Okay, let’s talk about project plans. We all know the drill: define the scope, break down the work into tasks, assign resources, set deadlines. Sounds simple enough, right? But in the heat of a Program Recovery, creating a detailed project plan can feel like wrestling a hydra.

You’re under pressure to act quickly, the team is stressed and probably a bit burnt out, and the stakeholders are breathing down your neck for results. It’s tempting to just slap together a high-level plan and call it a day. You know, those plans with vague tasks like “Fix the problems” or “Improve performance.”

Now, there’s a grain of truth in that approach. Trying to document every single minute detail in a project management tool can be overwhelming. Imagine a project plan with thousands of tasks, dependencies, and milestones. It would be a logistical nightmare to manage, even with a dedicated project planner.

But here’s the thing: while an overly detailed plan can be cumbersome, a vague, high-level plan is equally problematic. It’s like setting off on a cross-country road trip with just a general idea of where you want to go. You might end up lost, run out of fuel, or miss out on some amazing sights along the way.

So, how do you strike the right balance? How do you create a plan that’s both comprehensive and manageable? Here’s the trick:

Embrace the 80/20 Rule, But Don’t Stop There:

The 80/20 rule, as we discussed earlier, suggests that you shouldn’t plan tasks with any more detail than can be accomplished in 80 hours. This helps you avoid getting bogged down in minutiae and keeps your focus on the bigger picture.

But here’s the key: don’t stop at the 80-hour level. While this is sufficient for the high-level tasks in your project management tool, you need a more granular plan for the day-to-day execution.

Think of it like this: you have your roadmap for the entire road trip, but you also need detailed directions for each leg of the journey.

Create a Companion Guide:

Alongside your high-level project plan, create a separate, more detailed document that breaks down those big, hairy tasks into smaller, more manageable chunks. This could be a simple spreadsheet, a Kanban board, or even a series of checklists.

This companion guide provides the team with a clear understanding of their daily tasks, dependencies, and priorities. It’s like having a turn-by-turn navigation system for your road trip, ensuring you stay on track and reach your destination efficiently.

Key Takeaways:

• Don’t let the perfect be the enemy of the good: A perfect, all-encompassing project plan might be an unattainable ideal. Focus on creating a plan that’s practical and usable.
• Balance high-level vision with granular detail: Use the 80/20 rule for your main project plan, but supplement it with a more detailed companion guide for day-to-day execution.
• Empower the team: Involve the team in creating and refining the plan. This fosters ownership and ensures the plan is aligned with their capabilities and the project’s realities.

By following this approach, you can tame the beast of project planning and create a roadmap that guides your team towards a successful recovery.