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How to Manage Ad-Hoc Projects and Ad-Hoc Requests

Projects rarely go as planned. There is always the potential to get new data, project or product updates, reviews or any number of last-minute requests. How do you deal with these ad-hoc requests?

Ad-hoc means that it’s specific—something that will not be repeated. Ad-hoc projects and ad-hoc requests will occur in project management and you need to know how to deal with them.

What Is an Ad-Hoc Project?

An ad-hoc project is one that happens unexpectedly, usually in response to a problem. Projects are almost always scheduled in advance , but an ad-hoc project is sprung upon the team without time for any prior planning.

That’s one of the things that differentiate an ad-hoc project from a traditional project in project management. Another is that an ad-hoc project usually includes a quick turnaround. Ad-hoc projects also focus on one goal (or group of people) and tend to use fewer resources, including team members.

To sum up, an ad-hoc project is when something comes up that requires an immediate response. Like any project, there’s only a limited amount of time to complete it, but the timeframe is almost always tight.

How to Manage Ad-Hoc Projects: 5 Best Practices

Because an ad-hoc project seems to come out of nowhere, it’s often not given the attention that a more deliberate project would receive. However, you still need to track and report on progress to meet your strategic initiatives.

One best practice for managing ad-hoc projects is using project management software. ProjectManager is a cloud-based software that allows you to plan, schedule and track your projects in real time. Monitor resources and your team’s time with the live dashboard. No setup is necessary. ProjectManager collects and calculates the data and then displays time, cost, variance and more. It’s like an instant status report for your ad-hoc project. Try ProjectManager free today.

1. Don’t Neglect Risk

It’s easy to cut corners when time is of the essence. Ad-hoc projects tend to have less red tape, but that doesn’t mean you should ignore a risk assessment . Any financial analysis will tell you risk can ruin a project. While you won’t have time for a full risk management plan, you must prioritize risks that are likely and could have a negative impact on the project.

2. Stay Flexible

Regardless of what methodology you apply to your projects, you’re not going to have the time for the advanced planning of a waterfall structure. An agile project approach is better suited to ad-hoc projects. They are more iterative, allowing you to quickly pivot as needed, and tend to work with a smaller group on smaller-scale sprints.

Related: Agile vs Waterfall and the Rise of Hybrid Projects

3. You Still Need a Plan

There’s not enough time to go through all the due diligence, such as cost estimates, that would get a more traditional project off the ground. But even an ad-hoc project needs direction. Not having some plan or request management in place to manage your resources, set deadlines and prioritize and assign tasks is going to backfire and create a longer timeline than you can afford.

4. Standardize Work Requests

There’s a lot of methods to speed workflows, such as email, text, voice messages or a quick exchange in person. These methods might feel as if they’re expediting the process but in fact, they create problems. Create a workflow that follows a set pattern that can be centralized, accessed by all, prioritized and even commented on to foster collaboration.

5. Facilitate Transparency

Every aspect of the project should be visible to everyone on the project team. This means updates and any changes. There must be a central source of truth that gives hybrid teams, whether they’re remote, in different departments or using different tools, the visibility they need.

Tools for Managing Ad-Hoc Projects

Project management software has features that let you control projects and ad-hoc projects alike. You can use them to assemble a team and assign them tasks, with deadlines, descriptions and priorities. This lets you get the ball rolling fast and quickly onboard your team.

Teams need a collaborative tool to let them communicate and work better together. This can be part of a project management software or chat and messaging apps that connect teams no matter where they are.

Finally, you need a tool that generates reports, both to manage the project and keep stakeholders updated on its progress. These reports should be able to filter data so you can deliver the details project managers need as well as more general reports for stakeholders. The easier to share these reports, the better.

What is an Ad-Hoc Request?

An ad-hoc request or ad-hoc task is a request that has not been planned for. An ad-hoc project is a larger endeavor, but the definition is basically the same. They are outside the project scope .

Another way to look at an ad-hoc request is as an interruption and team productivity-killer. They pull you away from the project and can cause delays and cost money. The worst-case scenario: an ad-hoc request can derail a project and lead to failure.

An ad-hoc request can be anything from a meeting that’s called at the last minute, pulling you away from deadline work. It can be paperwork, again assigned at the last minute, or re-delegated tasks. Even answering emails could fall under the ad-hoc request. Anything that you didn’t know was coming that takes you away from the main thrust of your job is an ad-hoc request.

How to Manage Ad Hoc Requests: 5 Best Practices

Just as you would manage an ad-hoc project, ad-hoc requests can be controlled with project management software.

Having a work management tool is going to help you prioritize, collaborate, monitor and report on the progress of your ad-hoc requests. Here are some other things to keep in mind when managing ad-hoc requests.

Yes, plan . While you can’t have a plan for something you don’t know will happen, you can set up enough of a cushion in your day to let you respond to ad-hoc requests without negatively impacting your schedule. Use a work breakdown structure to map the ad-hoc request.

If you permit an agile project management approach to your work it allows for greater flexibility so you can pivot from one task to the next by knowing how to prioritize that work and keeping in collaborative communication with the rest of your team. Having ad-hoc tasks managed in an ad-hoc system is one way to keep on track.

2. Filter Ad-Hoc Requests

There will always be ad-hoc requests and some of them must be dealt with immediately, others can wait and there might even be some that you could ignore. But they’ll come sometimes with great frequency and can be overwhelming.

The team leader should be the point person for all ad-hoc requests to keep the team focused on their tasks. Then the team leader can prioritize the ad-hoc requests and assign the work to the team member who has the capacity to take it on.

3. Have a Process

You need a process for the planned work and you need one for the ad-hoc requests, too. Just because it’s an ad-hoc request doesn’t mean it can’t be in the system and tracked. Make sure all ad-hoc requests go into whatever work management tool you’re using.

These requests should also be delivered in the tool, but sometimes that won’t be the case. Regardless, wherever they originate, the ad-hoc request must live in the tool to make it manageable.

4. Track Progress

Without a tool to track your progress, you’re working blind. You need to manage ad-hoc requests, which means knowing your team’s workload in real time so you can assign the ad-hoc request, and then being able to track their progress on the work.

Therefore, you want to work with a cloud-based tool that gives you live data so you know exactly where the task and the team are now and not yesterday.

5. Allocate Resources

Being able to manage ad-hoc resources requires resource management tools that allow you to reallocate resources as necessary to get the work done without impacting the other work that’s already in progress.

Sometimes that might mean requesting additional team members to handle the ad-hoc requests. Having the resource management tools that can show your team’s current allocation will better help you sell your case.

How ProjectManager Helps With Ad-Hoc Projects

ProjectManager is a cloud-based work management tool that is flexible enough to manage ad-hoc projects. Automated notifications by email and in the tool standardize the ad-hoc request process and then teams can be assigned and collaborate in real time with the transparency managers and stakeholders required to track their effort.

Intake New Requests on Kanban Boards

Ad-hoc requests can be added to the kanban boards so they can be integrated into the larger workflow. Managers can set the priority, add descriptions and assign the task to team members. The team can then manage their backlog and plan the sprint together by commenting at the task level. Meanwhile, the project manager has transparency into the process and can see any bottlenecks up ahead and reallocate resources to resolve them.

Allocate Resources Effectively

In order to know who on the team has the capacity to take on the ad-hoc request, ProjectManager has real-time resource management features, such as a workload chart. The workload chart is color-coded to make it easy to see who has too many or too few tasks assigned to them. The project manager can then balance the workload and make more insightful assignments.

Generate Progress Reports for Stakeholders

The stakeholders who made the ad-hoc requests will want to know how the work is going. That’s where ProjectManager’s reporting feature comes in. Generate a variance, timesheet and other reports with one click. All reports can be filtered to show only the data you want to share with stakeholders and then passed on as a PDF or printed out.

ProjectManager is designed to manage any kind of project, including ad-hoc projects, whether your team is under one roof or distributed. With secure timesheets, you always know the status of your team’s work on their tasks, regardless of location or department in the organization. Having this kind of control and visibility keeps ad-hoc requests from sapping your productivity.

ProjectManager is award-winning software that organizes work and connects hybrid teams. It has the flexibility to handle ad-hoc requests and keep you and your team working productively. Join the tens of thousands already using our software at organizations from NASA to Nestles and Siemens. Try ProjectManager today for free!

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The Complete Guide to Managing Ad Hoc Projects and Ad Hoc Tasks for Effective Project Management

Ad hoc projects and ad hoc tasks are unplanned work items that come up unexpectedly during normal operations. This unpredictable work presents challenges, but with the right framework and discipline, teams can manage ad hoc requests smoothly while still making progress on priority projects. This comprehensive guide provides strategies and best practices for incorporating ad hoc work into team workflows effectively.

Understanding Ad Hoc Work – Definitions, Examples and Impacts

Let’s start by getting clarity on what exactly constitutes ad hoc work.

What are Ad Hoc Projects and Tasks?

Ad hoc work refers to any unplanned projects, tasks or requests that arise suddenly during the course of normal project execution.

Examples of ad hoc work include:

Urgent customer requests

Unexpected change orders

Last-minute fixes and upgrades

Additional features requested mid-project

Unanticipated administrative tasks

The term “ad hoc” means “for this purpose only.” So ad hoc projects and tasks are created to address a specific short-term need. They require immediate attention even though no time or resources were originally allotted for them in the project plan or budget.

How is Ad Hoc Work Different from Planned Work?

Planned projects have clearly defined goals, scopes, schedules, resources and budgets allocated upfront. But ad hoc work is unpredictable by its very nature.

Ad hoc projects often start with vague specifications that get clarified over time. And ad hoc tasks may have no defined deadline or budget constraints initially.

So ad hoc work tends to be more ambiguous, which makes it harder to manage proactively. But it is critical to incorporate ad hoc activities into team workflows deliberately, or they can derail productivity.

What are the Impacts of Poor Ad Hoc Work Management?

When teams lack processes for managing ad hoc work, it leads to a variety of problems:

Missed deadlines on planned projects

Lower team productivity and output

Poor work/life balance as ad hoc tasks bleed into personal time

Scope creep and cost overruns on projects

Resource conflicts as people are pulled off planned work

Suboptimal resource allocation

Lower team morale and higher burnout

The unpredictability of ad hoc work makes it easy to push aside. But ignoring it comes at a high cost. Proactively developing systems to handle ad hoc activities enables teams to accommodate interruptions while minimizing impacts on planned work and morale.

Best Practices for Managing Ad Hoc Projects

When an unplanned project emerges, treat it like any other project. Apply project management discipline to execute it smoothly and minimize disruption. Here are some best practices:

Clearly Define the Project Scope and Goals Upfront

Outlining the goals, deliverables, timelines, budgets and success metrics at the start brings much needed clarity to ad hoc projects. Document it in a project charter. This aligns stakeholders early on requirements and prevents endless scope creep down the line.

Assign a Project Manager to Lead Execution

Appoint a project manager to spearhead the work, even for smaller ad hoc projects. The project manager can coordinate tasks, manage resources and keep the project on track to completion.

Create a Realistic Schedule with Milestones

Break ad hoc projects into logical phases. Develop milestones and timelines but pad estimates generously since requirements often shift. Milestones measure progress and keep the team focused.

Use a Prioritized Task Backlog

Maintain a backlog of tasks needed to complete the project. Prioritize tasks based on urgency and importance. Stay focused on knocking out top priority items first to make forward progress.

Define a Time Budget

Create an estimated time budget for the overall project, including buffers. Track efforts against this budget to monitor scope creep and identify needed adjustments.

Carefully Evaluate Resourcing Tradeoffs

Assess workload and staffing limits realistically. Have a plan for reassigning resources from planned work if needed.

Assign Responsibilities Clearly

Define roles and responsibilities for the project manager, team members and stakeholders. Ad hoc projects create uncertainty, so clarity of expectations is key.

Plan Regular Checkpoints and Regroup when Needed

Schedule periodic status checks to reassess priorities and realign on goals. Revisit the timeline, budget and resource needs regularly.

Facilitate Stakeholder Collaboration

Identify stakeholders early and keep them engaged through regular communication on progress and risks. Manage signoffs carefully.

Monitor and Control Scope Creep

Watch out for shifting goals, expanding requirements and approval challenges. Revisit the charter to keep stakeholders aligned.

Effective Techniques for Managing Ad Hoc Tasks and Requests

In addition to standalone projects, teams must handle a steady stream of ad hoc tasks and requests as part of business as usual.

Tackling these well takes some finesse so planned work doesn’t suffer. Here are some tactics and practices that help:

Impose a Standard Intake Process

Require stakeholders to submit ad hoc requests through an established channel like a form, email alias or project management tool. Avoid starting any ad hoc work until the request is formally approved and prioritized.

Triage and Categorize Requests

Not all ad hoc asks are equal. Categorize requests based on level of urgency, effort involved, overall priority and impact on existing projects. This allows proper prioritization.

Communicate Impacts and Tradeoffs

If certain ad hoc requests could materially delay planned projects, discuss risks and options with stakeholders. Escalate issues to decision makers when prudent. Transparency avoids surprises.

Define Clear Prioritization Criteria

Use consistent criteria to prioritize Planned vs. ad hoc work . For example, fixes impacting revenue may take priority over internal process improvements. Apply criteria uniformly.

Estimate Level of Effort

Ask requestors to estimate effort or have your team evaluate time needed to complete the tasks. Unknowns take longer, so pad estimates. This allows more accurate scheduling.

Assign Owners to Each Task

Assign ad hoc tasks to specific project team members for accountability. Unlike planned work, ad hoc tasks often fall through the cracks without direct ownership.

Set Due Dates

Avoid open-ended commitments that linger indefinitely. Define due dates for each ad hoc task to instill a sense of urgency.

Batch and Schedule Time for Execution

Group lower priority ad hoc tasks and block out time on team calendars for focused execution. This prevents ad hoc work from bleeding into all hours and reduces multitasking.

Regularly Assess Team Capacity

Evaluate team bandwidth in aggregate before accepting ad hoc work. Quantify the team’s availability and adjust commitments across projects accordingly.

Actively Track and Report on Progress

Monitor ad hoc vs planned work in team reports. Share metrics on time spent on ad hoc tasks compared to planned project work. This highlights capacity issues.

Choosing the Right Tools to Streamline Processes

The right project management tools can optimize the above processes for managing ad hoc work. When evaluating solutions, look for these key capabilities:

Intake Requests

The ability to easily submit ad hoc requests through forms or email.

Track Source

Classify requests by submitter to identify trends.

Triage Requests

Tools to sort requests into custom priority buckets like high/medium/low urgency.

Effort Estimation

Functionality to capture and record estimates.

Task Management

Tools to create and assign tasks with due dates and status tracking.

Time Tracking

The ability to record time spent on ad hoc vs. planned work.

Resource Management

Tools to visualize team utilization across projects and reassign as needed.

Dashboards and Reports

Reports and dashboards to view ad hoc vs. planned work progress and capacity.

Automated Notifications and Alerts

Notifications when approaching due dates or estimates to prevent surprises.

Real-time Collaboration

Comments sections and chat for live discussions on ad hoc work items.

Integrations

Ability to connect with other productivity tools used by your team.

Portfolio Management

Dashboards to monitor resources and status across all planned and ad hoc projects.

Popular tools like Asana, Trello, Jira, monday.com and Microsoft Project offer these capabilities. Evaluate options to find the best fit based on team needs, experience levels and tool cost.

Creating a Team Culture to Smoothly Manage Ad Hoc Work

An enabling team culture complements the processes and tools. Cultivate these habits across your team:

Set Realistic Expectations on Response Times

Temper stakeholders’ urgency and define reasonable response times so teams don’t burn out. Slow, quality work beats hasty outputs.

Communicate Priorities Frequently

Regularly share priority lists and status updates with teams and stakeholders. This aligns everyone on where to focus and avoids expectation gaps.

Define Processes Clearly

Document procedures for submitting, vetting and approving different types of ad hoc work requests. Universal understanding of processes prevents headaches.

Share Metrics Transparently

Post reports visibly showing ad hoc vs planned work throughput. Public transparency prompts course corrections.

Praise Quick Ad Hoc Wins

Acknowledge team members who turn around urgent ad hoc requests efficiently without dropping the ball on planned work. Positive reinforcement works.

Allow Time and Space to Focus

Guard team time for heads-down work on roadmap projects. Establish “no meeting” blocks on calendars or zones like “Focus Fridays.”

Invest in Ad Hoc Management Training

Educate team members on processes, tools and priorities. Consistent adoption enables smoother ad hoc task management.

The combination of the right tools, practices and culture creates an environment where teams can shift gears and accommodate urgent ad hoc work without losing momentum on planned projects.

Key Takeaways and Action Items

Here are some key points to remember about successfully managing ad hoc projects and tasks:

Define and formalize ad hoc work management processes, INCLUDING:

Intake channels

Triaging conventions

Priority criteria

Due date rules

Batch scheduling parameters

Select and implement tools that optimize these processes with automation, notifications, reports, resource allocation support and integrations.

Quantify the ad hoc work using estimates and time tracking to understand capacity tradeoffs.

Communicate priorities clearly across the team and stakeholders — repeatedly.

Revisit resource assignments often to ensure the right talent is staffed on the right work items.

Ad hoc work will always come up, but don’t let it gradually corrode team productivity. With a structured approach, teams can accommodate interruptions while still making steady progress on planned projects.

Make ad hoc work management an ongoing priority rather than an afterthought. Applying consistent project management discipline is the best way to tame the deluge of ad hoc requests.

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How ad hoc tasks fit into your project management strategy

With any large operation, there are likely to be some challenges and interruptions to deal with. You draw up a detailed Gantt chart  at the start of the project, or have clear goals for your next production run, but nobody can foresee every eventuality. Responding to unexpected events and taking care of day-to-day interruptions involves taking on ad hoc tasks. Many job descriptions cover this with the line “and other duties as required”, and being able to handle ad hoc tasks efficiently is the mark of a good employee.

The very nature of ad hoc tasks means they can’t be planned, but it’s possible to allocate some time for unspecified ad hoc tasks in your project plans. In this guide, we’ll look at some examples of ad hoc tasks, and consider how you can account for them as part of your projects.

What are ad hoc tasks?

Ad hoc tasks are tasks that arise due to unexpected issues, customer requests, or impromptu projects. They can vary in scope from small tasks, such as fixing a broken piece of machinery or restoring backups after a computer system failure, to bigger tasks such as completing a special last-minute request for a large and important customer.

Because ad hoc tasks are unexpected, they won’t appear as specific, scheduled items on a project plan . Some ad hoc tasks are small enough that your employees can simply perform them as part of their day-to-day work. Others are larger and do need to be assigned and logged. Since these tasks aren’t predefined, they won’t have their own task template, so they’ll need to be created manually.

“Ad hoc tasks” is a part of our Project Management Glossary  — check out the full list of terms and definitions!

Creating ad hoc tasks

If you need to log or assign an ad hoc task, you should be able to do this in your time tracking , ticketing, or process management system. Most systems will have an option for ad hoc task entry, allowing you to log details such as:

• Who the task is for (i.e., which client)
• Which department or employee the task is assigned to
• The start time of the task
• The end time of the task
• Any resources used
• A description of the task

Factoring in the time taken up by ad hoc tasks is an important part of your project management. By tracking the task correctly, you can ensure the right person or department is billed for any resources used. You’ll also have a more accurate understanding of how the project is progressing, and if there are any delays to the project, you’ll be in a better position to identify what your team members have been spending time on. One challenge many project managers face is keeping their projects on track and stopping ad hoc requests from derailing the project.

Ad hoc tasks in project management

When you draw up a project plan, you’re describing the jobs that need to be done and the ideal timeline for getting those jobs done. A good project plan will have some buffer built in, so if one or two milestones are missed, the project can still be completed on time. That buffer allows for some ad hoc tasks to be completed as a part of your main project, and also gives you the option to respond to ad hoc requests from clients if you feel doing so would be worth your organization’s time.

Ad hoc tasks aren’t always a bad thing, but they can sometimes interfere with previously defined timescales and inventory management . Factoring the possibility of a need to perform ad hoc tasks into your existing project plan, and tracking them when they do arise, helps keep current projects on track and makes it easier to plan future projects accurately.

Benefits to tracking ad hoc tasks

Project managers have many tools at their disposal to help with planning projects and monitoring their progress. Metrics such as earned value and planned value can give insights into how far along a project is and whether it’s progressing according to schedule. Time trackers and issue trackers are helpful for monitoring who is assigned tasks and how much work each person is getting done. However, it’s common for people to log only scheduled tasks into those apps.

While some ad hoc tasks are inevitable, they should not be taking up so much time it causes employees to need to work overtime on a regular basis.

By monitoring ad hoc tasks as well as predefined ones, it becomes far easier to understand what is really taking up your team’s time. If your construction project is behind because employees are constantly having to fix machinery, or your manufacturing jobs are over budget because of frequent supply chain issues, having the ad hoc tasks associated with those issues logged properly helps you identify the root cause of the extra costs or delays.

Examples of why ad hoc tasks may be necessary

Ad hoc tasks are things that arise in the course of day-to-day work, either due to something unexpected happening, or because a client has made an additional request and you’ve decided to fulfill it. Examples of ad hoc tasks include:

• You’re working on a social media advertising campaign for a client, and they make a last-minute request for a Twitter banner to match their Facebook banners. This could be classified as an ad hoc request.
• You’re manufacturing a batch of products and one of your production lines becomes clogged. Your team needs to stop that line, fix it, and repurpose another line to keep production of this (more urgent) batch going. These jobs would be classified as ad hoc tasks.
• You’re working on a Software-as-a-Service product, and your legal team alerts you that there’s a potential compliance issue with the way you’re storing customer data on a cloud server in a different country. You need to contact your cloud hosting provider and confirm where and how they’re storing data on your behalf. While you do this, your internal IT team works on a short-term fix that involves storing data somewhere else you’re sure is compliant.

Ad hoc tasks can vary from small things that don’t take a long time to fix and may get logged as “miscellaneous duties,” to bigger jobs that require their own entry in a time-tracking sheet. Whether they’re large or small, they’re worth keeping track of, because the more information you have about how your team spends its time on each project, the more accurate your future estimates will be.

In some cases, tasks that are being logged under “ad hoc” may be occurring so frequently that they deserve to be scheduled. If your team is frequently working overtime for jobs that weren’t factored into your project, you may need a clearer plan and allocate more resources to future projects of a similar nature.

Tracking ad hoc tasks with monday.com

Using monday.com’s Work OS to monitor your projects and track ad hoc tasks helps you streamline your workflows. If you’re already making use of project management software or issue trackers, you may find monday.com’s integrations with your existing software helpful when it comes to generating reports or processing data from your other platforms.

Ad hoc tasks can vary from small things that require only a small entry on a time log  to large-scale ad hoc projects. monday.com’s library of templates may come in handy for creating task logs that your team members can use. The platform also offers automation features which may save you time if you want to enter recurring tasks. For example, you may wish to set aside one hour every evening for cleanup and equipment inspection. The automation features in monday.com can be used to set an entry for that task, assigned to the right team or person, each day. Should the person assigned that task encounter a problem requiring more than the allocated hour to complete, they can use a task template to log extra time for that issue.

Frequently asked questions

Ad hoc tasks are tasks that arise or are assigned on the fly and that address a specific need. Someone working in a factory may perform many ad hoc tasks during their working day as they keep the production line moving. Many job descriptions require employees to be capable of performing ad hoc duties as a part of their day-to-day workflow.

What are ad hoc projects?

An ad hoc project is a project that is started unexpectedly in response to a problem. Ad hoc projects are unplanned and typically short-term projects with a rapid turnaround.

What does ad hoc stand for?

“Ad hoc” is not an abbreviation; it means “for this” in Latin. When the term is used today, it’s used to express the meaning “for this specific purpose.” In the context of project planning, ad hoc often refers to temporary or short-term issues that arise in the course of the project’s life cycle.

Manage ad hoc tasks with monday.com

Ad hoc tasks are something almost every business will encounter, and they’re particularly common in more complex projects. Tracking ad hoc tasks properly using the tools provided by monday.com makes it easier to understand how much time ad hoc tasks are taking up, and whether some of those tasks could be specifically factored into future projects to make your time and budget estimates more accurate.

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Ad hoc project challenges & how to manage them

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Nothing beats the feeling when you’ve finally gotten your project portfolio under control, like a cherry positioned perfectly on top of a delicately balanced ice cream sundae.

That is, until a stakeholder pops up out of nowhere with an ad hoc project to throw a wrench into your project management process. You may think there’s not much to do at this point except add juggler to your never-ending list of project manager job duties—as if you weren’t doing enough already. Right? Wrong.

As a program manager with 15+ years of experience in this field, do I have some stories to tell you! In this guide, I take you through the challenges of managing ad hoc projects and give you some tips for handling them.

What are ad hoc projects?

An ad hoc project is a one-time activity that arises unexpectedly or is not part of a pre-planned project schedule . Ad hoc work typically lacks a structured plan and may involve solving urgent issues or addressing sudden needs with immediate attention.

“Ad hoc” is a phrase borrowed from Latin that means “for this.” Ad hoc projects are therefore one-off, unique situations that don’t fit cleanly into an existing framework or project planning process. Basically, like each of your stakeholders, ad hoc projects are special snowflakes ❄️

You’re not supposed to encounter ad hoc projects often, but if your organization lacks robust project management processes , has trouble saying no to clients, or struggles with prioritization , then these types of projects tend to arise more often than you’d expect.

Today, a lot of the projects I handle are ad hoc, but most of my team’s time is allocated to addressing these special situations and wrangling them into manageable processes.

Ad hoc projects were much more concerning when I worked as a strategy consultant and had a full slate of scheduled client work. Asking me to fit in a marketing effort on the side or work “part-time” on a proposal for a couple of weeks was much trickier to handle.

<tip>

Learn how Emily Feliciano, the Creative Resource Manager at Atlassian, handles almost 100 resource requests every week with Float —luckily, not all of which are ad hoc! 😉

</tip>

What are the challenges with ad hoc projects?

Ad hoc projects present several challenges:

They’re unplanned and unscheduled

Ad hoc projects, by definition, are not part of an organization’s planned project portfolio . Since these types of projects tend to crop up at the last minute, they can be difficult for project teams to accommodate as part of their existing workload.

Solution : avoid scheduling your team up to 100% of their time. Allow some slack in your current project portfolio. That way, when ad hoc projects arise, you’ve got some built-in bandwidth to address them without throwing your existing projects off track. You can use Float’s project planning capability to avoid the risk of resource overallocation.

They do not adhere to existing project protocols

Since they’re typically labeled “urgent” or “high priority,” ad hoc projects sometimes get a pass from having to follow established processes. Cutting corners may compromise the quality of delivery, leading to rework.

Solution : even if a project is unplanned, it doesn’t mean you automatically have to take it on. Apply a decision-making framework to ad hoc projects to minimize the risk of taking on someone else’s emergency.

Consider including additional screening criteria specific to ad hoc projects to assess whether an effort is worthy of bypassing traditional project management processes. Sample criteria include anticipated cost versus benefits (a cost-benefit analysis can help with this !), security concerns, and reputational risk from failing to deliver.

They lack proper performance metrics

Ad hoc projects are typically not tracked well or at all, either due to time constraints or because the organization initiated the project to correct another issue that they would like to downplay. In this situation, you lose valuable data on how long projects are taking and how people are spending their time, which can impact future cost estimates and/or resourcing decisions. Team members staffed on this type of project may also lose visibility for their accomplishments.

Solution : make sure to add every project, no matter how small, to your resource management software. Even though it may seem like an extra step, it can be really helpful to keep track of how long projects actually take compared to what was estimated and know what your team is working on each day. This information helps you plan for the future and decide how to balance the workload among your team members.

Tools & resources you’ll need to manage and execute ad hoc projects

Despite your best efforts, you may inevitably find yourself saddled with an ad hoc project at some point. When this happens, try not to stress too much—as long as dealing with ad hoc projects is a temporary, periodic situation and not a constantly recurring phenomenon, you’ll be able to handle them without causing too much disruption to your existing portfolio.

Here are some things you can do to improve the execution of ad hoc projects:

1. Allocate resources appropriately

You can use resource planning software like Float to determine resource availability and then create a schedule for your ad hoc project that minimizes disruption to tasks already in flight. Where possible, you should also fast track the schedule to execute multiple tasks in parallel.

To speed up your return to business as usual, it’s also best to staff ad hoc projects with a small team, ideally composed of high performers familiar with the subject matter. A pitfall with this approach is that organizations tend to tap the same people over and over for this type of work, reducing team productivity and organizational visibility and risking burnout .

Use Float’s historical project data to expose who may be getting “voluntold” to work on ad hoc projects a little too often.

Then, to combat this tendency, pair more experienced employees with junior staff that can shadow them. Now, you have a pool of staff equipped to handle these challenges. In the meantime, find ways to publicly acknowledge the fixers for the value they bring.

2. Apply project management processes

With ad hoc projects, you may not be able to spend as much time on planning as you normally would, but that doesn’t mean you get to skip planning altogether.

For example, ad hoc projects should still have:

• Defined goals and objectives
• A effective team structure with defined roles and responsibilities
• A project schedule that you communicate throughout the organization
• Lessons learned that you can apply to future projects, both ad hoc and planned.

3. Take on ad hoc projects for the right reasons

While the above tactics can help you minimize the disruptions that ad hoc projects will impose upon your portfolio, ad hoc projects remain disruptive. Taking one on may require your team to go into over-work mode for a couple of weeks to get something important out the door. It may shift deadlines on ongoing projects that are deemed less critical.

The key is to make sure you are doing these projects for the right reasons and that ad hoc project management doesn’t become your default operational mode. Remember you have the option to say no to an effort that isn’t worth the time and cost—and that there are dedicated project planning tools that will help you along the way.

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Manage your ad hoc projects without disrupting ongoing projects

Float allows you to view your team's capacity well in advance and assess the impact of ad hoc tasks on ongoing projects. The visual Schedule helps you prioritize ad hoc requests and schedule them without overloading your team.

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Balancing ad hoc projects with ongoing responsibilities requires effective time management, delegation, and prioritization. It's important to communicate openly with supervisors and members about your team’s workload and resource allocation constraints to ensure that ad hoc projects don't negatively impact other commitments.

Improving ad hoc work management skills requires team-consuming practice, reflection, teamwork, and continuous learning. Seeking feedback from colleagues, studying case studies, and participating in training or professional development opportunities can all contribute to growth in this area. You can also use resource management software to improve how you handle ad hoc requests.

Improvisation is often a necessary skill in ad hoc project management, as it involves making decisions and taking action in real time with limited information. While improvisation can be valuable in responding to unexpected challenges, it's important to maintain a balance between agility and strategic initiatives.

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A guide to managing ad-hoc projects

Georgina Guthrie

December 06, 2023

While ad-hoc requests are fine when your schedule’s looking light, they’re not so fun when deadlines are closing in. It’s easy to wave away unscheduled items in theory, but ad-hoc projects do have their place in the world of project management.

From new trends to global pandemics — things change, and being able to adapt to that effectively is a skill worth having. 

What is ad-hoc work?

An ad-hoc project is a one-time, unique initiative specifically designed to address a particular problem or need that falls outside the realm of regular business activities. These projects emerge suddenly, often in response to an urgent requirement, and are not part of the routine workflow or long-term planning.

Unlike standard projects, ad-hoc projects are characterized by their lack of precedent. 

They’re not recurring or routine but are instead formed out of necessity , often in response to an unforeseen challenge or an exceptional opportunity. This means they call for a different approach. They are usually initiated with a specific goal in mind and are disbanded once you’ve achieved that goal. 

What does an ad-hoc request look like?

Ad-hoc requests: 

• Demand swift action 
• Come with tight deadlines 
• Are high impact
• Require immediate attention and resources 
• Lack detailed planning 
• Often rely on fast decision-making 
• Are unplanned but require structure 
• Rely on effective leadership and good communication
• Have one goal and are disbanded once that goal is met. 

Ad-hoc projects: real-world examples

So, what ad-hoc requests are you likely to encounter in the workplace? They can be roughly categorized into the following six groups. 

1. Crisis management initiatives

Imagine a company facing a natural disaster or a major system failure. Here, an ad-hoc project might involve creating an emergency response team or developing a rapid communication strategy. Remember the onset of the COVID-19 pandemic? Many businesses had to launch ad-hoc projects to adapt to remote working or to repurpose manufacturing for essential supplies.

2. Special client requests

In service industries, ad-hoc projects often stem from unique client demands. Picture a marketing firm tasked with crafting a highly specialized campaign for a niche market. These projects call for innovative thinking to meet specific, sometimes unusual, client needs.

3. Event management

Organizing a one-off event, like a major product launch or a high-profile corporate celebration, is a classic example of an ad-hoc project. These require meticulous planning for a specific, often fleeting goal, demanding intense coordination and a dedicated focus.

4. Technology implementation

With technology evolving at breakneck speed, companies sometimes need to launch ad-hoc projects to upgrade systems or implement new software urgently. These are typically fast-tracked to keep operations running smoothly and securely.

5. Research and development projects

In sectors like tech or pharmaceuticals, a sudden market shift or an unexpected breakthrough can trigger ad-hoc R&D projects. These are aimed at rapidly developing new products or adapting existing ones to seize new opportunities or meet emerging market demands.

6. Sudden regulatory compliance needs

Here’s another scenario: a new regulation is announced, affecting your business directly. An ad-hoc request is issued to quickly assemble a team to understand the new requirements and implement necessary changes. This team’s task is to navigate these new waters, ensuring the company complies with the regulations without disrupting ongoing operations.

The problem with ad-hoc projects 

While ad-hoc projects are essential and unavoidable, they’re not without their challenges. Let’s break down why these projects can be tricky and why keeping an eye on them is crucial.

Resource strain

Ad-hoc projects pop up out of nowhere and demand immediate attention. This can cause resource problems, pulling staff, budget, and materials away from planned projects. It’s a bit like being asked to bake a cake for a surprise guest when you’re already cooking a three-course meal.

Disruption to regular workflows

When an ad-hoc project launches, it can disrupt your team’s regular workflow. Curveballs call for fast adaptation. It can be done, but it can also throw things off rhythm.

Risk of burnout

Continuously addressing urgent ad-hoc requests might lead to team burnout. It’s important to recognize that constantly operating in emergency mode isn’t sustainable. Like running a marathon at a sprinter’s pace, it’s bound to wear people down.

Potential for scope creep

We’ve all pulled at a little thread, only to unravel more than we intended — both literally and metaphorically. Without clear boundaries, ad-hoc projects can grow beyond their initial scope . It’s important to keep a tight rein on the project’s objectives.

Difficulty tracking and measuring success

Due to their unplanned nature, ad-hoc requests tend to be harder to track and measure against success criteria. It’s a bit like trying to navigate without a map — you know your destination, but it’s hard to work out where you’re going and how far you’ve come. 

How to handle ad-hoc project requests

Dealing with ad-hoc project requests can feel like juggling while walking a tightrope. But don’t worry, it’s manageable with the right approach. Here’s a five-step guide to help you keep your balance and your sanity.

1. Assess the request

Before diving into any ad-hoc project, take a moment to assess the request thoroughly. Ask yourself:

• What’s the goal? Identify the specific objective of the request. Is it to fix an urgent issue, respond to a client’s unique need, or comply with a sudden regulatory change?
• Is it feasible? Evaluate whether the project is realistic, given your current resources and constraints. Can you realistically bake this surprise cake with the ingredients you have?
• What’s the impact? Consider the potential impact of the project. Will it disrupt ongoing projects? Could it lead to significant benefits, like a new business opportunity or improved processes?
• Who’s needed? Determine who in your team has the right skills for this project. You’re looking for your special ops team — those who can jump in and handle this particular challenge effectively.

2. Allocate resources wisely

Once you’ve sized up the request, it’s time to play resource Tetris. This step is all about making smart moves with the resources you have at hand. 

• Prioritize tasks: Look at your current projects and tasks. Which ones can take a backseat? Which ones are untouchable? Prioritization is about finding that sweet spot where you can borrow resources without causing a domino effect of delays.
• Divide and conquer: Break down the ad-hoc project into manageable tasks. Assign these to team members who have the right skills and the bandwidth to take them on. 
• Seek additional help if needed: If the project is too big for your current team, don’t shy away from asking for extra hands. This could mean hiring temporary staff, bringing in freelancers, or reallocating staff from other less urgent projects.
• Monitor resource allocation: Keep a close eye on how resources are being used as the project progresses. 

3. Establish clear goals and deadlines

Setting clear goals and deadlines guides your team every step of the way. This clarity is crucial for ad-hoc projects, which can otherwise spiral into confusion.

• Define specific objectives: Start by specifying what success looks like for this project. What’s the end goal? It’s important to make sure everyone knows what they’re aiming for.
• Set realistic deadlines: Ad-hoc projects often require quick turnarounds, but it’s important to set achievable deadlines. Think of it as setting the timer for a race — challenging but not impossible.
• Plan for checkpoints: Establish regular check-ins or milestones . These act like signposts along the way, helping the team stay on track and adjust course if needed.

4. Monitor progress regularly

Regular monitoring helps you navigate these unpredictable projects smoothly. 

• Set up regular check-ins: Schedule frequent updates with the team. This doesn’t have to be lengthy meetings. Even quick stand-ups can do the trick. It’s all about staying connected and on top of things.
• Use project management tools: Leverage tools and software designed for project management . It’s invaluable for tracking tasks, deadlines, and overall progress. It’s like having a dashboard that gives you a quick view of how your car is performing while you’re driving.
• Be ready to adjust: One of the hallmarks of ad-hoc projects is their fluidity. Be prepared to make changes as you go along. This could mean reallocating resources, tweaking goals, or even redefining the project scope.
• Communicate openly : Encourage open communication within the team. The more informed everyone is about the project’s progress and any hurdles, the more effectively they can work together to navigate these challenges.

5. Review and learn

Wrapping up an ad-hoc project isn’t just about crossing the finish line. It’s also about looking back to see how you got there. Think of it as a chef tasting a dish after it’s cooked — you want to understand what worked and what could be better.

• Conduct a project review: Once the project is completed, gather your team for a debrief. Discuss what went well and what didn’t. 
• Identify lessons learned: Every ad-hoc project, regardless of its outcome, is a learning opportunity. What insights can you gather about resource allocation, team dynamics, or project management practices?
• Document the process: Keep a record of the steps taken, challenges faced, and solutions found. This documentation is a valuable resource for future ad-hoc projects. 
• Share feedback across the organization: Don’t keep the learnings to yourself. Share them with other departments or teams. This helps the entire organization grow and improve.

When to push back on ad-hoc projects

While managing ad-hoc projects effectively is important, it’s also crucial to know when to push back. If not kept in check, constantly fielding ad-hoc requests can become exhausting and ultimately unproductive.

• Evaluate the necessity : Before accepting an ad-hoc project, critically assess its necessity. Is it truly urgent or important? It’s about distinguishing between what’s genuinely critical and what can wait or be integrated into regular workflows.
• Set boundaries: It’s okay to set limits on how many and what kind of ad-hoc projects your team takes on. You’re like the bouncer deciding which guests to let into an already bustling party.
• Advocate for planning and processes : Encourage a culture where planning and standard processes are valued by all. This should reduce the frequency of ad-hoc requests. 
• Communicate the impact: If ad-hoc projects are becoming too frequent or disruptive, communicate this to higher-ups or stakeholders. It’s important they understand the impact on the team’s well-being and overall productivity.

Get project management software on your side

In the whirlwind world of ad-hoc projects, project management software can be your anchor. Here’s how it helps.

• Streamlining communication: These tools act like a central communication hub, ensuring that everyone is on the same page. No more lost emails or missed messages — it’s all there in one place, like a virtual bulletin board for your team.
• Organizing tasks and deadlines: Project management software lets you break down projects into manageable tasks, assign them to team members, and set deadlines. Just like having a personal assistant, it keeps track of everything for you, so nothing falls through the cracks.
• Tracking progress in real-time: With dashboards and progress trackers, you can see at a glance how the project is moving along and make timely adjustments as needed. 
• Facilitating resource allocation : These tools can help you allocate and monitor resources efficiently, ensuring that you’re using your team’s time and skills wisely. Better still, it does it all for you, so no more head-scratching. 
• Documenting and storing project information : All documents, notes, and important information can be stored in one place. This makes it easy to find what you need when you need it — no more digging through folders and files.
• Better decision-making: With all project-related information and progress metrics at your fingertips, you can make informed decisions quickly.

In short, project management software doesn’t just help manage ad-hoc projects. It’s a vital tool in the modern project manager’s arsenal, helping turn chaos into clarity. Try it for free today! 

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Mastering Ad Hoc Tasks: Efficient Strategies for Time Management

#time management, table of contents, everyday examples of ad hoc duties, completing ad hoc projects without losing time, managing expectations on ad hoc tasks, tried and trusted time management techniques.

In the ever-changing landscape of contemporary workplaces, ad hoc requests, tasks and duties are omnipresent. These random assignments can disrupt our plans and require immediate attention. Whether it’s an imperative client request, a spontaneous change in project requirements, or an unforeseen crisis, ad hoc tasks require us to efficiently navigate the unexpected.

An ad hoc task is an unscheduled and impromptu assignment that arises during regular work or daily routine. Unlike planned tasks and projects, ad hoc tasks crop up unexpectedly and demand immediate attention.

Imagine you’re working on an important project when a client calls you with an urgent request that necessitates your expertise. It may entail making quick changes to a deliverable or providing additional information. This ad hoc task calls for prompt consideration and certainly affects your current work.

Alternatively, you may encounter an unanticipated technical issue that requires troubleshooting. Your colleagues need your assistance in resolving the issue, which again, interrupts your current work.

Perhaps your manager informs you of an urgent meeting with key stakeholders has been scheduled for a few hours from now. You are suddenly responsible for quickly preparing essential presentation slides and collecting pertinent data.

Another scenario could be you’re working on a team assignment with a predetermined deadline. However, due to unforeseen circumstances or client requests, the deadline is abruptly accelerated, necessitating immediate adjustments to your teams’ workflow and task prioritisation.

In emergency situations, such as a system failure or a security breach, you may be required to act swiftly to minimise damage and restore normal operations. These unforeseen emergencies require immediate action and team coordination.

Ad hoc tasks can originate from consumers, co-workers, managers, or external sources. Urgent requests, sudden changes in project requirements, unanticipated issues, and emergencies can trigger an outpouring of ad hoc tasks. Ad hoc duties are often time-sensitive and demand your immediate attention.

Are employees prepped for ad hoc tasks?

We know that ad hoc tasks are all about popping up any time, any day, current projects notwithstanding.

This means that yourself and your team should always be aware of your time and have the necessary capacity to attend to these urgent tasks.

The time clock software from TimeTrack enables employees to monitor their time from anywhere, whether they are in the office, on the road, or working remotely. The time clock application utilises GPS tracking technology to determine a user’s location, allowing employers to verify that their team members are where they should be.

For employees, time monitoring on-the-go can offer greater flexibility and independence benefits, allowing them to manage their own schedules and workload, and deal with sudden work projects.

To complete ad hoc projects without losing time, use these suggestions and strategies:

Assess the urgency and importance of each project and prioritise them accordingly. Focus on high-priority tasks first to ensure timely completion.

Plan and schedule

Create a clear plan outlining the steps and resources needed for each project. Allocate specific time slots on your calendar to work on these tasks, ensuring you dedicate sufficient time without neglecting other responsibilities.

If possible, delegate certain aspects of the project to capable team members or colleagues. This can help distribute the workload and free up your time for other tasks.

Learn from experience

Reflect on completed projects to identify areas for improvement. Identify strategies that previously worked well and incorporate them into future ad hoc projects to optimise efficiency.

Managing expectations on ad hoc tasks, especially regarding time management and ongoing projects, is an important part of being a team leader.

Encourage transparent communication and active participation by extending invitations to essential colleagues for daily stand-up meetings and planning sessions. Even if they can’t attend, take the time to follow up with them and keep them apprised of the work and status of projects.

Be flexible and avoid committing to specific dates unless you’re confident you can get the work done by then.

Keep the various stakeholders informed with summary emails, ensuring everyone is up to date. As always, communication is key.

Be sure to assess the impact of ad hoc tasks on existing projects and figure out if any adjustments need to be made. Plan for new work based on their importance and allocate appropriate resources, including personnel and time, to address them effectively.

Also, it’s okay to say no sometimes!

The disruptive character of ad hoc duties is their distinguishing feature. They can interrupt the scheduled workflow and call for everyone to down tools and redirect their focus and resources to meet the new demands. Ad hoc tasks may involve resolving a problem, providing assistance, making prompt decisions, or completing an urgent deliverable quickly.

Don’t forget to communicate!

Maintain open lines of communication with stakeholders, team members, and other relevant parties involved in the project. Regular updates and effective collaboration can help prevent delays and ensure everyone is aligned.

Save time and improve everyone’s productivity

No need to manually track hours, TimeTrack makes it easy

Several tried and trusted time management techniques can effectively assist in dealing with ad hoc tasks. Here are a few:

• The Eisenhower Matrix involves categorising tasks into four quadrants based on their urgency and importance. Do first (urgent and important), schedule (important but not urgent), delegate (urgent but not important), and eliminate (neither urgent nor important).
• The Pomodoro Technique breaks your work into focused intervals of typically 25 minutes, known as “Pomodoros,” followed by short breaks. After completing a set of Pomodoros, take a more extended break. This technique promotes productivity, concentration, and efficient use of time.
• Time blocking allocates specific time blocks on your calendar for different types of tasks. Group similar activities together and assign dedicated time slots for ad hoc tasks. This technique helps create structure, enables focused work, and ensures that ad hoc tasks receive dedicated attention.
• The Two-Minute Rule: If a task can be completed in two minutes or less, do it immediately. This rule prevents small tasks from accumulating and wasting time later. By promptly addressing quick tasks, you free up mental space and reduce potential time-consuming backlog.
• The 80/20 Rule (Pareto Principle): Recognise that roughly 80% of your results come from 20% of your efforts. Identify the most impactful tasks and schedule them accordingly, focusing on high-value activities that yield significant outcomes.

Remember, no single technique suits everyone perfectly. Experiment with different approaches, adapt them to your workflow, and refine them based on your specific needs and preferences. Effective time management empowers you to handle ad hoc tasks efficiently while maintaining productivity and focus on your core responsibilities.

I am an engineer with a keen interest in technology and a passion for growth-hacking. I’ve covered technology of all shapes and sizes, and reviewed everything from software to hardware. Prior to writing for TimeTrack, I have written for Lulu, DoorDash and many more brands.

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