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My Project Management System – Part 3

Posted by Ilise Benun on

Yesterday I talked about finding the right content and project management system for you.  While this system is theoretically all you need, I like to have a ‘visual overview’ of what’s going on right now, as well as a daily list of things that need to done each day.  Let me explain:

A visual overview
Most of us are visual and will focus on the things right in front of our faces.   It may just be me, but as soon as something’s filed away it may as well not exist.  I find it enormously helpful to have a visual overview of what’s going on.  So, on the pin board above my desk, I have 3 color-coded tables:
• Active Projects
• Marketing efforts
• Warm leads

Each list is very simple and includes the item, action required and status. At a glance I can see the broad strokes of my business.  I update this each week.

Daily to do list
Based upon the information that I’ve gathered from Daylite and my broad-strokes list, I determine which action items are a priority and make a daily ‘to do’ list.  I group each item into buckets e.g. Projects, Opportunities, Office, Personal etc. and work my way down the list.  The trick is not to make it more than one page long or put more on the list than you can reasonable expect yourself to accomplish in a day.  Anything that doesn’t get done goes onto the next day.

So there you have it, 12 years of trial and error distilled into a 3-part system.  Of course, each person’s strategy will vary, but I hope this helps you define or refine yours. 
I’m always looking for ways to improve my system, so if you have a great idea for staying on track, I’d love to hear from you.

Justine Clay is the founder of Pitch Perfect and teaches creative talent and entrepreneurs the business, interpersonal and project management skills they need to transform their creative ideas into paying projects and lasting professional relationships. To sign up for her newsletter, or learn more about upcoming workshops, please visit


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