How to Create More Engaging Projects as a Chief of Staff

Project management is a vital role for a chief of staff. But are you proposing compelling projects? This guide will teach you a few best practices.

Key takeaways:

• Chiefs of staff are in charge of many projects, like improving KPI tracking, implementing new software, and innovating the hiring process.
• Five best practices for more exciting projects:
  1. Craft a strong, organized proposal
  2. Establish better communication
  3. Create SMART goals
  4. Be clear about what success will look like
  5. Know the key stakeholders

One of the many hats a chief of staff wears is project manager. Sometimes, a well-planned and flawlessly executed project solves a significant problem that a business faced but didn’t know how to solve. Chiefs of staff are experts in identifying the right solution to help improve the business. But how do you ensure success for your projects as chief of staff? How do you keep people interested? This guide uncovers best project management practices for creating compelling projects that will engage your clients and lead to optimal outcomes.

What kinds of projects do chiefs of staff take on?

Chiefs of staff are in charge of many moving parts of a business. They may be communicating with employees on behalf of executives, monitoring critical business processes, improving a workflow with new technology, giving feedback to the CEO about strategy, and drafting business agreements and proposals. They may have to plan and execute projects like:

• Implementing new software to streamline a process, such as invoicing or managing customer service tickets
• Crafting a plan for tracking new business KPIs to uncover areas that need work, like customer satisfaction feedback programs
• Taking a new approach to training and onboarding new hires
• Introducing new and improved communication tools for the team, like Slack 

Experienced chiefs of staff should be able to look at a process that’s not working, uncover the problem, and propose a solution. They should see an opportunity for an engaging project to help the business function better.

5 best practices to create more compelling projects

You need to up your project management game to truly wow your clients and create more efficiency on their teams. How do you improve your project management skills? Here are five best practices to follow in each of your projects:

1. Craft a robust and organized proposal

Everything should be clear, organized, and well-defined. Presenting your project proposal is one of the most crucial steps of the process. You should include an overview to nail down the basics, emphasizing why this project is essential for the business to meet its objectives and maintain its mission.  Call out all the different teams that may be involved in the project and be clear about each department’s contributions. It should be clear from the beginning exactly how each person or team will benefit from this project and why it’s being pursued. You should also ensure that the proposal is aligned with the business’s budget and timeline and state that in your presentation. Don’t forget to highlight the desired result and how you’ll know you’ve reached it. Keep the proposal professional and straight to the point.

2. Establish better communication

Any project requires that all involved parties are on the same page. Everyone should feel like they’re working toward the same goal. This is more easily accomplished when you prioritize open, consistent communication.  There should always be clarity from the team. Make it clear how they can get answers to their questions and where to send their concerns. Make yourself available so people know they can turn to you when they hit roadblocks. Encourage people to provide feedback, too. Foster an environment where people feel seen and heard, and the project will be a genuine group effort. Ask for opinions and ideas along the way. When people feel like they are part of the solution, you will always get the best ideas and the most buy-in. 

3. Create SMART goals

Vision is one thing; execution is another. To set up the project for success, create SMART goals: 

• Specific: Nothing about the project plans should be vague. Be clear about the details with dates, numbers, roles, and outcomes.
• Measurable: You won’t be able to evaluate success without setting up some metrics. How will you track progress? How will you measure each step?
• Achievable: Are the objectives within reach for this business? Are the teams on board?
• Realistic: Consider the project’s budget, timeline, and other factors. Is what you’re proposing reasonable for those parameters?
• Timely: Every great project needs a specific timeline and should be relevant to the business.

4. Be clear about what success will look like

It’s not enough to claim that this project will “lead to more efficiency” or some other vague objective. Instead, try something like: “speed up client response times by 25%.” You need to turn that into a clear message for a more exciting, engaging project. The desired outcome, the project’s fundamental goal, is why you’re proposing it in the first place. Make sure you know precisely what that result should look like.

5. Know the key stakeholders

Your proposal includes the people and teams involved in the project. But you also need to identify who the key stakeholders are. Who is making the decisions alongside you? If you’re unavailable for some reason, who do people turn to? What’s your backup plan if someone important to the project leaves their position? Ensure that everyone involved has a clear role and purpose in the project. With open communication, people should always feel free to ask when they’re unsure about something.

How Chiefly Consultants is different

Chiefly Consultants helps businesses avoid over-resourcing by delivering fractional chiefs of staff to meet their every need. Our experts work alongside CEOs and other executives to provide everything from strategy assistance to administration help to communication improvements.  When looking for the right team, Chiefly may be the right fit. Contact us now to learn about our chief of staff opportunities!