Why I’m Learning IT Project Management
I’ve worked in IT and networking most of my life, starting back in middle school. Technology has always made sense to me — but organizing my work hasn’t always been natural.
That’s what pushed me to learn IT project management. As someone with ADHD, staying focused and on track can be a challenge. I work best when there’s structure, clarity, and a system to follow — and project management provides that if applied correctly.
Project management matters in IT because modern businesses rely heavily on technology, and projects are constantly happening: upgrades, deployments, development, security updates, and more. Without planning and management, projects can quickly go off track. Learning how to manage them is essential for keeping technology running smoothly and supporting business goals.
What IT Project Management Actually Means
Before I really understood project management, I pictured it as a mix of checklists, tasks, scheduling, and planning meetings. And while those exist, they’re just the surface layer.
IT project management is about making sure the right work gets done, in the right order, by the right people, without everything falling apart. It’s about creating clarity in chaotic environments.
- Figuring out what needs to be built or changed
- Breaking work down into manageable steps
- Ensuring team communication
- Adapting when plans inevitably change
Good IT project management isn’t about control — it’s about coordination, keeping projects moving even when requirements shift, bugs are discovered, deadlines change, or priorities are swapped.
Why IT Project Management Feels Different
IT project management is challenging not because the concepts are complicated, but because the environment itself is chaotic.
The biggest challenges I face include:
- Time management
- Motivation
- Feeling overwhelmed by tasks
- Keeping up with timelines
- Handling constant interruptions or changes
IT projects rarely move in straight lines. Requirements shift, priorities change, outages happen, and stakeholders often request last-minute updates. Meanwhile, daily operational work continues.
Compared to fields where you can follow a step-by-step plan, IT feels more like juggling objects that change shape mid-air. Project management is the framework that brings order to this chaos.
Early Attempts at Tools and Systems
I tried everything: sticky notes, paper, whiteboards, task charts, even the Eisenhower Matrix. They worked briefly but collapsed when the work became shared. I was the only one following the system, coworkers didn’t check it, and I quickly got lost.
That’s when I realized: tools alone don’t fix disorganization — systems do. Tools are just containers; the real success comes from the habits and structure behind them.
In IT, shared systems are critical. Everyone needs visibility into tasks, priorities, and updates. Without that, even the best tools fail.
Core Concepts: IT Project Management Building Blocks
Understanding these core concepts helps navigate IT projects without getting buried by chaos:
- Scope – Know exactly what needs to be done. Clear goals prevent overwhelm.
- Time / Deadlines – Break projects into small, time-boxed chunks to make deadlines manageable.
- Tasks / Priorities – Not all tasks are equal. Some are urgent, some important. Prioritize to keep moving.
- Communication – Share progress and clarify expectations to prevent losing track when team members aren’t aligned.
- Adaptability – Projects rarely go perfectly. Interruptions and changes are normal; learn to adjust without stress.
- Tracking Progress / Feedback – Quick feedback prevents tasks from getting lost and keeps motivation high.
A Real-World Example: Baking Cookies as a Project
Sometimes it helps to step outside IT to understand these concepts. Imagine baking cookies:
- Scope – Decide the type of cookies to bake. This is your goal.
- Tasks / Priorities – Gather ingredients, preheat oven, mix dough, portion cookies, bake, decorate. Each step matters, and some depend on others.
- Time / Deadlines – Baking takes time. Start too late, cookies burn; too early, they’re raw. Timing matters.
- Communication / Coordination – If baking with others, miscommunication can ruin the process.
- Adaptability – Out of sugar? Adjust the recipe. Projects rarely go perfectly.
- Tracking Progress / Feedback – Taste-test along the way, check timers, adjust baking as needed.
Quick Start Guide: Implementing IT Project Management Today
You don’t need a 1,000-page book to start managing projects. Here’s a simple approach anyone can implement immediately:
Step 1: Define Your Goal (Project Scope)
What it is: Your project’s “north star.”
IT Example: “Upgrade office network switches to improve speed and reliability.”
Quick Tip: Write your goal in one sentence. Split it into smaller objectives if it feels too big.
Step 2: Break Work Into Milestones
What it is: Major checkpoints or phases.
IT Example: Audit hardware → purchase switches → install → test → document.
Cookie Analogy: Prepare ingredients → mix dough → bake → decorate → share.
Quick Tip: Even 2–3 milestones make a project manageable.
Step 3: Create Tasks Under Each Milestone
What it is: Specific steps to complete a milestone.
IT Example: Audit hardware → check switch models, document connections, map devices.
Cookie Analogy: Mix dough → measure sugar, whisk eggs, combine ingredients.
Quick Tip: Keep 3–6 actionable tasks per milestone.
Step 4: Set Deadlines and Priorities
What it is: Know when tasks should finish and what to focus on first.
IT Example: Install Switch A → Deadline: Friday 3 PM, Priority: High.
Cookie Analogy: Preheat oven → Deadline: 10 min before baking, Priority: High.
Quick Tip: Use a calendar or time-blocking tool and focus on high-priority tasks first.
Step 5: Identify Dependencies and Risks
What it is: Dependencies = tasks that rely on others. Risks = things that could delay progress.
IT Example: Can’t install new switches until audit complete; vendor delays.
Cookie Analogy: Can’t bake until dough is mixed; oven may not reach temperature.
Quick Tip: List dependencies and risks ahead of time to reduce surprises.
Step 6: Track Progress
What it is: Monitor what’s done, what’s next, and adjust as needed.
IT Example: Use Trello/Jira/Notion to mark tasks as To Do → In Progress → Done.
Cookie Analogy: Check off steps: dough mixed ✅, cookies baked ✅.
Quick Tip: Pick one simple tool, review daily/weekly, adjust if needed.
Step 7: Review and Learn
What it is: Reflect on what worked, what didn’t, and document lessons.
IT Example: Which milestones were on time? Which tasks caused delays?
Cookie Analogy: Did cookies turn out as expected? Any steps to improve?
Quick Tip: Write 3–5 key takeaways and celebrate small wins.
Tools That Actually Work for IT Project Management
- Trello / Notion / Jira – Track tasks and milestones.
- Slack / Teams / Email – Keep team communication consistent.
- Calendar / Time-Blocking – Manage deadlines and focus.
- Checklists & Templates – Standardize recurring work.
Insight: One or two tools consistently used beats a dozen half-used systems. Tools reinforce a system — they don’t replace it.
Common Beginner Mistakes and Lessons Learned
- Trying to do everything at once → Break work into chunks.
- Relying on tools without a system → Systems matter more.
- Ignoring communication → Share updates regularly.
- Underestimating interruptions → Plan buffer time.
- Letting motivation dictate progress → Habits carry you forward.
Project management isn’t about perfection — it’s about creating a framework, reducing overwhelm, and adapting when things change.
Conclusion: Why Learning IT Project Management Matters
Learning IT project management is a journey full of trial, error, and small victories. It’s not about memorizing rules — it’s about building systems, understanding core concepts, and adapting to change.
Start small, keep it simple, and gradually, the chaos becomes manageable. With the 7-step Quick Start Guide, you can implement IT project management today without a huge textbook.
What’s your biggest IT project management challenge? Share in the comments — let’s learn together!