PROJECT MANAGEMENT
THE BASICS
WHAT IS A PROJECT?
A project is s a temporary effort carried out to produce a unique outcome, this outcome can be a product or a service. It has a defined timing with a starting point and an end. A project has also a specific objective - which has to be defined at the beginning, once it is achieved the project is closed.
Making breakfast every morning and getting everyone out of the house isn’t a project — it’s a recurring activity that fits better under the definition of a routine or a process.
Planning a kids’ birthday party, on the other hand, could be considered a project. It has a clear starting point and (fortunately!) an end. The outcome is the party itself, which you could even describe as a service, you’re delivering to your child.
I admit, this example doesn’t exactly make the party sound like the joyful event it usually is—but hopefully it helps to make the definition a bit clearer!
The example of a birthday party is, of course, a small-scale, short-term project—but the same principles apply to much larger undertakings. Think building a new shopping mall, with countless stakeholders and subcontractors. That’s a project on a whole different level!
But don’t worry—I won’t dive into construction blueprints or legal contracts here. To keep things easy to digest and relatable, I’ll stick with everyday life examples.
THE PROJECT TRIANGLE
The principle of this triangle is to set into relation the three so called COMPETING ELEMENTS of a project: SCOPE, TIME and COST (covers the budget and manpower). Usually those elements are defined and framed at the beginning of the project. The scope describing the desired outcome, the time defining the planned duration of the project and the allocated resources summarized as Cost.
If one of those elements will change, it will automatically impact at least one of the others. If you want to shorten the timeline, you will need to compromise on your scope or increase the budget. My ski helmet story is a very tangible way to bring this to life.
Is is always helpful to be clear about the priorities and the non negociables. And to have in mind that different stakeholders, might have different priorities - this is where the project Sponsor will usually support by arbitration.
The balance of the triangle can also be disturbed when a RISK hits.
Risk Analysis - Your Project’s Secret Superpower
Let’s talk about one of my absolute favorite topics in project management: Risk Analysis. Now, I know what you're thinking—“Risk analysis? Fun?” Okay, maybe the exercise itself isn’t a laugh riot, but trust me, it's a total game changer for your projects and your family plans.
So, what is Risk Analysis?
In simple terms, it’s about identifying things that could go wrong and might mess with your project’s success. We’re talking about potential events that could affect the competing elements of the project triangle: Scope, Cost, and Timing.
Here’s the key point: a risk hasn’t happened yet. The moment it does, it becomes an issue—and that’s a whole other process (hello, issue log!). Risk analysis is your chance to be proactive, not reactive.
Rating the Risks
Not all risks are created equal. Some are tiny blips on the radar, and others could send your project off a cliff. That’s why we rate them as low, medium, or high, based on how bad the impact would be and how likely they are to happen.
Context matters too! The same risk can look completely different depending on your project. That’s why it’s important to analyze risks with your specific situation in mind.
A Family Trip Example (Yes, Risk Analysis Happens Outside the Office!)
Let’s bring this concept down to earth with a simple example: planning a seaside camping weekend with the family.
Now, this camping scenario is intentionally a simple, everyday example. The point isn’t to make light of risk analysis, but to show how the process works in a familiar, relatable way. It helps take something that can feel complex or abstract and makes it tangible through a situation many of us have experienced.
So, back to our trip. One big risk? Rain. A sudden downpour could turn your fun getaway into a soggy survival mission. So what do you do? You put together a mitigation plan! Maybe you:
Keep the travel dates flexible if your schedule (and campsite) allows.
Pack raincoats, rain boots, and maybe even a tarp —because dry kids = happy parents.
Now picture the same weekend, but in a cozy resort hotel with indoor activities. Bad weather still isn’t great, but it’s not a showstopper anymore. Different setup, different risk impact.
Assign Ownership – No “I Thought You Brought the Umbrella” Moments!
Here’s a golden rule: every risk mitigation action needs a responsible person. Don’t just assume someone will handle it. That’s how you end up in the car, in the rain, staring at each other saying, “Wait... did you pack the umbrella?”
Also, set a deadline for each action. Ordering rain gear? Make sure it arrives before you leave. Otherwise, it won’t help much when you’re knee-deep in puddles.
Risk ANALYSIS for All Kinds of Projects
Some projects are trickier than others when it comes to predicting risks. If you're working on an innovation project, you’re sailing uncharted waters—which makes risk analysis more challenging. But if it’s a project you’ve done before (or something similar), you can draw on your experience or lessons learned from others.
The magic of risk analysis is that it lets you tackle potential problems before they show up. That way, you can deal with them calmly and methodically—instead of rushing into panic mode. Sure, no project is 100% surprise-proof, but with solid risk planning, you’ll reduce the drama and have backup plans ready for the real deal breakers.
Bottom line? Whether you’re launching a major project or planning a family camping trip, risk analysis helps you stay one step ahead. And that is a superpower worth using!
Timelines: How planning keeps Your project on track and your family life sane
When it comes to managing a project a timeline is your best friend. In the project management world, this usually means a good old Gantt chart. If you’ve never used one, think of it as a supercharged calendar: a visual timeline where each task gets a horizontal bar showing when it starts, when it ends, and how it overlaps with other tasks. It helps you see at a glance what needs to happen when, who’s doing what, and where potential bottlenecks might be lurking.
One key part of a Gantt chart is the critical path — and it’s more important than it might sound. The critical path shows the most important steps that need to happen in a specific order to finish your project on time. These tasks are all linked together, and if just one of them gets delayed, the whole project gets pushed back.
Knowing your critical path helps you see which tasks you really need to focus on and finish on time. Other tasks that aren’t on the critical path might have a little more flexibility — meaning they can be moved around a bit without causing delays. But the critical path is like the spine of your project timeline: it holds everything together and keeps you on track.
Why bother? Because it’s super helpful to see which tasks depend on others and which can float around more freely. Some things must happen before others (you can’t decorate the cake before baking it, right?). Other things are more flexible and can be slotted in wherever they fit best — ideally, not all at once, so you’re not drowning in parallel to-dos.
Visualizing your timeline helps you get real about how much time everything actually takes — and spoiler: it’s always more than you think. If your project has more than 10 tasks, trying to keep it all in your head is like keeping balloons underwater. Just don’t. Mapping it out makes it easier to avoid bottlenecks, delays, and wild guesses. Plus, it’s a great way to communicate with others and keep everyone on the same page (or at least in the same book).
Now, let’s talk about how this all applies to family life — and no, I’m not suggesting you turn your living room into a Kanban board (though hey, if it works…). Trying to perfectly plan life with kids is like trying to schedule a thunderstorm — unpredictable and slightly chaotic. But, understanding project timelines and a few planning basics can actually make family life feel more manageable and a lot less stressful.
Take travel, for example. Before kids, we were pretty spontaneous travelers. Now, with three little ones in tow, everything takes at least three times longer — minimum. But instead of fighting it, we’ve learned to plan smarter. Not rigid, minute-by-minute itineraries (because no one wants a meltdown at 3:17 PM sharp), but just enough structure to keep the chaos at bay.
A while back, we had a two-day stopover in Hong Kong. Naturally, I had a long list of sights to see. But in the end, we picked just a few highlights, added in some playground time, and left plenty of wiggle room. We took the Peak Tram (which the kids loved), and instead of hopping on the speedy MRT back, we opted for the scenic route — ferry and double-decker bus. It took an hour instead of 20 minutes, but the kids were thrilled, and we all stayed calm and happy. No tears, no tantrums — just smiles and snack breaks.
Sure, we didn’t check off every item on my dream itinerary, but we avoided sensory overload and meltdowns. And honestly, those slower, more thoughtful choices made the trip way more enjoyable for everyone.
So, whether you're planning a product launch or a family trip, remember: timelines are tools, not shackles. They help you see the bigger picture, prioritize what really matters, and make space for the unexpected — whether that’s a surprise stakeholder request or a toddler suddenly refusing to wear pants.