Ready to project manage your newest release? Great! Now that you have music ready to share, we have some strategies and techniques that will have you project managing like a pro!
What is project management?
Project management is the application of processes, methods, skills, knowledge, and experience to achieve specific project objectives according to the project acceptance criteria within agreed parameters. What’s more, it has final deliverables that are constrained to a finite timescale and budget.
For example, in relation to a music release, you will need to use your knowledge of the music industry to achieve specific objectives. The release date will be your deadline and there will be deliverables such as distribution, promotion, publicity, etc. in order to achieve your overall project goal.
What are the 5 steps of project management?
- Address important questions at the beginning of the project.
- Sketch out a scope and goals for your project.
- Communicate roles, expectations, and objectives to the team.
- Monitor progress and identify roadblocks.
- Make sure all deliverables have been met and finalize the project.
Address important questions at the beginning of the project.
- Should this happen?
- How will it help?
- Can I benefit from this project at this time?
- What problem is this project solving?
For example, for a music release, your answers may be:
- Yes! I need my music out in the world!
- Releasing this track will help build my portfolio, give my audiences an idea of my style and it will help me understand how to release music efficiently for the next release.
- I can benefit from streams, feedback, and learning how the process of distribution works!
- At last, I’m adding art to the world and relating to audiences like me.
Sketch out the project scope and goals.
- The main goal?
- What deliverables are needed to reach that goal?
- Who is the best person to own each deliverable?
- Risks exist for this project, and how can you avoid them?
- What is the scope?
For a music release, you may answer:
- To distribute and promote my new track.
- Complete the track artwork, choose a distribution partner, finalize the songwriting splits, sign up for streaming royalties, sign up for performance and recording royalties, and create a press kit for promotion.
- I have a friend who can help out with the design! I will handle the rest.
- The risks are minimal for this project. It is self-funded.
- This should be out in the world within 6 weeks!
- 1,000 streams is the overall goal.
Communicate roles, expectations, and objectives to the team.
- The progress you’ve made along the project timeline?
- Goals and advantages?
- Project roadblocks and successes?
- Each person’s task?
- What do you expect by a certain time in the project?
- As a team, what does the ideal work ethic look like?
For a music release, you may answer:
- At this point, we are behind schedule for the release goals. The artwork is not complete and this is delaying distribution and promotion.
- The advantage that achieving these goals offer is building my social media and streaming presence.
- Roadblocks include designs not being complete. Equally important is the press release which has been drafted and proofed and is ready to be sent out once the artwork is ready.
- It is the designer’s task to complete the artwork. The artist’s task is to distribute and then all band member’s tasks are to post on socials and promote the release.
- We would love to have 300 pre-saves by the time we are 2 weeks out from release.
- As a team, the ideal work ethic looks like open and regular communication about tasks, whether they are complete or not. Each person takes responsibility for their job. Band members being able to ask for help if they need it.
Monitor progress and identify roadblocks.
- Do all team members understand what’s expected of them?
- What roadblocks exist? How can you remove them for your team?
- Is the project on time?
- Are you communicating and staying organized?
- Does the project need to be redirected from its original scope?
To illustrate answers for a music release:
- Yes, we have it all written out and tasks assigned.
- Roadblocks are time management. We have created micro tasks to help each member not feel overwhelmed.
- Yes – so far we are keeping up!
- Communication could be better, but we are staying organized.
- In general, we are on target with the original scope, in any event we are ready to pivot if necessary.
Make sure all deliverables have been met and finalize.
- Have all deliverables been met?
- Were all deliverables carried out to a standard of quality the team is proud of?
- What did your team do well?
- How could this function better next time?
For instance, for a music release, you may answer:
- Almost! We missed the pre-save mark by 20 streams.
- Yes, I was very pleased with how everyone performed.
- We were really good at ticking off tasks on a shared to-do list and staying productive throughout.
- In general, communication could have been more frequent.
All things considered, it is important that when you choose goals, you are choosing relevant and attainable goals. No point in setting yourself up with goals that are too hard or too easy for fear that you may not achieve them! With this in mind, set yourself up for growth instead.
- Start with where you are and where you want to be.
- Break goals down into smaller parts. (objectives)
- Make goals specific and measurable.
- Match goals to team members’ strengths.
- Focus on learning as well as accomplishment.
- Show the relevance of goals to keep the team motivated.
- Agree on what goals mean.
Time management is about allocating resources to complete tasks on time while staying within the approved budget. In any event, successful time management requires a developed schedule or timeline and an account of obstacles that could interfere with progress.
In essence, these skills include the ability to set goals, focus, organize, prioritize, communicate, and delegate.
Time management strategies.
- Plan your work ahead.
- Set clear priorities.
- Focus on one task at a time.
- Minimize interruptions.
- Set yourself shorter deadlines.
- Learn to delegate.
- Learn to say “no”.
- Summarize each day.
- Use tools like Asana, Trello, and Monday to stay organized.
Flexibility and adaptability.
By the same token, throughout a release, you will need to be always looking at the unfolding situation and be ready to pivot if need be. Of course, just like in life, release plans don’t always go exactly how you want them to. In light of this, be open and flexible when planning. At any rate, the newly adapted plan might end up being even better than the original.
5 Ways to Demonstrate Your Adaptability.
- Staying calm and responding quickly to unexpected situations.
- Knowing when to push and let go of your ideas.
- Taking on different roles and responsibilities when needed.
- Upskilling and reskilling yourself.
- Changing your communication style based on who you’re talking to.
Use these strategies and techniques in your next social media campaign. But first, read our latest blog on >> 4 steps for a successful social media campaign plan