Living in the Sunshine, Having a Wonderful Time!

I've been really busy for the past few months... I mean really busy. When most folks ask me how I've been, that's usually my answer, "It's been busy." Their reaction is, "That's good. Better than the alternative." I agree. It really is better than the alternative.

I love my clients. I love making their advertising look great, getting it done on time, and working within their budget. That's what I do. It's pretty rewarding to go from the initial meeting with the client, to work on their proposal and then finally see the project come to completion.

Here's the rub

When you do what you say you're going to do, do it well, on time and on budget word gets around. Again, this is a good thing. The problem arises when too many projects converge at the same time. It doesn't mean that the work can't be done at the same level, or on deadline. It just means that every minute is precious and that you have to do things by the numbers, with no hick-ups.

In time

Every project has to happen in time. I say this a lot, but I don't think many truly comprehend the weight of that statement. Time is a resource; a commodity. Our culture runs on a linear time system (I believe that we operate this way because our human lives are finite... or at least that's what we think). Time, for us, starts here and finishes over there. There is only so much of it available and every single thing we do is framed by this outline. So, when projects exist within the same time-frame you've got to be able to allot a certain amount of your time resources to specific tasks. To make this work effectively you've got to know how to do your job quickly and well, then properly manage your time. If you don't, then the whole system falls apart and that's when deadlines get missed.

Having a wonderful time

Anway... I love my job. I love my clients. I love making them happy... even if every now and then things get a little tight. I'm glad that they all trust me to do what I say I'm going to do, which is help them get their message out there in an effective, attractive and creative way... even if every now and then I feel like this.

Here's wishing all of you, and all my clients a wonderful time in the sunshine! Now, back to my linear scheduled program. -OP

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Take Five #1: Get Some Perspective

I'm a deliberate person. Not many things happen to me by accident. I'm very honest with my self about the decisions I make, and the actions I take. It is very rare for me to see something that is out of my control, but when I do I'm very conscious of the fact that if I apply myself then I might still affect the situation.

I've been this way for as long as I can remember, and over time I've developed personal systems that have kept me disciplined. I apply these systems to a variety of challenges, both personal and professional. One thing that has always worked for me is making lists. Such a simple thing, but doing this really helps me digest a problem, and come up with a plan that I can apply.

Now, lists can get really long and intricate, turning into mind-maps or outlines, and those can take you down rabbit holes, on to possibilities and solutions you never considered. This is a great method  for problem solving, but it takes time and the ability to stay focused on the problem at hand without straying to far from the source. One way I've learned to break things down is by using a little system that I call "The Hand."

How the Hand Works

Every problem, project or task can be broken down into smaller, digestible pieces. Pretty simple. Gridlock often happens when an individual gets overloaded, and the tasks merge together into an undecipherable mess. What I've learned to do is find the five things that I know I can accomplish and then commit them to memory, just like counting numbers on my fingers. By limiting myself to five I can quickly recall the plan of action that I've put in motion, and set benchmarks for myself to help me make sure I'm following through. This method gives me a gauge to measure my actions against, and at it's simplest it helps me figure out where to start, and where I'm planning on finishing.

To give you a basic rundown of the way I do this, I thought I'd share one particular list that I use to help me start my day. I've used this one for several years, and it's honestly turned into kind of morning ritual for me.

Starting the Day

I've worked very hard to develop a strong mind. This doesn't mean that I think I'm smarter for it. What it means is that I am very aware of what's going on in it. I watch my thoughts carefully. I determined that I didn't want to live a life unaware, so to develop the awareness that I sought I had to first wrestle with my own inner workings. Over time, using the Hand method, I developed a simple outline that I try to work from each day.

• Roam: I start each morning by allowing my mind to wander, letting thoughts arise as they will, at the same time being very aware of the content. It's hard to do this without controlling them, or allowing one to dominate. This is an excellent exercise in self-awareness. It allows you to sort of be an objective observer of you own inner workings, without forcing thougths into creation, or trying to control the ones that do arise.

• Reconcile: It is inevitable that some thoughts will be stronger than others. Allowing the mind to roam is the place to start, but reconciling the thoughts, and trying to make sense of the stronger ones is important. I compare this to allowing your eyes to adjust to the dark. Eventually what you're looking at will make some sort of sense. This is where I concern myself with the "why" of what I'm thinking. If a thought arises more than once perhaps it is a track that should be explored.

• Review: After I've made sense of my roaming, I review the thoughts to see if any of these thoughts were worth writing down? This is where I make a conscious decision to question my own thinking. Not every strong thought is worth bringing out of the mind and into the world. Should I say it, share it, or take an action? Sometimes the answer is "yes", but other times I decided to wait another day to see if the thought recurs. This is a fantastic exercise in self-discovery, where I am able to literally see what is important to, or consuming me.

• Resolve: Once I've decided that a thought is valid and worth exploring further, then I write it down. I make a note of it, or capture it somewhere (these days it's more likely that I'll put something like this in an Evernote file for quick access). At this point I am saying to myself that this thing is important, and I am committed to doing something about it. Writing it down somewhere strengthens my personal resolve to take action.

• Right Action: I come up with a plan. Whether these morning reflections are life changing, or simple things, I figure out what my first action step should be. What is the one thing I can do to set a wheel in motion so that these thoughts become things. What good are these thoughts if they don't change you, or your life? Taking action can help make something tangible that we can put our hands on, generating a very clear, physical result. Sometimes the right action is to take no action at all, but rather cultivate more awareness on a particular thing. Of course, the right action could be to come up with another "hand" list for a particular thought. I find this is often the case for me.

This Hand exercise could also be done at the end of day, especially when the mind in loaded with new information. I personally prefer to reflect in the morning after I've had a chance to sleep. Sleep really helps my mind file away the garbage. If something is important, then it will resurface, and by "roaming" and being aware I'll be able to identify the important things.

I hope you enjoyed this Hand list. I'd like to hear your thoughts, so please take a minute to coment. I plan to share more "Hand" lists in the future, so if you liked this, then let me know.

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Counting Backwards: Project Planning Made Easy

Projects. Deadlines. Two words that I deal with everyday, and if you're working on a team in any of the creative industries then you deal with them too. From the sign business to the print industry, on over to web marketing, projecting and managing projects is an important skill with a lot of gravity attached to it. I've been lucky enough to work under a lot of project managers and systems...and I've seen a lot of chaos and broken promises. But, I've also been fortunate enough to have seen a few things that actually work, things that generate happy customers who returned again and again. I claim to have no "inside scoop" or "magic solution" to your project management problems. What I offer here are my direct thoughts on how to keep your projects moving and on time. If it's of use to you in your particular industry...FANTASTIC! If not, drop me a comment at the end. I"m always open to learn a thing or two.

• Start at the end.
• When does the client need it in hand? Begin backtracking from there.
  
• Know where to begin.
• What would be your first step to getting the project started? How long will these things take. You figure this out at the beginning. Everyone needs to know what is expected of them, hot dates, etc.
• Don't lie.
• If you can't complete a project in the time frame needed then don't say you can. You'll tax your office resources (your team), throw off your entire schedule of projects and you run the risk of creating a negative reputation for yourself and your team.
• Where are all your projects?
• Are you moving on a track that will allow you and your team to meet all of existing deadlines?
• Could the new project put any other project behind? If the answer is "yes" then the new project's time line must be adjusted accordingly. Sacrificing one project to save another is a bad habit to start. Once you pick this nasty habit up you'll be out of sync, and so will your team, and fixing this could take many, many months or years (yes..."years").
  
• How long will it take?
• Lean on your experience. How long will it take for each individual to realistically do their tasks? You must know how long it will take to produce each individual element that will come together to complete the project. Trust your team members to tell you this. If you've hired the right people then they will be able to give you an approximation on project time.
  
• How many hours can you put into it each day?
• Again, you must know where each project stands before you commit to a time line on your new project. It is unrealistic and detrimental to the entire process if you do not take each project into consideration before you start planning a new one. If this become "the norm" then you have a problem. Time shaved off of other projects to make room for new ones will put you into a creative tailspin. Taking that approach can push team members to do what is easy, not what is best, and that's not why you were hired...is it?
  
• What do you need to do the job?
• Most projects in advertising industry need a stew of ingredients to be completed, and that's just internally. Externally you need to know who your vendors are that will be producing many of your final products. What are their deadlines? Are they set in stone? Is there any cushion?
  
• When does it go into production?

• Externally you need to know who your vendors are that will be
  producing many of your final products. What are their deadlines? Are
  they set in stone? Is there any cushion? Remember! These dates are important and you must have them to successfully plan a project. Going off what you think is a fair time frame is not fair to your client, your team or your existing projects. Call your vendors. Tell them about your project expectations and work with them as if they were a member of your team. Trust them to tell you what is possible.
  

• When is the first internal proof?
• How long will this take? Once you've gotten to the internal proofing stage then you need to move quickly. There is no reason to let a project sit and grow cold. Internal proofing is the easiest thing that can be done, a step over which you have complete control. Being at this stage means that your team has done their job. All of the elements have been brought together. Now is the time to stop and review.
  
• When will the client get their first proof?
• So, you've proofed it internally. Now it's time to put it in front of the client. Are you on schedule? If you've respected all of your project benchmarks then you should be and your client should be receiving their proof shortly, and they should be very pleased because you are delivering it to them when you said you would. Being on time is a true sign of professionalism.
  
• Don't wait on the client.
• You'll want to make sure that the client is aware of the project schedule from the very beginning. Be clear. They must understand that at this stage they are a part of your team. Put this "proof to client" stage of the proofing process on a schedule and try to stick to it. Remember! You will need time to make any changes that the client may request, and to polish off anything that you may have missed in your first round of proofing. The goal is to get it to the client by the promised date, follow up on it, make any changes, proof one more time, then move on to production.
• If you promise it, then do it!
• Don't ask your team "how fast can you do this." Instead, ask your team "how much time will it take you to do it right." This is going to give you a more realistic time line, a much better product and a very happy client. You'll have realistic benchmarks in your time line and you'll be able to hold all those involved accountable for making sure they meet their individual deadlines, which should bring your project together in the end.
• Pack in some peanuts.
• Remember! No matter how much planning you do there will always be problems. Make sure you add some cushion to your time frame. Another tremendous error that most teams make is not allowing time for errors, production delays, equipment failure, etc., etc. (seriously...if you can think of it, then it can happen). Maybe everything will go perfect and you and your team will slide through the project from beginning to end, with no hang ups, completing the project right on time (or EARLY), but the old saying "hope for the best, prepare for the worst" is a good one to keep in mind.

There are plenty of project management books out there; software too. Ultimately it come down to the people running the show, how skilled their team members are, and how good the project manager is at doing their job. Most of my thoughts on getting from beginning to end on a project seem like common sense to me. I hope these simple tips will help you give your project management methods an overhaul. Comments are welcome.