Good project management in public relations and graphic design can be the difference between building an interstate highway and hitting roadblocks at every turn. Whether it’s missed deadlines, unclear goals, poor communication or a lack of collaboration, project challenges can slow progress and derail even the best-laid plans.
At Barefoot PR, we’ve spent years defining key principles of project management to help avoid these setbacks. From behavior change campaigns to annual report design to video storytelling, we’ve identified several best practices that help nonprofit project teams stay in sync, work efficiently and deliver great results. Here are some of our favorite tips for getting the job done.
#1 Define clear project goals from the start.
When goals and expectations aren’t clearly defined, it’s easy for timelines, priorities and deliverables to get off track. That’s why it’s important to ensure all stakeholders are on board and share a clear understanding of the final destination. Take the time up front to align the project team and establish what success looks like so everyone is working toward the same outcome.
#2 Assign team accountability and ownership.
Successful projects depend on everyone knowing their role. When responsibilities are unclear, important details can easily slip through the cracks. Make sure to clarify roles and responsibilities early and ensure each person feels empowered to take ownership of their part of the process. We like to use project management tools like Asana to track responsibilities and progress so team members are always on the same page.
#3 Build a realistic project timeline.
A strong project timeline strikes the perfect balance between urgency and flexibility. An overly ambitious timeline can lead to unnecessary stress and missed deadlines, while one with too much wiggle room can cause projects to lose momentum and drag on longer than necessary. Set achievable milestones, build in buffer time for unexpected delays and choose a timeline format that’s easy for everyone involved to access and follow.
#4 Communicate proactively and often.
It may feel like you’re over-communicating at times, but proactive communication is the best way to keep a project on track. Instead of waiting for challenges to arise, schedule regular check-ins and hold space for questions, updates and problem-solving. Consistent communication, especially around key milestones, can make all the difference.
#5 Stay flexible and adapt.
No matter how much planning and preparation you do on the front end, every project will inevitably encounter unexpected challenges. At Barefoot PR, we work with many nonprofit organizations that are constantly balancing shifting priorities, so we’ve learned that flexibility is essential. If due dates start slipping, consider scheduling a working meeting to tackle roadblocks together. If priorities change, regroup, realign on goals and update your plan and timeline. The most successful projects aren’t the ones that go exactly as planned—they’re the ones with teams that know how to adapt.
Good project management doesn’t happen by chance. It’s built on clear communication, thoughtful planning and strong collaboration. If you have an upcoming communications, PR or design project with many moving parts, we can help. Book a call with us to learn how we can support your team.
