How Project Planning Can Help Creatives Stay on Track

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Projects, whether big or small, need to be properly planned. As such, a failed project doesn't always mean it's a bad project. It is likely from a lack of planning more than anything. According to a study, the more planning and analysis a project has, the greater the chance of success it has.

Planning is the foundation of any successful project, as it gives a structure to the project, providing clarity. But with the nature of creative projects and the unpredictability of trends and results, it can be difficult to integrate creative workflow into a structured, fixed timeline. 

While it is a challenge, it’s not impossible. 

What is Project Planning for Creatives? 

Creativity and planning don’t naturally mix, as all creatives understand that sometimes the best creative ideas come when you least expect them. Creating project plans every time a burst of ideas appears seems like an impractical idea, right? Well, not quite.

When it comes to planning a creative project, the chaotic nature of creative work is included in the timeline. Buffer times and extra days are added to certain tasks that have a higher risk of delays and affecting the project midway, when the industry changes, to name a few. 

Why Project Planning Is Important?

Planning a project involves mapping out the objectives that are needed to drive the project, allocating resources so it doesn’t go over budget, and even identifying potential risks. Project planning isn’t just about getting from point A to point B. The details that are outlined as you structure the project are essential to ensure the success of a project. 

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5 Key Elements of a Project Plan 

There are several key elements of project planning. Here are a few to get you started:

1. Goal 

Without a goal, a project won’t even start. If you struggle to pin down the details and objectives of your project goal, consider trying out SMART goals so you can be specific in your plans. 

2. Roles and Responsibilities 

A clear definition of your team's roles and responsibilities will be needed to ensure a smooth workflow when the project begins.

3. Timeline 

An overview of when a specific task is executed gives your team an understanding of how to deliver the project. It would also set the expectation of how many tasks are executed in each day, week, or month.

4. Budget 

Whether you’re a small team of freelancers or in a corporate company, budget is a sensitive detail. Listing out the costs of non-negotiables first is a good start in planning your budget. 

5. Risks 

Managing potential risks is an essential part of creative project planning. The unpredictable nature of creative works calls for measures that could possibly change the deadline or even the overall objectives of the project. 

Step by Step in The Process of Creative Project Planning 

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The process of project planning is part of the second phase of the lifecycle of project management. Here are the steps that are involved in planning a project. 

1. Determine The Project Goals and Objectives 

A key part of project planning will direct your team to where you should prioritise when the project progresses. When you utilise methods like the SMART goals, you’ll be able to list out the objectives that need to be completed within a certain deadline.

2. Estimate Costs

Measuring costs before starting the project can be confusing at times. But establishing an initial cost baseline can help you work around the cost estimate of a project. You can use estimation methods like ballpark and parametric.

3. Set Roles and Responsibilities 

Whether you are in a corporate team or a group of freelancers, clear roles and responsibilities with the team can prevent confusion about tasks. This could also help lay out if anyone is holding on to multiple roles.

4. Plan Out the Communication Channels 

Being clear about where the team should communicate can help track verbal confirmations and avoid misinformation. Utilising project management software that comes with a communication channel can streamline information regarding the project. 

5. Outline Quality Control 

Creative projects come with an array of criteria that need to be fulfilled before reaching the required results. So, having quality control planned out before executing the project can direct the project in the right direction from the get-go. 

3 Tools to Help You Plan Projects 

There are several tools and software out there that can ease the process of planning projects. Here are our recommendations:

TESSR 

This is a creative project management tool made for creatives. They have features like Insights that can show you the workload and progress of the project. Creative leaders would especially favour the module Woohoo, which shows real-time updates on completed tasks and visibility on the workload distributed to the team. 

Trello 

A project planning software that uses the Kanban method. Suitable for teams that prefer visuals for task tracking and information about the project. Boards that are added onto the interface can be moved around, so prioritisation can be done with this feature. 

Figjam 

Another visually pleasing software for people who like to work on a wall or doodle on a whiteboard. Figjam is a virtual version of a whiteboard that comes with features like sticky notes, stickers, and templates. It has real-time collaboration, so brainstorming sessions can be held with this software. 

Key Takeaways on Planning Creative Projects

• Unlike rigid systems, creative project planning needs room for flexibility during the process.

• With the right mindset and creative project management skills, planning becomes more manageable and will blend in naturally.

• A thoughtful plan preps the stage for smoother execution and more creative freedom for the whole team.

Frequently Asked Questions (FAQs) 

Would project planning for creatives be part of the creative project management plan? 

Yes, as you dabble in creative project planning, you’ll find that creative project management is the key to managing a creative project. 

Why does project management work with creative plans despite their unpredictable nature? 

The structured approach of project management can temper the chaos of a creative project. While the idea of controlling something unpredictable seems to be the start of a disaster, taking that into account, risks would be predicted, and solutions would be prepared. 

Would traditional artistic work be done with a creative project plan? 

Yes, any works of art can be implemented into a creative project plan. By having a set timeline and goal, we can foster a more effective and efficient creative workflow. 

Author Bio 

With a background in Arts English, Adilla has been a casual writer for various hobbies like parodies of animated shows and plots for board games. She loves to read anything and everything from fantasy stories to articles on tips and tricks. Now an advocate for mental health and effective project management for the creative industry. Currently, Adilla resides in Malaysia and is a creative writer at TESSR. To know more about her, check out her LinkedIn.