Plan a Project in 45 Minutes (or Less)

Let SmartDraw project charts free your schedule.

When you think of project management do you think of complex software like Microsoft Project? Are you concerned that the time you spend with a tool like this will simply take away from time working on the project itself, delaying it further? Time is crucial for any busy manager and you simply don't have time to waste. But having a good project plan is critical. It is estimated that only about 10% of projects are on time and the chief cause of them being late is that they aren't properly managed. A common mistake that many project managers make is that they try to 'make do' with a spreadsheet, memos, notes, and a calendar. Or worse yet, they just try to 'wing it' as best they can.

"Sure, my project management system has a few flaws, but I'm sticking with it."

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The answer is to use a project chart. The best way to do this is with SmartDraw visual processing software. It is designed for the task and very easy to use. In fact, you can plan an entire project in 45 minutes or lesshere's how!

Outline Your Project with a Mind Map

Begin by identifying the major project tasks using a mind map. This tool allows you to quickly set out a plan for the project with an interactive outline. From this starting point you'll be able to add subtasks, assign them to people on your project team, and create timelines for completion.

Step 1: Identify each of the high-level tasks in the project.

Start by identifying all of the major aspects of the project. In our example, we'll use a go-to-market plan. This one involves five major areas, as shown in the mind map below.

It is difficult to estimate the length of complex tasks like these. It's much easier to accurately estimate the length of smaller, simpler subtasks that comprise the major components.

Step 2: Break the complex tasks into simpler tasks.

Simply expand your mind map to include all the sub-tasks for each category.

Notice how easy this is to read. It's clear to anyone, without special training of any kind, how the tasks flow outwardly from the center of the mind map. More importantly, creating this diagram is as easy as opening the template and adding items with a single mouse click. If you prefer, you can use keyboard shortcuts that make the process even easier. No drawing is required to create a visual like this using SmartDraw, and all of the formatting is done for you automatically, so you can focus on your content - without worrying about format. Once you have identified all the tasks in your project, the next step is to assign tasks and establish timelines with a project chart.

Create a Project Chart

The project chart takes the tasks identified in the mind map and adds tools for managing them. You will be able to set timelines for each task. This includes assessing task dependencies in which the start of certain tasks are dependent upon the completion of others. The project chart also allows you to assign tasks to

specific team members, creating accountability that everyone can see.

Step 1: Convert your mind map into a project chart.

SmartDraw converts your mind map to a project chart automatically with a single mouse click. You can also toggle between mind map and project chart views for easy editing - the View box below shows the icons that allow you to switch views instantly. When you switch views as shown below, you'll note that SmartDraw has taken your mind map above and created a project chart. Note how the tasks from the mind map are given numerical values in the first column, and the subtasks in the second column are indented under each major category for ease in reading. Again, this is done for you automatically. Our project chart is now complete and looks like this:

Step 2: Assign tasks to team members.

From the project chart above, we will add the names of the team members responsible for each task in the project.

Let's toggle back to our mind map view by clicking on that icon. What we see is an expanded version of the visual presented earlier. This one includes the names of the team members you assigned to each task. Again, it's important to note that you only have to enter this data once - SmartDraw does the rest for you.

Step 3: Assign start and end dates to each task.

If a task can't start until another is complete, make sure you don't schedule it to start until the earlier task is complete. For example, 1.3 - Press Tour is dependent upon the completion of 1.2 - Hire Agency. SmartDraw will automatically calculate the end date of each task based on the number of working days required to complete it. Our project chart is now complete.

The graphical display at the right automatically updates as you enter the start and end dates of each task. Also note how the weekend dates are shaded (March 3-4 and 10-11). This is another automatic feature of SmartDraw, so you don't inadvertently assign a weekend deadline.

Done, in 45 minutes or less! Now go home!

Is it really this easy? Actually, it's a lot easier to actually do than it is to try and explain in an email. SmartDraw is designed to work at the speed of thought. As soon as you can think of a task or assignment or date, just point, click and voila!your project chart is built in real time as you think or talk it through.

Now Use Your Project Chart to Manage Your Work

Getting out of the office early today is one thing. What happens when you come back tomorrow? With SmartDraw, your project chart is a 'living document.' What that means is that updates can take place continuously and everyone on the team refers to the document regularly. Once work begins on the project, you can monitor the completion of each task and adjust the schedule accordingly. Updating and sharing your chart with the entire team keeps everyone on track and accountable-to both you and the other team members. For more information on how SmartDraw can help you better manage your projects, be sure to click the buttons below for a video and a free white paper.

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