Project Management: How to Actually Get Stuff Done (Without Losing Your Mind)

Hey there, Full-Stack Marketer! 👋

Ever felt like project management is a giant game of whack-a-mole? Just as you knock out one task, two more pop up! Project management is one of those skills that keeps teams moving and (mostly) sane, and the good news? You don’t need a PMP certification to nail it. Today, we’re diving into the art of getting things done without wanting to scream into the nearest pillow.

📋 Why project management is your new best friend

Look, project management isn’t just about timelines and charts. It’s about keeping your team on the same page, keeping deadlines in check, and preventing you from becoming the office’s official “professional fire-putter-outer.” With a little structure and a few killer tips, you’ll be wrangling projects like a pro.

🎯 Project management principles (a.k.a. the basics that actually matter)

Forget complicated PM jargon—here’s a cheat sheet of principles that’ll make your projects run smoother than a freshly paved road.

• Prioritization = sanity

  • What NOT to do: Treat every task as equally urgent and important.

  • What TO do: Focus on high-impact tasks that move the needle, and tackle the smaller stuff later.

  • Try this: Use the Eisenhower Matrix (you know, Urgent vs. Important) to keep the “fires” from creeping up on you.

• Deadlines = motivation

  • What NOT to do: Set vague timelines like “sometime this quarter” or “ASAP” (translation: “never”).

  • What TO do: Give each task a deadline that’s clear and non-negotiable.

  • Quick tip: Use the 80/20 rule. Spend 80% of your time on the top 20% of tasks that bring results.

• Clear communication = fewer headaches

  • What NOT to do: Update your team through scattered emails, texts, and “didn’t I tell you last Tuesday?” conversations.

  • What TO do: Set up one place where all project updates live.

  • Pro tip: Create a “home base” on Trello or Asana and keep updates centralized. You’ll thank yourself later.

🛠️ Project management tools that won’t make you cry

Let’s be real—finding the right tools can be half the battle. But don’t worry, we’ve rounded up a few gems that make project management a breeze (or at least, less painful).

For the “keep it simple” approach: Trello

• Great for visual learners with its drag-and-drop boards and checklists.

• Why we love it: Perfect for smaller teams who just need a quick overview of what’s happening (without a 30-minute training session).

• Fun fact: Teams that switch to Trello save about 3 hours a week just by seeing the project status without hunting through emails. Hello, time saver!

For when things get serious: ClickUp - #sponsored

• For those with complex projects or teams, ClickUp helps you assign tasks, track progress, and even monitor who’s overloaded.

• Why we love it: The ability to visualize timelines and dependencies keeps everyone in check—and reduces those “Oops, forgot about that” moments.

• Impact: ClickUp’s AI tools can shave about 20% off project completion times.

For marketing teams who need ALL the bells and whistles: Monday.com

• Boards, automation, integrations galore—this one’s built for marketing workflows.

• Why we love it: Super customizable, so you can make it work for any project setup.

• Productivity boost: Teams save 10+ hours a month with Monday.com’s streamlined project boards.

⏳ The 5 stages of any project (simplified)

Here’s the cycle every project should go through. Think of it as the “project management for humans” checklist.

1. Initiation

   • The “Should we do this?” phase. Define your objectives and goals, but keep it simple.

   • Tip: Kick things off with a quick meeting to make sure everyone’s actually on the same page.

2. Planning

   • Mapping out the tasks, assigning roles, and setting deadlines. AKA: figuring out “who’s doing what by when.”

   • Pro tip: Use a Gantt chart in Asana or Monday.com for a visual timeline that’ll make you feel like a project wizard.

3. Execution

   • The “let’s make this happen” phase where the real work gets done.

   • Quick win: Schedule a weekly check-in to make sure no one’s falling off the map (or the timeline).

4. Monitoring

   • Keeping an eye on progress and making adjustments as needed. This is where you catch potential problems before they become big headaches.

   • Best practice: Set up a KPI dashboard in your project tool to keep track of milestones, budget, and deadlines at a glance.

5. Closing

   • Celebrate the wins, wrap things up, and take notes on what worked (and what…didn’t).

   • Tip: Run a quick post-mortem meeting and jot down lessons learned for future projects.

⚙️ Project management hacks for the (perpetually) busy marketer

• The 15-minute “catch-up” rule

  • Do a 15-minute daily sync to align on priorities and address any blockers. Yes, it’s quick, but it’s a lifesaver for catching hiccups early.

• Daily “must-do” checklist

  • Pick 2-3 high-priority tasks each day and knock those out first. This will give you a sense of achievement, even if the day goes sideways.

• Automate the repetitive stuff

  • Use Zapier to handle mind-numbing tasks like sending out reminders or updating spreadsheets.

✍️ Your homework

Let’s give this a whirl! Try out a mini-project using Trello, ClickUp, or whatever tool you already use. Follow these quick steps:

1. Set up a project board in one of the tools.

2. Create a few columns like “To Do,” “In Progress,” and “Done.”

3. Assign tasks to each team member, and set clear due dates.

4. Schedule a weekly check-in to keep things moving.

Project management is here to help you keep your projects (and sanity) in check. Once you start seeing it as a tool for building momentum and teamwork—not just another admin task—it becomes a total game-changer. And who knows, you might just enjoy it!

See you next week, with a very special edition of “Ask the expert” - a new format where we interview Marketing professionals on their subject of expertise.

With love,
Eugenia Gallo
Full-Stack Marketers