TL;DR
You need a system that lets you go away for weeks at a time and come back to a sustainability project knowing instantly what needs to be done next.
Helping Overworked Sustainability Managers Stay Afloat
Sustainability work is rarely allowed its own department, or even its own role. Much sustainability work is conducted as an add-on to another full-time job. It’s the extra project, however dear to the heart, that gets addressed only after the “real” job is taken care of. To navigate these waters, here are some tools for overworked sustainability managers.
Create a System for Sustainability Projects
As a consultant, I have to be able to juggle numerous clients at a time – and I know the key to success is having a system. From the minute I meet with a potential client, I have a process that I follow to a tee. I keep notes, labelled by date, of each conversation. I keep a solid version history on every scope of work and contract. And, after the contract is signed, I set up folders for Deliverables, Notes, Work in Progress and other critical areas. I also build kick-off and close-out templates to ensure a successful project from beginning to end. Since I know I can be pulled onto a different project at any moment, depending on client needs, I make sure I can pick up where I left off without any problem, even if there are days or weeks of delay in between.
Tracking Sheets
Whenever you are dealing with a lot of moving parts, a tracking sheet will be your best friend. It will help you know instantly exactly where your project stands and what deadlines are fast approaching. The more projects you are working on simultaneously, the more you need a tracking sheet that will show you:
- All active projects
- All completed projects
- Deadlines
- Key team members
- Project goals
Folders
A tracking sheet gives you an overview but there are a ton of details to track for every project. A folder system is your best way to handle this. Think of the major areas you tackle for every project and maintain a folder for each. If you aren’t a fan of folders, a tagging system can give you the same access. Either way, this will become your go-to archive. Consider folders for:
- Data collection
- Targets and standards
- Deliverables
Task Lists
Task lists can be used for the overall project as well as for sub-projects. The part that gets overlooked, though, is how to use them to allow you to pick up where you left off without missing a beat. If you are pulled off a project to work on something else, make a quick list of what you need to do next. Later, even if it’s weeks down the road, you will be able to return to your project and know exactly what you need to do next. This saves you valuable time that would otherwise have been lost reviewing your last actions.
Overworked Sustainability Managers Need the Right Tools
Having a system to organize your sustainability efforts is more important than which platform you choose. You can be simple and use shared folders and Excel or you can use the latest project management platform. Whatever fits your style and your budget is the right choice. Just make sure that, whichever you choose, you put your system to use.
Photo by lan deng on Unsplash