A DAY IN THE LIFE OF A STARTUP

Image this scenario, which is all too common in business today. NewApp, a tech startup, is making waves in its industry and people are starting to notice. From an outside perspective the company appears to be laser focused, growing strategically and intentionally; they appear organized, release products and features on time (as promised by their bold marketing strategies), market share is increasing, reviews are positive, and the internet is buzzing. The public is eagerly waiting for their IPO.

On the inside however, NewApp is disorganized and a ‘let’s just wing it’ philosophy is the norm. The founders, though brilliant in their respective fields, lack experience in project management. They believe their ideas and technical aptitude alone will guarantee the success of their startup. Without a solid project management framework in place, ideas are thrown around haphazardly, with no clear direction or focus. Each team member has a different vision of what the product and features should be, which leads to confusion, conflicting objectives, and misaligned priorities. Once a project kicks off, the chaos intensifies. Tasks are assigned randomly, deadlines are merely suggestions, lack of open communication and coordination hinder collaboration. Project information is scattered across multiple platforms (email, WhatsApp slack…you know what that’s like), making it nearly impossible to find crucial details and updates. The lack of a standardized system for tracking progress leads to duplicated efforts, frequent misunderstandings, all-nighters to meet deadlines, and enormous frustration. To exacerbate the situation, the founders – driven by their relentless pursuit of innovation – continuously introduce new features and ideas without considering the impact of the project timeline or available resources. The team struggles to keep up and feels overwhelmed by the ever-changing requirements.

Does this sound familiar?

Project management is an essential function for every organization, but it is especially important in startups. Typically characterized by high uncertainty, risk, limited resources, and ambiguity – a startup benefits from an experienced project manager to stay focused, organized, and make the most of its constraints.

By implementing a proven framework and developing standardized processes (we’ll touch on this more later), a project manager can restore order, reduce chaos, and get NewApp operating like a well-oiled machine.

What is Project Management?

A project, in its simplest form, is a set of two or more tasks that must be completed to achieve a goal. If you think about it, doing the laundry is technically a project. There are many different project management methodologies, but all share some common principles. The first step in any project is to define the goals. Once the goals are established, the project manager will develop a plan for how to achieve them. The project plan will include a timeline, milestones, and deliverables (project outcomes).

Project management provides the framework and organization that startups need to navigate the uncertainty of the early stages of their business. By defining clear objectives, setting timelines, and acquiring resources, project management ensures that startups can be resolute, yet have the flexibility to adapt to economic or industry changes and pivot when necessary.

The Importance of Project Management in Startups

While entrepreneurs sometimes lack the experience or skillset of a Project Manager, its importance cannot be overlooked. Startups typically have very few employees, who each wear 14 hats and have 23 different priorities – and often project management is dismissed as a non-essential part of the business. A Project Manager is the calm amongst the storm, by helping to organize and prioritize new ideas and existing initiatives. They are the orchestra conductor, who ensures all participants are aligned, dedicated, and working towards a common goal. I know what you’re thinking, this sounds too good to be true. I assure you that with time, full commitment, and patience, your startup will begin to operate in ways you only dreamed of.

Transform Your Startup with a Project Management System

With the right strategy, approach, and an open mind, a project management system can transform your startup from disorganized and chaotic to streamlined and productive. To achieve this state of zen, a Project Manager and entrepreneur(s) will:

1. Assess the Current Situation: The project manager will first assess the current state of the organization, team, and project(s). This allows them to understand the reasons behind the fragmentation, identify issues, and gather feedback from team members to gain insights into their perspectives and concerns.
2. Define Clear Goals and Objectives: Establishing clear and well-defined goals is crucial for the team to align their efforts, at the organization and project level. Once the goals and objectives are set for the company, this will act as the litmus test by which projects and tasks are prioritized. Teams and stakeholders to set goals that are specific, measurable, attainable, relevant, and time-bound (SMART). This clarity provides a shared understanding of what needs to be achieved.
3. Establish Clear Roles and Responsibilities: For each project, clearly define roles and responsibilities of each team member. Everyone should understand what they are responsible for and expectations for delivery. By doing so, you provide clarity and accountability, minimizing confusion and duplication of effort.
4. Create a Comprehensive Project Plan: A project plan serves as a roadmap for the team; outlining deliverables, milestones, deadlines, and resource allocation. The Project Manager will work closely with team members to break down the project into smaller, manageable tasks and create a detailed plan that includes dependencies, priorities, and timelines. This plan should be communicated clearly to all team members.
5. Develop & Implement Standardized Processes: Once the plan is created, its framework can be used to create standardized processes that can be used for similar projects in the future. “Choosing which process should become the standard or finding a way to combine the different processes into one is undoubtedly difficult, and at times contentious. However, isn’t it better to use an existing process versus starting from scratch?” says Jason Davis, “Capabilities and strategy must be aligned for business success. Defining and analyzing all business processes with cross-department implications is not just about that single focus. It is about the health of the whole organization.” ² For more about evaluating and improving processes, check out Jason’s article.
6. Leverage Technology: Project Management software will act as a single source of truth for organization, collaboration, and tracking progress (we have a few favorites). In conjunction, utilize document sharing platforms and communication tools to streamline workflows, centralize information, and visibility.
7. Improve Communication and Collaboration: Effective communication is vital for restoring order in a fragmented team. Encourage open and honest communication channels, where team members can express their concerns, share progress, and ask for help. Regular team meetings, both in person or virtually, and tools (see above) will foster collaboration and provide transparency for everyone involved.
   
   

How to Implement Your New Project Management System

Now that you’ve established your Project Management plan, it’s time to implement it in your startup. The biggest key to success is open and frequent communication about WHY the change is happening, WHAT changes will occur, and HOW it affects each person and their work. Let’s start there:

1. Communicate the Change: Schedule a meeting with the entire company and communicate that the organization is going to implement a project management system. Explain the goals, objectives, and overall strategy used to develop the plan. Encourage the team to ask questions and address any concerns; buy-in from each individual is crucial to ensure everyone is aligned.
2. Assign Roles and Responsibilities: Based on the project plan, assign specific roles and responsibilities to each team member. It is likely that most people will be assigned several roles, due to the startups’ limited resources and people. Specific tasks and deadlines will vary by project, but ensure that everyone understands their individual contributions and how their work aligns with the company’s goals and objectives.
3. Establish Communication Channels: Identify the communication methods and tools the team will use to collaborate effectively. This will likely include project management software, instant messaging platforms, and regular team meetings. Encourage open and transparent communication, while setting expectations for communication standards.
4. Roll Out Project Management Software: Inform the team that they’ll use Project Management software to track and manage projects, tasks, deadlines, and dependencies. If the budget allows, engage in a formal onboarding with a consultant to ensure you and your team fully understand the platform and know how to use it.
5. Review New Processes: Explain any new standardized processes; this includes why the new process exists, what it will achieve, and who is involved (roles). This will sound familiar, but encourage the team to ask questions and address any concerns; buy-in from each individual is imperative.
6. Provide Training and Support: Identify any knowledge or skill gaps within the team and provide necessary training and support. This can include workshops or training sessions to enhance project management skills, improve communication and collaboration, or develop technical expertise. Providing resources and support that enable team members to excel in their roles will ease this transition and lead to quicker adoption.
7. Evaluate and Adjust: Continuously evaluate the effectiveness of the implemented plan and make adjustments as needed. Seek feedback from team members on the processes, tools, and communication channels. Use this feedback to refine and improve your project management system throughout the lifecycle of your organization

By clearly communicating the plan, setting expectations, and consistently following new processes, the Project Management system can effectively restore order to a fragmented team, leading to increased productivity, collaboration, and project success.

A Day in the Life of a Startup, Revisited

Our startup NewApp, once plagued by disorganization, misaligned priorities, burnout, and miscommunication, embarked upon its Project Management transformation with an unwavering commitment to productivity, efficiency, and organization.

NewApp embraced the need for a project management system and recognized that making a change is vital to their success. They invested in modern project management software, trained their team members, and implemented standardized processes. With their new Project Management system in place, NewApp experienced a significant positive shift in their operations. Now they deliver projects with laser-focus, meet deadlines consistently, and provide an exceptional experience to their clients. The team is happy, productive, and revenue has never been higher; which ultimately, is the goal of a startup.

1. Phil Robinson, “Why All Entrepreneurs Should Have Project Management Skills”, Liquid Planner
   https://www.liquidplanner.com/blog/why-all-entrepreneurs-should-have-project-management-skills/ ↩︎
2. Jason Davis, “Why is Business Process Improvement Important?”
   https://kolmegroup.com/project-managers-solutions/why-is-business-process-improvement-important/ ↩︎