but maintain a focus on your health and family.

Whenever you embark on a significant new project, assess its potential impact on your areas of responsibility and determine where compromises can be made.

Active Projects and Juggling Responsibilities

A project is only considered active when you’re taking steps toward it. If “Finish album” appears on your to-do list without any progress, it’s merely a wish. Maintain a separate list of future projects, reviewing it regularly to integrate new projects into your active list when time permits.

You can only effectively manage a limited number of projects at once—personally, I find five to be my threshold, balancing work and personal life. If you believe you can handle more, proceed with caution and monitor your progress closely. If projects stagnate, you may need to reassess your workload.

Focusing on fewer projects allows you to prioritize what truly matters rather than merely checking off insignificant tasks to feel productive. Ironically, concentrating on less often results in greater output.

Managing Projects Dynamically

Projects will naturally transition in and out of your active list. Sometimes, progress halts while waiting for feedback from others, such as when a manuscript is with an agent or awaiting input from a colleague. At this point, determine your next steps—like following up in a month—and schedule it accordingly before shifting to another project.

Setting Milestones

Establish milestones within larger projects to measure progress. Each person's milestones will differ, but having benchmarks to celebrate is vital. For example, in writing a book, you might track word counts or hours spent writing, celebrating each achievement.

Choose your milestones wisely and remain adaptable. Over time, you’ll refine this process. One of my clients celebrated every 10,000 words written in her debut novel until she hit a snag at 70,000 words. Rather than viewing setbacks as failures, she recognized them as progress towards clarity and resolution.

Establishing Deadlines

While deadlines are essential, they shouldn’t be overly strict. Life happens, and delays may occur without dire consequences. We often overestimate daily and weekly productivity, but consistent effort over time can yield substantial results.

Plan, but Avoid Over-Planning

Begin your projects without waiting for ideal circumstances. Many individuals fall into the trap of excessive planning, which can lead to procrastination. Instead of getting stuck in the planning phase, take action. Allow yourself the freedom to start imperfectly, as valuable lessons come from the process of creation.

Thoughtful Preparation

Before diving into significant projects, dedicate time to outline your objectives. This preparation helps clarify your purpose, target audience, and what success looks like. By defining your goals, you can avoid unnecessary complications.

Questions to Guide Project Organization

WHY: - What do I aim to achieve? - How does this align with my broader goals? - Who is my intended audience? - What impact do I hope this will have? - What does success look like?

WHAT: - What is the project's scope? - What are the next steps? - What else must I consider? - What will I need to decline? - What resources will this require?

HOW: - How might I complicate this unnecessarily? - What could simplify the process? - What existing resources can I utilize? - Do I need assistance, and from whom?

WHEN: - When will I start? - How much time do I require? - What are my deadlines and milestones?

After outlining your project, check your calendar to allocate time for the necessary tasks.

The Importance of Constraints

In my experience as a journalist, deadlines served as essential constraints. In self-directed projects, without limits, tasks can become indefinitely expansive, delaying completion. It’s often more effective to release a simpler version first, gather feedback, and then improve it later.

Preventing Scope Creep

Many personal projects stall due to continuous revisions aimed at perfection. This prevents completion and denies the opportunity for audience engagement. Constraints can counteract this tendency, reminding you that a project is just one iteration of your idea.

Conducting a Post-Mortem

Once you’ve completed a project, take time to evaluate it before moving on. Analyze what you learned, archive relevant materials, and reflect on your experience. If a project stalls, document your insights and reasons for abandonment.

Closing Reflections

When concluding a project, consider: - What were my key takeaways? - What went well, and how can I replicate it? - What could I improve upon next time? - Did I achieve my goals? - Was the effort worthwhile? - What areas of responsibility suffered during this project? - What are my next steps?

Celebrate Your Achievements

Finally, don’t overlook the importance of celebrating your accomplishments. Whether it’s a significant project or a small task, take time to acknowledge your hard work. This fosters a sense of enjoyment and fulfillment in your endeavors, making the journey more rewarding.

Note: The distinction between projects and areas of responsibility is inspired by Tiago Forte’s book, *Building A Second Brain. For more insights, refer to my detailed write-up on the subject.*