Project Basics
What Project Management is for
Tracking the pieces of work that are too big for a task list, and who is doing what on them.
Last updated September 2, 2026
Some work is a task: ring a customer, send a quote. Some work is a project: a new website, a rebrand, opening a tribe, a system migration. Projects have a scope, several people, a target date and a hundred small things that get forgotten.
What a project holds
| Part | What it is |
|---|---|
| Scope | What this project covers, what it delivers, and what it excludes. |
| Tasks | The work broken down, with owners and due dates. |
| Roles and people | Who is on it and what they are responsible for. |
| Notes | Decisions and information the team needs to keep. |
| Known issues and constraints | The gotchas everyone has to work around. |
| Files and links | The documents, staging sites and design work. |
Who it is for
- Whoever runs the work — the board is their view of everything in flight.
- The people doing it — their tasks, in one place, with the context attached.
- External collaborators — an agency or a contractor can be added as a contributor and see only their projects.
Projects, not CRM tasks
A CRM task belongs to a customer and is about selling to them. A project is about delivering something. If the work has a scope and more than one person on it, it belongs here.
THE TEST
If you would write it down in a document to keep track of it, it is a project. If you would write it on a sticky note, it is a task.