Before You Begin

Who this is for:
Whether you’re starting a neighborhood compost system, launching a youth theater, creating a political campaign, restoring a wetland, organizing meetups, building a tool for climate action — or just holding space for something that doesn’t fully exist yet — this guide is for you.

It’s for people and groups who want to act with care — to build things that matter without burning out or losing themselves in complexity. It doesn’t matter if your project is big or small, formal or informal, public or personal. What matters is that it means something.

This is a place to think clearly before you act — without losing your heart.

Why it matters:
Not all projects are the same. Some are wild gardens. Others are carefully paved paths. Knowing what kind of challenge you’re in helps you make better choices, stay calm under pressure, and avoid burnout.

---

What makes a project complex?

You can think of five main layers:

 A. The Project Task

• How complex is the thing you’re trying to do?
• Is the end result clear or fuzzy?
• Do you know how to solve it?
• Are there safety, accessibility, or legal requirements?
• Are you using new or unfamiliar tools?

Strategy Tip:
Start simple. If the end goal feels too big, define a smaller version to begin with.

B. The Process

• Do you have a strict deadline?
• Are there many steps or moving parts?
• Do you know how to organize the work?

Strategy Tip:
Choose a rhythm that suits your energy.

C. The People Involved

• Who are your partners, supporters, skeptics?
• Do they share your values or goals?
• Are they easy to talk to? Open or resistant?

Strategy Tip:
Map your people early. Don’t just think of allies and opponents — look for potential allies too.

D. Resources

• What do you already have?
• What’s the budget (if any)?
• How much time and energy can you and others offer?
• Do you need skills or people from far away?

Strategy Tip:
Start with what you already have. Limitations can make your ideas sharper.

E. The Environment Around You

• Is the topic politically sensitive?
• Are you entering a regulated or complex field?
• Are there cultural barriers or competing forces?

Strategy Tip:
Try to name the "invisible weather"—power dynamics, unwritten rules, assumptions.

Why it matters:
Many projects fail not because the dream was wrong—but because the goals weren’t clear. A goal map turns big hopes into small, doable steps.

How to work with a goal hierarchy:

• Start anywhere: Begin with your purpose or a practical goal.
• Ask "How?" to go down the ladder (into detail).
• Ask "Why?" to go up the ladder (into meaning).
• Draw the line: What will exist when the project ends? What’s outside the project?
• Turn lower-level goals into action areas. If they’re too detailed, they’re probably already milestones.

Example:

Why? → Because people feel disconnected and powerless.
→ Goal: Create a space for people to feel hopeful and take small actions
→ How? Host a community night with food and storytelling
→ How? Book the venue, invite people, cook together
→ Milestone: First community night with 20 guests

Why it matters:
Every project has people around it. Some will cheer. Some will ignore. Some might resist. Understanding who’s who helps you build trust early and avoid surprises.

How to do a basic interest analysis:

• List everyone who might care: friends, neighbors, critics, media, orgs, skeptics.
• For each one, ask:
  • What’s their interest?
  • What are their values?
  • How easy are they to talk to?
  • Are they likely to support, resist, or just be curious?

Sort them into three zones:

• Core — People helping actively
• Nearby — People who benefit or engage directly
• Outer — Observers, regulators, potential influencers

Then ask:

• Who needs to be involved early?
• Who might feel left out?
• Who can you invite in—even just for a conversation?

Why it matters:
Milestones help the team stay on track. They build shared understanding, link big goals to real tasks, and allow everyone to track progress.

---

Each milestone should include:

• What’s completed
• Approval criteria (What counts as "done"?)
• Deadline
• Who is responsible

Tip: Use SMART goals: Specific – Measurable – Accepted – Realistic – Time-bound

How to do it:

1. Define focus areas: What are the big parts of the project?
2. Set milestones for each one.
3. Map dependencies: What needs to happen first?
4. Define phases: Use milestones to mark when the project moves forward.
5. Plan activities: Break milestones down into specific tasks.

---

Activity Description

Why it matters:
This is how you get from vision to real work. Activity descriptions help with delegation, clarity, and making sure people know what "done" means.

Example:
Milestone: "Host seminar for 15 people by October 1."

Breakdown:

• Main Activity: Organize seminar logistics
• Sub-tasks: Book venue, send invites, create slides

For each sub-task, ask:

• What’s the outcome?
• Who is responsible?
• How long will it take?
• Dependencies?

Then clarify:

• What "done" looks like
• What decisions this helps with
• What support/resources are needed
• Time/budget estimates