Project Management Processes That Work For Moms

Let’s talk project management processes—because as moms balancing business, family, and life, we need every tool we can get to keep it all running smoothly. Whether you’re launching a new offer, planning an event, or just trying to make sure everyone has clean socks (the daily victories count!), mastering project management processes can be a total game-changer. So, without further ado, let’s dive into some straightforward strategies to help you tackle it all with confidence.

Project management might sound like something reserved for big corporations, but it’s really just a fancy way of saying, “How can I get things done in a way that feels less chaotic?” And as Boss Moms, we know how important that is! By creating a system that works, you’ll have a clear roadmap for your projects, more time to focus on what you love, and a little less stress along the way.

Don’t be fooled, project management processes are also for moms! Especially moms with businesses.

Project Management Processes Aren’t Just for the Corporate World

Here’s the thing—project management isn’t some corporate buzzword. It’s life. For us, it’s deciding what’s for dinner while mentally planning a big product launch. It’s figuring out how to balance a webinar, soccer practice, and actually spending five quiet minutes with yourself (if that’s even possible). Sound familiar?

When I first sit down to tackle a new project, that overwhelming “where do I even start?” feeling hits hard. But there’s a way to move past it, and that’s with a solid process. And while I wish my friend and project management guru Natalie Gingrich could be here sharing her magic (we had plans, life happened), I’m here to pass along what I’ve learned about making project management work for us busy moms.

It All Starts with Mindset

Before we jump into the nitty-gritty, let’s talk about mindset. Managing projects isn’t just about checking off tasks—it’s about managing priorities, time, and goals. When you start thinking about your projects in terms of what you want to achieve instead of just what you need to do, everything starts to feel more manageable and, dare I say, even a little exciting.

The Secret Sauce? Ask Good Questions

I’ll let you in on a little secret: The key to effective project management isn’t fancy tools or color-coded spreadsheets. It’s asking the right questions. Seriously. When I work with Natalie, she doesn’t automatically know what my business needs. She asks a ton of questions. This is how we break down big, scary projects into steps that make sense.

Want to get started on your own? Here’s how to do it:

1. List the Decisions You Need to Make
   Don’t dive straight into tasks. First, list every decision you need to make—no need to have the answers yet. For example, if you’re planning an event, write down things like, “How many people?” “What’s the theme?” and “Where should it be?” You’re not deciding yet; you’re just acknowledging what needs to be decided.
2. Figure Out What Comes First
   Not every decision can be made in any order. Some depend on others. It’s like needing to take an intro class before jumping into advanced studies. These are your “milestones” and “prerequisites.” Understanding this can help you avoid wasting time or backtracking later.

Organize, Plan, and Let Clickup Be Your Best Friend

Once you know what decisions need to be made, it’s time to organize everything. If you know me, you know I’m obsessed with Clickup (and before that I was a Trello lover). It’s the perfect tool for keeping all your projects organized. It’ll change how you manage everything—promise.

Here’s how I use it:

• Create a card for each project.
• Break down each decision or task into a checklist.
• Need more detail? Create individual cards for those too.

This makes everything visible, easy to update, and perfect for collaborating with your team (or yourself if you’re a one-woman show).
Learn how I use Click up in more detail right here!

Break Big Tasks into Manageable Pieces

Big, vague tasks are overwhelming. “Plan an event” is enough to make anyone want to crawl under the covers. So, break it down:

• Decide on a theme.
• Choose a location.
• Create a guest list.

See? Suddenly, it’s not so scary. It’s all about taking the massive, stress-inducing task and breaking it down into things you can tackle one step at a time.

Use Your Community

You know what’s even better than trying to do everything yourself? Asking for help. If you’re putting together swag bags for an event, reach out to your network. Get input, ask for contributions, and make it a collaborative effort. Trust me, it makes everything more fun and less lonely. Need a community of awesome BossMoms with businesses like yours? Check out BossMom+

Stay Flexible With Your Project Management Processes

Let’s be real—mom life rarely goes as planned, and work still needs to get done. Kids get sick, clients change their minds, unexpected things pop up. Your project management process needs room to breathe. Build in flexibility so you can pivot when life throws a curveball. You’ll thank yourself later.

From Questions to Confidence

The whole point of mastering project management processes isn’t to create more work for yourself. It’s about building your confidence, staying on track, and making real progress. Ask the right questions, break down the work, and get yourself organized. You’ve got this, Boss Mom!

Whenever you’re feeling stuck, just take a deep breath and ask, “What’s my next best step?” You’ll learn as you go and keep refining your approach. Every project you tackle makes you better and more prepared for the next challenge. Keep going. You’re not just managing projects—you’re creating the life you want.

Picture this: you hop on a call with an incredible project manager, like my friend Natalie Gingrich. You might assume that a few questions later, you’d have this flawless, step-by-step plan handed to you, all shiny and ready to roll. But in reality? Nope. It doesn’t work that way in corporate America, and it certainly doesn’t work that way when you’re running your own business. Projects are messy, ever-changing, and full of surprises. And that’s okay!

Projects Are Meant to Evolve

Project management is a moving target. You think you’ve got it all figured out, and then bam—two weeks in, you realize there’s a step missing. Or maybe things aren’t getting done because the tasks are with the wrong people, or there’s a bottleneck you didn’t see coming. Projects are constantly shifting, and that’s totally normal. It’s not about getting it perfect from the start. It’s about adapting and making things work.

A great project manager is there to keep things on track when the unexpected happens. They don’t just check off tasks; they’re managing people, adjusting timelines, and making sure nothing falls apart. Think of them as a combination of a taskmaster, problem-solver, and cheerleader all rolled into one.

Breaking Things Down (And Digging Deeper)

Quick exercise for you: think about a project you’re working on. Maybe you’ve got a task listed as “Put together swag bags.” Seems simple, right? But if you don’t break it down further, you’re going to run into trouble. Who’s sourcing the items? How many do you need? When do they need to be done? Digging deeper helps you tackle things one step at a time instead of getting overwhelmed.

Celebrate Your Wins – Big and Small

Big projects can be exhausting. Whether you’re writing a book, planning an event, or launching something new, you’ll probably hit moments where you wonder why you even started. That’s why it’s so important to celebrate milestones along the way. Did you secure a venue? High five! Sold some tickets? Dance party time! Celebrate those wins, even the little ones. Trust me, it keeps your momentum up and reminds you how far you’ve come. (I’m all about solo movie dates with popcorn and a Mexican mocha—what’s your thing?)

Know When to Ask for Help With Your Project Management Processes

Here’s the deal: my brain works fast. I come up with ideas, I move quickly, and I get excited about all the things I want to do. But that means I’m not always great at managing the little details. And that’s okay! Recognizing this was a game-changer for me. My business office manager and project manager are total lifesavers. They help me slow down, keep things organized, and make sure I don’t miss a beat.

If you ever feel overwhelmed trying to juggle it all, know that you don’t have to do it alone. Bringing on the right people isn’t a sign of weakness; it’s smart business. It lets you focus on your strengths while someone else handles what you don’t love (or just aren’t as good at). Win-win.

Give Everything a Home – No Rogue Tasks!

Here’s a tip: think of every part of your business as a project. Don’t let tasks float around with no clear purpose. Give them a home. Organize them. When you treat things as projects, they become repeatable and way easier to manage. I’m a big fan of Clickup for this– check out this training on how I use it, and how to use it when you’re just starting out. Break it all down, organize it, and watch how much simpler things get.

Ready to Create Your Own Project Management Processes

Before I go, I have a challenge for you: take a look at your latest project. Break down every decision, assign tasks, and prioritize them. Trust me, it’s a game-changer. And if you’re not using Clickup yet, give it a shot—you’ll thank me later.