How Many Hats Do I Have? — A Short Essay On Project Management

Yesterday, I was picking up some materials at one of my local suppliers (Home Depot). I got there just when the store opened (0600), yet I wasn’t ready to do any “real” work until 0900. What’s up with that?

Actually I was engaged in a lot of activity because I had to rent the truck, wait for the materials to get forklifted to the truck, drive back to the house, unpack, unload, dispose of the packing material, drive the rental truck back, top it off with gas, and then drive back to the house.

Turns out, that whenever you take on a home improvement project of any size, one of the critical tasks is to get your materials. In addition, there are a number of other tasks that need to occur before you commence “real work”. (By “real work” I mean doing the deed. Measuring, cutting, digging, assembling… whatever your concept of “real work” may be.) My Dad always said: “Always have a plan.” For simple tasks, this can be a drawing on the flap of an unused cardboard box. I did this today when I was laying out a manifold for my irrigation system. For more complex tasks, you might need dimensional drawings or a 3D model. Yet, this kind of “plan” is only one-dimensional. Well, really 2-D, but it oversimplifies the task of planning. Planning includes ALL of the tasks necessary to complete a project (of any size). Here is a list of common tasks that are necessary predecessors for “real work” in the context of DIY home improvement:

  1. Define your task. This is the fulcrum around which everything else rotates. Do you want to remodel your kitchen? Do you want to have an accessible bathroom? Do you want to have a water-conserving landscape? Do I want to put in new flooring? (Yes to all.)
  2. Make a drawing. A drawing will force you to detail  critical information. What kind of cabinets do I want for my kitchen? What kind of shower to I need to make my bathroom accessible? What kind of irrigation system do I need to have a water conserving landscape? What kind of flooring do I want? How big? How much? What shapes? As you answer these questions, your design will become increasingly more detailed, and from this, you can not only get an idea of how you’re going to put things together, but also be able to extract a list of materials. This is crucial to the next step.
  3. Source and obtain your materials. I remember before the Internet that I used to spend hours roaming the aisles of the big box stores just seeing what materials were available for my project. Now, I spend hours roaming the Internet. The cool thing is that I now have access to exponentially more choices of materials, and most come with free shipping, so I don’t even have to leave the house. Stuff just shows up. As a matter of practice, I develop my material list in conjunction with the design process, so by the time I have finished the drawings, I also have my shopping list.
  4. Perform a cost estimate and obtain financing. OK, for simple projects, that may mean taking $200 from your savings account. But for bigger projects, like a home remodel, this step is more integrated with the planning process as you will be making trade-offs with your design. Cost estimation is a science unto itself, and there are some good software tools out there when it comes to estimating residential construction projects. I did a detailed cost estimate using an online program called Clear Estimates just before I had my plans approved. Not only did I get a good figure the cost of my remodel, but I also was able to get estimates for the work I plan to contract out. Now I have some benchmark costs so I can better evaluate the bids of the subcontractors.
  5. Set aside time for the project. You want to have a block of free time that allows you to have an uninterrupted workflow to make the job go faster, and minimizes repetitive set-up times. Planning when to work on the project also helps you schedule your material procurements and deliveries. Frequently, deciding on when I’m going to do a project is the first thing that I do because it helps me plan and complete all of the predecessors (task definition, design/drawing, and material procurement). Deadlines are an effective motivator.
  6. GET TO WORK! Finally!

The steps above are the essence of what is called “project management”. It’s actually pretty straightforward if the project is simple, and if the project is larger, you just have to break it down into smaller chunks until what you’re left with are a bunch of simple projects. Here is where it gets interesting. This collection of simple projects, representing a much larger project, is not just a “honey-do” list. These sub-projects are interrelated. Some tasks have to be completed before others can start. Some tasks can be done in parallel. Some tasks require specialized skills which are best left to professional contractors. So, answering the questions of “where to start” and “what’s next” can become quite complicated. Large commercial projects develop what is called an “Integrated Master Schedule” (IMS) which typically uses computer software (e.g., Microsoft Project) to logically link all of the sub-tasks and assign labor and material resources to each task. In theory, you can get an accurate estimate of how much the project will cost and how long it will take. In reality, there are ALWAYS cost overruns and ALWAYS schedule delays, largely due to the facts that (a) there is always a measure of uncertainty in planning any project, (b) the bosses will tend to be overly optimistic because they want to win the bid, and (c) the customer frequently has a change of mind, which results in a change in the plans, and things just cascade from there. I actually have experience with doing this, and I made up an IMS for this home remodeling project about a year ago. That schedule showed that I would complete the project sometime later this year (2015). Alas, the IMS was difficult to keep up to date, and since I’m the only guy working the project, I made a choice to ditch the IMS in favor of doing “real work”. Needless to say, I now only have a vague idea when I’m going to finish, and I’m not quite sure what the final cost is going to be. All I know is that I’ve been stopping by Home Depot almost every day to pick up yet another part that I seemed to have overlooked in planning.

So, as the only person who is working this project, I need to wear many hats. Designer, draftsman, planner, scheduler, estimator, finance manager, procurement specialist (shopper), shipping and transportation (bring the stuff home), warehouse manager (store the stuff), general contractor, and finally tradesperson. I’m sure I left something out, but I think that’s enough to illustrate the point.

Now, when you see a construction crew at work, realize that there is a lot of action behind the scenes that is necessary to support that work. Even if that construction crew is a crew of one.

Here are some pictures of my warehousing operation:



WAREHOUSE  Do you see my ShopSmith?

Do you see my ShopSmith?