how to plan projects


This note explains how I plan and document projects. I want to have one note that explains what must happen and what happened in the project. This how-to excludes areas.


My life has different areas. I have many goals in those areas and only limited time. Before I start working on something I prioritize important goals for the next 6 weeks over all areas. 1 Then I break the goals for the next 6 weeks down into my projects to make them actionable. Sometimes I can’t deprioritize projects completely then I need to time & effort box them. In case my goals don’t align with my project at work I set the goal of these projects to keep a minimum level and create as much time as possible for my priorities - e.g., only. focus on one priority project at work overall. By focusing on one priority project, I do important progress, and nobody can complain about my limited efforts. Once I selected my project, I need to plan the projects. After I started the project, I need to manage different information. I need to plan what must happen and document the different information on what happened. This information can be meetings, drawings, RFCs …


I find the projects. I break the project down as small as possible, by asking what the minimal valuable outcome is I could create. For each of the project I create a separate folder under 01_PROJECT. In the folder I create a file with _project_name. The [[ project_template ]] includes a section on outcomes and notes. I start with outlining all the what must happen in a narrative form. 2 I need to make sure I document outcomes I’ll achieve and not actions that keep me busy. I might also link to another place e.g., at work where I create this plan. I share this plan early to get fast feedback. Next, I create the what happened section. In the what happened section I write down everything that happens in the project. I start with adding a reference to the what must happen section. Then I add other relevant information. Relevant information are meetings, documents and linked RFCs and other assets created by others or me. Once I achieve an outcome from the what must happen section I move the finished outcome to the what happened section. 3 To groom the project section I regularly transform long running projects into areas and archive low priority projects.


I only priortize 3 projects for the week the others are in the backlog.

Each evening I look at my (3) goals for the week and write down 1 next action. In that focus on a bias for action. If that means beeing to pushy or not prepared enough - that fine.

[ ] Create for each one of them a folder with a project file - what must be achieve (not by me(DRI) or other)

  • Then crate a _projectfile to priorities -> only 3 projects where I’m the DRI and if I’m not happy at work cut the DRI projects down to max 1 work. For the priorities in our planning I select them from this DRI project. For the others where I’m not the DRI. schedule check ups and not the DRI. Communitcate this to others.
  1. Add the area planning in a separate article. 

  2. (that might integrate with the STAR method) 

  3. I use the obsidian completed area plugin to move complete task to the archive section. 

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