“How on earth are we going to deliver this?” It’s huge and complex!
We often hear this in the early stages when discussing a business idea or need. The questions far outweigh the answers, and people are understandably confused.
How could this turn into a proper project?
This is when an experienced Project Manager (PM) is needed. And they would respond with another question – a popular one amongst PMs:
The Power of Project Management
“How do we eat an elephant? Well, the answer is… piece by piece.”
This classic example illustrates the project management concept of “structure” – we can achieve anything, even if it looks too big and complex at the beginning. We just need to create a good structure by using common sense and breaking the work down into its main pieces.
The ability to bring structure to chaos and uncertainty is a valuable skill. People might have some thoughts on what they want or where they want to go, but they often don’t know how to create it or what road to take. There are many unknowns, especially in the early stages.
Sometimes we are lucky and the structure is inherited – we get an organized plan and we simply need to execute it. But often, PMs don’t have that luxury. We need to be active and bring structure to the various elements on the whiteboard.
This is one of the first big chances for a PM to shine – demonstrating the ability to turn desires and ideas into a structure.
One real-life Story
A few years back, I was working as a senior PM for a company in the logistics & supply chain sector.
The senior management gathered for a workshop in early January.
I was there as the potential project manager as I had already worked with this group on a few successful initiatives. It was a crucial meeting about solving problems in operations and defining the manufacturing strategy for the next 5-10 years. Factories, products, logistics – everything had to evolve, but it was not clear exactly how to do it.
Dependencies and complexities existed almost everywhere. The management knew change was needed but struggled to define the optimal way forward.
After the meeting, I sat down with one of the key people from management and started talking about the challenges. I felt she had all the knowledge to untangle the case.
So, I took out my notebook and sat next to her.
As she talked, I started drawing boxes. We continued the conversation, and I kept drawing. After a few boxes with titles appeared on my paper, her eyes lit up. She quickly took over the pen and paper, and started adding arrows around. After only 10 minutes (and a few sketches), we had it – the structure.
She was ready to take the next step and present this draft to the rest of the management group. After validating it, the sketch turned into more formal presentations and, a few weeks later, led to the start of a real project.
Tips from Practice
Next time you’re in early, unstructured conversations about a project idea, remember: Draw-Show-Go!
- DRAW: Get a white sheet and start drawing. Circles, boxes, arrows. Don’t be shy – a white paper with a pen or pencil is great! Drawing on a flipchart or directly in a digital format is also fine. Focus on scope only! Schedules and budget can come after you’ve created this masterpiece.
- SHOW: Show your picture around – it will help you validate your perception with key actors (the sponsor is a must, obviously). If you are wrong with anything, you should get immediate feedback and change it on the go. Keep adjusting until it’s right and in line with what the other key stakeholders have in their heads. With the simple picture validated, you’ve eliminated the possibility of big misunderstandings in the project.
- GO: The work is now structured; chaos may not be fully eliminated, but it’s organized, segregated, and contained in separate “boxes”. You and your team can take the next steps by getting more details into the scope (creating a more professional-looking scope document, WBS, etc.) and into the other project domains.
The superpower of structure is a fundamental skill that sets great project managers apart.
By mastering the art of bringing order to chaos, you’ll not only make your projects more manageable but also inspire confidence in your team and stakeholders.
Remember, every complex challenge is an opportunity to showcase your structural thinking.
Embrace this superpower and watch as your projects – and your career – soar to new heights.
future.
Tools to use: White sheet and a pen, flipchart, whiteboard. Digital options: MS PowerPoint, Miro, or similar.
Ivan Vaptsarov is an award-winning project management expert and consultant, named "Project Manager of the Year" by PMI® Bulgaria in 2023. He's the founder of Pmpeer.com and creator of the bestselling Udemy course "Beginner to PRO-ject manager" with over 200K students. His international career spans multiple industries, including technology, finance, and manufacturing. He holds degrees from Bocconi University and certifications in PMP®, PRINCE2®, and Lean Six Sigma.