What are some of the best practices for managing IT projects for my business?

It's tempting to lop daily tasks and IT projects into the same category of work. However, IT projects for small businesses, even low-cost and short-term projects see greater success when managed separately from day-to-day operations.

It's important to first define what an IT Project is: a temporary initiative with a start and end date that creates a unique product, service, or result that falls outside of daily operations. Migrating to a new phone system should be considered a project while improving customer service metrics is not. 

Defining the project is step one in your undertaking for success because it sets a clear objective and a structure to measure success. It's up to the person managing the business initiative to think strategically and creatively in turning vague business directives into defined, documented plans with success measurables and clearly defined deliverables.  

Here are some tips on how to get started: 

Set Clear Project Objectives:

When defining projects and project goals, use the same principles as the SMART goal-making framework (Specific, Measurable, Achievable, Relevant, Time-Bound).

Make sure that all relevant stakeholders - anyone who'll be involved in or impacted by the project - have an opportunity to express what goals they need to accomplish by investing time and money into your project and what success looks or feels like to them.

Be sure to document and prioritize all the goals you gather, set expectations early, and redefine the project goals if necessary. Not all feedback you get will become specific objectives, but gathering stakeholder input helps develop a clear scope of work. 

Outsource Research & Avoid Analysis Paralysis: 

Many small business owners find IT Projects daunting – and that's understandable! As a business owner, office manager, finance lead, or "Jack of All trades" who's found their way to this article, you've probably found yourself at the helm of a project without the faintest idea of where to start. If you're lucky enough to have a background in IT then sorting out the technical aspects of planning an IT project might come easy, but most aren't that lucky. 

"How do you replace an office phone system?" seems like a reasonable thing to Google. Several hours and several coffees into researching, however, you come to understand that every office environment is different and there's no easy answer. All the answers you find seem too hard to understand. It's very easy to spend hours researching only to find yourself stuck in the dreaded analysis-paralysis cycle.

 If you're stuck, ask an expert. Spending an hour with a technology consultant who can give fast, direct answers to narrow your scope may be well worth the small cost. IT consultants help narrow down solution options, eliminate ones that don't fit your business environment, and provide project-saving tips on risks to watch out for. 

Make a Communication Plan: 

Regularly engage stakeholders (employees, investors, your boss, the owner, or clients) to provide updates, get feedback, manage expectations, and garner a sense of collaboration. Schedule weekly, bi-weekly, or monthly 15-minute meetings and create an agenda. You'll find that clear communication goes a long way in a project's success. 

Prioritize Projects, Set a Deadline, and Go: 

Consider using a project management methodology. Agile is a good place to start, but you can also use a mix of task-driven tactics from Kanban, Scrum, Lean, or Waterfall methodologies. You don't need to marry yourself to one set of principles – try several and figure out which ones work best for your team or specific projects. 

Start small. Sometimes an office wall with goals on sticky notes is enough to get people focused. For longer projects, try sticking to just one methodology and drive performance with it. 

Most importantly, set aside dedicated time each week to complete the project, pause other less critical work, and communicate clearly that the current IT project is a priority. Set a firm deadline to complete it, carving out enough time each week away from daily tasks to make steady progress. Without dedicated time, your project risks becoming a never-ending cycle of frustration and short bursts of unproductive work.  

In short, prioritize your project, set a deadline, and press "go".