3 Systems Every Beginner Project Manager Should Set Up First
- kevonyawebbriley
- Jul 6, 2025
- 3 min read
Starting out in project management can feel like riding your bike for the first time without the training wheels. The uncertainty in how to balance all of your tasks, the wishing there was someone there to guide you, the lingo, the CRM tools, and the pressure to just get it right can be a lot. I’ve realized over time that a lot of the fear in project management comes from being the keeper of the unknown. The unknown becomes a lot less fearful when you have systems in place to be proactive about your team’s success.
These are the three systems I recommend every beginner PM set up from day one, whether you're managing your first official project or just trying to get more organized at work.
A Task + Timeline System
Every project needs a process that establishes a clear place to track what’s getting done, who’s doing each task, and when each of those tasks are due. Even if you're working solo, a timeline gives your project structure and urgency.
Tools to try: Asana, Trello, Notion, or even a simple spreadsheet (yes, you should know how to use Excel).
What to include:
A running list of tasks - What are we even doing?
Dependencies - What needs to happen before something else starts?
Owners or responsible parties - Who is responsible for this?!
Start and due dates - When should we have this done by? (Bonus tip: leave room for error)
Pro tip: Keep it simple. A spreadsheet with dates and checkboxes is better than a complicated tool you’ll never open again.
A Communication System
Your communication system should not be centered in sending emails. You get too many and things get lost to easily. You need a rhythm for when, where, and how updates happen, especially if other people are involved.
What this looks like:
Weekly status updates via email or Slack - If email, there needs to be a document, not just the email!
Recap meetings every other week - Meetings need agendas, and everyone attending should have a purpose
Clear documentation of decisions - All documentation should have the ability to be found in one centralized place
A designated “home” for project updates (Google Docs, Notion, etc.) - Easily find what’s at risk or off track
Why this matters: A project without communication is a project headed toward confusion. You’ll spend more time “circling back” than making progress.
A Self-Check System
Nobody talks about this, but PMs need a way to manage themselves, too. Most people talk about managing the team, but if you don’t have a system that you function around, you are bound to run into trouble at some point. Build a simple system to track your own progress, check in with priorities, and reflect on what's working.
Ideas for this:
A weekly reflection journal - Check out my Weekly Work Journal here
A planner that includes goals and blockers - Check out this fully customizable Digital Planner!
These systems are to help both you and your team achieve your desired business goals. This is where real growth happens. Don’t just manage tasks. Start managing your awareness.
