How do you start a new project? If you don’t have a template, you’ll likely leave out some important steps.
In Tiago Forte’s excellent book Building A Second Brain, he discusses in chapter 9 the importance of having a checklist to launch new projects. “Before they taxi onto the runway and take off, airline pilots run through a “preflight checklist” that tells them everything they need to check or do. It ensures they complete all the necessary steps without having to rely on their unreliable brains.”
I immediately saw the value in this. I have checklists I use to launch a new blog post, do my weekly and quarterly reviews, and make sure I cover all my databases when I am researching a topic. But I didn’t have a checklist for starting new projects.
In the past, my approach to starting a new project was haphazard at best. I normally opened a new folder and added a few relevant docs, and later did some research and a mind map, but my process was inconsistent and sometimes omitted important elements.
Over a few weeks of experimenting, I developed a checklist that works for me, and which I now use every time I launch a new project. Most of my checklist items are based upon the checklist Tiago Forte shares in Building a Second Brain.
You’re welcome to view and download my checklist. You are welcome to modify it in any way that works for you. You’re not me, so my checklist probably won’t work for you out of the box. But you might want to use it as a template to build your own checklist.
A Key Question Before Starting A New Project
Before jumping into the steps for launching a new project, we need to ask a key preliminary question — Why am I doing this project?
While we’re busy with the tactical stuff, we often skip the important first step of reflecting deeply about the reason our idea or project needs to exist and the change we’re trying to create. Story Driven, Bernadette Jiwa
Why am I doing this project? Is it something I really need to do? If I have a team, should I delegate it?
We need to know why this is important enough to do, or we likely will procrastinate and won’t complete it. If you realize this is a project you don’t need to do, stop it before you start.
The Elements of My New Project Checklist
1. Create a folder for the new project. Define a place to locate all of your project folders. I use Craft, others use the macOS Finder, DevonThink, Notion, Obsidian, or a task manager.
If it’s going to be an active project, I place it in my “active projects” folder in Craft. If it’s an idea for a project I’d like to do, but not now, I place it in a “projects on hold” folder that I periodically review.
The purpose of the project folder is to provide a central location to store resources needed to successfully complete the project. This typically includes notes I make with thoughts about the project and notes from other sources that are relevant.
2. Create a note in the project folder recording your initial thinking about the project. Jot down your initial thoughts about the project.
When do I want to complete this project? (A deadline helps motivate me to finish it) What is my desired outcome, or goal in doing this project? Who am I doing this project for? How do I hope to benefit them with this project?
I often list my initial thoughts about the project in bullet point format. If it’s a blog post idea, I’ll typically list what, I think, will likely be the main points of the article and maybe some sub-points.
Here are some questions I use to prompt this initial brainstorm: What do I already know about this project? What don’t I know that I need to find out? What is my goal or intention? Who can I talk to who might provide insights? What can I read or listen to for relevant ideas? Tiago Forte. Building a Second Brain
Sometimes at this stage, if I have many initial thoughts about content and organization, I’ll start a new mind map in the MindNode app. I’ll keep returning to the mind map over time to add information and reorganize as I think more about my project and digest more resources. But sometimes, depending on what feels best, I’ll just record my initial ideas in the project note.
3. Search sources for relevant information. I search keywords in many sources, and look in my related folders to collect information that will help me complete the project:
- Craft for projects, past projects, and ideas (PKM).
- DevonThink for documents and files, tied in with Finder and iCloud.
- ReadWise to search for highlights from books I’ve read.
- Browse file folders on related topics that may be helpful.
- Project folders that are similar.
- Search across all my folders for related terms.
- Do a web search of keywords.
- Perhaps do a search using the AI built into Craft, or the ChatGPT website. In both of these, I can ask the AI to create a summary or outline of my topic, ask for a list of resources, etc. My intention is not to allow the AI to write my blog post or presentation, but to see what it comes up with and if I’ve missed any topics I might want to consider.
When I find sources that will be helpful, I move them into the project folder. If they have URL deep links, I may instead add the link to my project note with a description of what the link contains.
Of course, your list of where to search will differ from mine depending on what type of setup you’re using to store files and folders. We all have our unique systems, and use different apps to store our information.
4. Create an outline or mind map with the project name to organize your sources and thoughts in a logical progression. If I haven’t already started a mind map, at this point I will create one.
I prefer the graphic presentation of a mind map, and how easy it is to move nodes around to test out different combinations or progressions of thought. It helps me to be able to see my thoughts in a graphical setting. See my post, Everything I Do Starts With Mind Mapping. If a traditional outline works better for you, use it.
I’ll start organizing my material in main nodes and sub-nodes (main headings and sub-points for outlines). I move these around until I’m comfortable with the organization.
Furthermore, I use a mind map to list not only my thoughts, but also quotes and sources I’ll likely use. For a writing or speaking project, I’ll use this mind map as my primary guide when writing, speaking, or developing a presentation.
Try Using a New Project Checklist
Starting a new project can be a lot of work, so it’s important to do it right the first time. Using a checklist to start a new project is similar to a pilot using a checklist before flying a plane. A checklist is a list of things you must do to ensure you start your project well. It helps you think about why you are starting the project and makes sure you don’t miss anything.
Project checklists are not “one size fits all.” Most of my projects involve creating blog posts or doing presentations, although I do have other types of projects. I modify my checklist to fit the kind of project it is.
I’d encourage you to try using a new project checklist if you haven’t done so before. Doing so helps me to not forget about important steps as I develop projects, and keeps me on track in completing a project.