How do you organize your projects? Juggle multiple projects? Sort out your thoughts, designs, plans, and to-do lists?
I have two reasons for asking this – I am curious in hearing about your methods, and I am also looking for new ideas.
For me, it’s my personal projects that need the most work. I have been juggling an ever-increasing number of projects, with some slowly moving forward at different states of completion, and many others stuck at the starting point.
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Over the past 2 years especially, my time has become very fragmented, forcing me to break projects into smaller segments.
What I am hoping is that better preparation, planning, and organizational methods will help me get more done.
The first thing I have been trying is to organize my projects a little differently, with more attention given to creating discrete steps and instructions.
For instance, instead of “build 5 drawers” or even “build 5 drawers 24″ width and 18” deep, I would now write out my plans as if they were for someone else:
Drawer fronts & backs require i) Cross-cut 1/2″ plywood to 24″, ii) rip to 5″ strips, iii) sand both faces and ease corners, iv) cut 1/4″ groove 1/2″ above bottom edge for drawer bottom, v) notch back panel for drawer slides.
Ripping plywood to 24″ and then into 24″ x 5″ strips? That’s a lot easier to fit into a smaller block of time than “build 5 drawers.”
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The way I am used to working, I would break up all of the steps on the fly, while I’m in the workshop. But with smaller chunks of time, this has not been working well. So, my solution is to do more planning ahead of time, with just a little more time taken to put it to physical or digital paper.
Basically, I’m working on a new strategy where I create project recipes and plans for myself. This seems like an obvious and simple way to boost productivity, but it’s not how I am accustomed to working.
This won’t work for everything, as some projects require improvisation by design or their nature, but I’ll be happy as long as there’s a net benefit.
As for how to do this, I have been working with a new-to-me database-type project planning app that might help. And if not, the pen and paper route is tried and true, as long as I use a notebook instead of the backs of envelopes. Consistency is always key to forming good habits.
Ed Sichler
For me I have set up my projects for the last year or so based on ‘location’. As an example in my garage I have 3 projects for 2022 that I want to accomplish. Having looked at all 3 I decided to sequence them into sub projects. First is declutter my garage in early January. This will happen once all holiday decorations are down and we have decided what to keep/trash/donate. Second is to update the lighting in my garage to LED and improving overall light in the garage. Third will be to improve shelving in the garage with a TBD wall system. After these are done I will move to my yard projects which are sub divided between front and back yard.
MT_Noob
I think I am on the opposite side of the spectrum from Stuart. I’m going to try to get started on projects sooner without waiting for a completed recipe. I find myself over planning and over researching (curse you youtube rabbit holes) and I avoid starting a project unless I know the solution to each and every problem and each and every step. When in fact I may have been much better off just getting started and working through things as they come up.
I’ll be interested in seeing how this methodology works out for you Stuart. Changing strategies can be daunting, but it is usually worth it to try a new way, even if it isn’t the perfect fix, you will likely learn something from it one way or another.
Stuart
This happens to me as well, and it’s a separate problem.
Still, in designing new projects, it can be helpful to list everything that needs a decision/plan, and everything that doesn’t.
I built a small temporary trellis for my cucumber planter last year out of pine, and that was just trial and error. It worked alright, but I now have a better idea as to how to design something better out of cedar for next year.
Before that, I built a couple of planters, and the first was TERRIBLE and needs sprucing up for cosmetic and structural purposes. But it showed me what I needed and wanted to do for the other planters.
My new strategy will help me on the productivity side of things. But on the “research and discovery” part of projects, I’m plagued by different issues. Better planning might help there too, at least I’m hoping.
Derek
Keep copies of your steps and instructions so you can copy them over next time. You may not build another cabinet that needs 5 drawers but you could copy over the steps for an end table with a drawer.
Similar steps could work as well for things like the cucumber trellis steps could be used if you were making a garden trellis or maybe even a blanket ladder depending on the initial design.
MT_Noob
Agreed, I am overdue in making a commemorative flag case for a family member, I learned a lesson from one a built a few years ago, and that is to start with having the glass cut first and building the flag case around that. However, I am stalling the project as a hem and haw about exactly how to handle the joinery and the exact finish to use. I either need to make those decisions and finish my planning, or just get to building it and tackle those issues when those steps come up. By now I could have just built it 3 times over in the time I have lost wanting and waiting to perfect my plans before starting.
Luckily I have a holiday break coming up and one way or another I am going to crank out that project by the new year.
Derek
I’ve been doing it the same way Stuart and it really helps. I break it down a lot. Instead of paint the doors it’s prime side A 1x, 2x, paint A 1x, 2x, prime side B 1x, 2x, paint A 1x, 2x, etc. Lot easier to see when you’re getting things accomplished and crossed off and helps you manage time and expectations better. I will literally write out the next 20+ steps for a woodworking project too. When you only have those small chunks it’s nice to be able to look at it and say “oh, I can get that done now”.
Maybe almost more importantly it helps me think ahead and I can go out of order if I need to use a loud tool that would wake up the kids. Or I can also see what my wife could do or my young kids can help with. They can prime the back of a headboard with me and then I can get another coat it when they’re in bed.
Dave Schwartz
I use a shopping list app on my phone (like “OurGroceries”). Each project gets its own list. I can break down steps as far as necessary before I start or on the fly as the project progresses. Steps are easily reordered and can be checked off whenever I have time to work on any part of a project. All projects have a central repository that I’m unlikely to misplace. It’s incredibly handy to pull together a Lowe’s/HD list because I’m already in a shopping list app. Best of all, I can work on organizing and detailing my projects whenever and wherever I have time (at lunch, waiting for an appointment, or when I can’t sleep). I get the added bonus of being able to keep my grocery list organized as well. 🙂
IndianaJonesy
I like this idea…I think I need to start doing similar with house projects, at least into chunks of tools so I stop making a mess of my shed every time I do a big project.
Yadda
Consider using Clickup. It is a project management tool. There is a free version. I use Evernote but will probably change to Clickup. I put a new list of projects out there every year. As I complete a task I cross it out with a date. At the end of the year, I evaluate the remaining list and move it to the next year and add to it.
Jared
I appreciate your suggestions. I struggle to find time for my projects too – a lot. Often I can’t predict when I’ll have time, I just find out there’s a gap and I rush to the shop to accomplish whatever I can. I don’t think I’ve ever been as busy as I am this year.
I haven’t given a lot of thought to how organizing projects might help me get them done. I did create a list of projects I keep on my phone. I found that helped by making it easy to recall all the things I needed to do so that I could prioritize – but also pick something I can accomplish in how much time I had.
It sounds like you’re already well-beyond that most basic step of organizing though.
I’m going to have to try this idea of pre-planning projects into steps.
Matt the Hoople
For larger projects like building a shed or replacing our fence, I make a rough outline of the major steps. Then I will plan ahead for a few days worth of work. As that gets close to finishing, I then start thinking about and planning the next few days worth. Worked good on the shed where I had a general idea of what I wanted overall. By not planning too far ahead, it was easy to modify or evolve the the plan as I constructed. Little things like repositioning windows, changing roof pitch for added attic storage and relocating a door for better storage configuration was fairly easy to do on the fly.
This spring I will start on the fence and a backyard rehab centered around the new pool we put in last summer. I have a general idea of the layout but will refine the details as I am living and working within the space. No point in putting too much advance planning now into something that will likely change.
Stacey Jones
I’m kind of in the same boat. My thought processes are chaotic and I do struggle with the right middle ground between no planning and over planning (aka analysis paralysis).
Here are the things I find helpful:
1) Drawing Pictures. I suck at this, but it’s worthwhile. I use Micosoft Whiteboard and good old Paint.
2) Microsoft Project. Helps me to break down bigger tasks into smaller ones and identify dependencies and bottlenecks.
3) Lately started using an outliner. I tried a bunch and love SimpleMind Pro. I also use OneNote, but I do work for them so may be a little biased.
dandLyons
I worked in R&D for many years. When I began, I dreaded having to do “documentation”. But I eventually came to realize documenting WAS the design process. By this I mean that when I created a drawing or wrote a memo describing the project all of the gaps in the project became clear. For example, in the drawing maybe I didn’t know what parts I could use. Or when writing a description I didn’t know how to approach a particular issue.
What falls out of the attempted documents is a list of questions that need to be answered in order to proceed. And this is an iterative process.
For my personal projects I have been using Google apps because I like the convivence of the cloud & have been making an effort to go largely paperless. I use Google Docs to draft a memo about the project largely to just capture ideas in raw form. I use Google Draw for diagrams.
I use Google Photo for pics. I realized that when I have something in front of me that I am working on it really is helpful to try to photograph it fully. I can then reference these photos later when seated at my computer to help answer questions that arise. For example, I have been working on a boat project. I use the photos to help me draw my own diagrams. In order to understand the way the cooling system works, I draw it out and use the photos to get the details. I capture all the relevant part numbers. My diagrams essentially capture my level of understanding & the details. When I come back to this project later, I can easily pick right back up.
I track the vast majority of my projects and tasks in Google Keep. I can set reminders by date or location which is very helpful. I can search for any prior notes. I can categorize projects by label. I have made quick sketches of stuff by hand that I photograph and capture in Google Keep. I make detailed check lists or to-do lists. Since my work is often at different locations, I make a list of tools required. I have a running list of questions that I keep adding to.
Years back I read different books about time and task management. These include “The Checklist Manifesto”, “Getting Things Done”, & “The 10 Natural Laws of Time & Life Management”. And I have not done a great job of applying the lessons over the years. But a couple of key points are to break things down into finer and finer detail. Keep a list of these things so you can pick it back up at any time. But the most important things are to allow yourself time to plan & to have the discipline to periodically reconcile your lists daily. Easier said than done for me. But I keep trying.
Plain grainy
Nice topic, lots of good ideas! Things I feel are important? Material, parts, tool lists. Plan to use 2in 1 computer in tablet mode. Use pen enabled board in tablet for sketches, lists,. Then save it all on the computer for future use. That’s the plan anyway. Things that effect projects are weather, costs, time( sometimes life gets in the way!).
Plain grainy
The Virus inflationary effects has sure been a negative. One plus on using the pen enabled tablet for sketches is colored ink. Gives you the ability to play with different colors in your planning. I’m notorious for buying parts , fasteners, hinges ect. Then keeping them in the store bag, then not being able to find them later. My solution is to place the items in a clear viplock bag( many sizes available). Hefty makes some very large ones. Then put a sheet of paper in item ziplock bag with project name. Then keep all project bags in a central tote so everything is in one place. I was watching the Husky 20 gallon pro storage container with hinged lid at H D. No sale price movement, will make nice place to keep all project ziplock bags.
Jim Felt
I love that various size Hefty Bag consolidation concept. I’ve lost countless “project” parts and pieces over the decades and the subsequent realization that I’ve misplaced things.
Thank goodness it’s never been fatal. And occasionally even resulted in better solutions. Phew.
Plain grainy
This way when I return from Home Depot, and I have 100 things to do. I can just toss the tool/ project items right in the tote in the store bag. It’s basically filed instantly. Then when I get time I can sort the items into the proper ziplock project bag. Just need to make sure it’s put in the tote, not left in car trunk, ect. Nothing worse than hunting for purchased project items, then realize you can’t find them. Then go out and buy the same items again.
Jerry
In theory I will prioritize based on importance and will break up projects into manageable blocks as time allows.
In reality panic will set in when a project deadline approaches and I will run around like my hair is on fire to try to get it done on time.
Shawn Behnam
Take a look at an app called Notion
Stuart
That’s what I’ve been working with/trying to learn.
fred
Some of the things that I like to think through and then write down when planning a project are:
Do I need drawings – or can I wing it?
What joinery techniques will I be using?
What finishing techniques, materials and supplies will I be I be using?
Do I need a materials and supplies purchase list to avoid multiple orders/trips to stores? What do I have on hand?
Cutting schedule – what do I cut together or sequentially to insure consistency?
What do I break down with my track saw or other portable saw – before bringing it into the shop for work at the table saw, planer, jointer, drill press, router table, band saw or scroll saw?
Should I prefinish parts (all, some or in part) before assembly? Do I need to make allowances for glue-ups and squeeze out?
How do I set up my assembly process – e.g. clamps needed; number of different drill bits and driver bits chucked in different tools to speed things up?
Will assembly and/or finishing be indoors then moved or outside or done in place?