Project Management for Admins

Many administrative professionals have worked on projects that felt confusing or chaotic, or where the project's purpose was unclear. This session provides a solution by offering a structured approach to project management.

Initiation is the most important phase of the project lifecycle. In this stage, the project is clearly defined with objectives, deliverables, and, most importantly, a clear understanding of how it will benefit the organization.

Learning Objectives:

• Understand the key elements of a project lifecycle and identify the critical stakeholders who will be engaged in the project.
• Establish a structured approach for project activities that can be used to organize and plan future projects. This approach is designed to be sustainable and repeatable, ensuring consistency across all project efforts.
• Gain access to a project toolkit that will serve as a foundation for developing a personal project management system, enhancing overall project success.

Bonus Resources: Session Workbook; Kickoff Meeting Agenda Template; Risk Analysis and Response Plan Template; and Risk Register Template

The Planning phase is the longest phase of the project lifecycle — and for good reason. Without thorough planning, projects are far more likely to encounter additional risks, unexpected challenges, rework, poor quality, and ultimately, failure.

The Planning phase is particularly important because it brings the project team together to dive into the details. During this phase, the team determines what work needs to be completed, when it needs to be completed, and who will be responsible for each task. This phase also includes developing a communication plan, defining the quality standards for project deliverables, identifying potential risks, and addressing the needs of key stakeholders.

Learning Objectives:

• Learn how to effectively plan and sequence project work efforts.
• Identify and document communication methods that will be most meaningful for the project and its key stakeholders.
• Discuss identified risks and determine the most effective response strategies if those risks occur.
• Establish quality criteria for the project deliverables and define the measures used to assess those criteria.
• Determine the best approach for managing changes introduced by the project deliverable and preparing stakeholders for those changes.

Bonus Resource: Session Workbook

This phase of the project lifecycle focuses on executing the work. During the Execution phase, the project progresses according to plan, with any issues addressed immediately using the strategies developed during the Planning phase.

Learning Objectives:

• Understand how completed planning elements integrate with project work and overall project progression.
• Learn techniques for tracking and monitoring project work while troubleshooting issues that arise.
• Explore common challenges associated with project execution and identify effective approaches for addressing those challenges.
• Gain recommendations for working with project teams to enhance collaboration, commitment, engagement, and communication.
• Identify key triggers that indicate the project is ready to move into the final phase of the lifecycle — Closing.

Bonus Resource: Session Workbook

The Closing phase is just as important as every other phase in the project lifecycle. Projects must be officially closed to allow the project team to shift focus to other work, ensure the project deliverable is fully operationalized, close out the budget, and capture lessons learned to share with colleagues for future improvement.

Without formal closure, questions about the project’s status may linger. Officially closing the project provides clarity and ensures a smooth transition.

Learning Objectives:

• Review project components to determine whether the project is ready for closure.
• Identify the most effective communication channels and messaging for this phase of the project.
• Determine the appropriate timing for official project closure and outline the process steps needed for meaningful delivery of the project objectives.
• Use the lessons learned activity as a valuable exercise to support future process improvements and team learning.

Bonus Resource: Session Workbook