Project management considerations for when the world is on fire.
What good is a well-managed project in a poly-crisis?
Well, a lot, actually.
Every grassroots organizing campaign, successful boycott, town hall meeting, labor strike, community event, and mutual aid effort is a project. Projects turn individual aspirations into collective actions!
And unfortunately, we’ve all heard a story or two about a project that promises collective liberation, but replicates harmful hierarchical structures and patterns behind the scenes.
These stories remind us that even if WHAT we do feels like a net positive, HOW we do it can make or break its integrity.
As business owners, this moment in history asks us to take extra care in our approach to managing the projects (products, launches, services, programs, communications, events, etc.) that make up the ecosystem of our work.
So, how do we maintain a relatively stable blend of trauma-informed, energized, and impactful?
Project Management Invitations to Explore
When Everything Feels Urgent, Intentionally Create Space
Whether you’re a team of one or responsible for a flock of workers, my #1 tip would be to build expansive project timelines, whenever possible.
Our nervous systems are collectively fried. Even if you and/or your team were able to handle a given project in 2 weeks this time last year, it’s a real possibility that they may need 3-4 this time around. It’s not about lowering standards. Rather, it’s about setting realistic expectations and letting the humans who make your dream business venture possible be just that—human. And, I mean, the quality of the work is certainly not going to be improved by artificial, urgent deadlines looming over each person’s head while they’re already actively in an existential crisis.
Your invitation: The next time you plan out a project timeline, try building in 2 or 3 weeks of “everything is unpredictable and scary” buffer time. I’m not just talking about your team—that goes for YOUR projects, too!
Prepare for and Embrace the Pivot
As fate would have it, it’s not uncommon for shit to go sideways right around the time you’re releasing a new service or doing a big marketing push. For example, after months of preparation, the Los Angeles wildfires broke out the week my client had planned to launch her new website and yoga therapy classes for LA locals.
These are the moments when strong leaders pause and listen to their discernment:
What is your criteria for pausing or delaying your regularly scheduled content?
When should you push forward, knowing that people NEED the space you’re holding or the advocacy work you’re promoting?
How might you tweak your messaging to meet the moment?
What goes into the tough decision to balance your own survival (especially in this bonkers economy) with tact or perceived “appropriateness” around selling?
If a pivot DOES feel like the right move, how can you lead your team through the multiprong shifts that need to happen?
Your invitation: Take a beat to reflect on the questions above, BEFORE the moment of crisis. There’s no perfect formula—you’re juggling financial sustainability, the nature of your offering, the needs of your community, your moral compass, and a variety of other factors. I might also suggest checking out communications experts like Kristy Black and Tristan Katz, who are providing generous resources to meet this contentious moment.
Create Rinse-and-Repeat Task, Project, and Email Templates
When mental bandwidth is at a premium, templates become invaluable tools. It takes a bit of work up front, but over time, having a menu of personalized templates reduces the cognitive load of having to remember every task that goes into promoting a new workshop, typing out each customer’s FAQ from scratch, and/or memorizing the order of operations when a new client inquiry comes in. This is a game-changer for days when the vibes are particularly sinister.
Your invitation: Jot down at least 5 emails you send to clients, colleagues, or team members frequently. Use past communications to build a template for each, and document them somewhere. This might be in a document or directly into your email platform.
Your invitation: Choose a common event or milestone in your business and write down everything that happens before, during, and after. Then, next to each task, note WHEN it should happen (ex: 2 weeks before the event, 3 days after the milestone is completed). Use this to build a simple, chronological checklist you can recycle each time you launch a new product, post a new Substack, sign a new client, plan out a sale, etc. If you’re looking for some support getting insights like these into a digital project management tool, you might be interested in this.
Tune Into Your Community's Changing Needs
Collecting and implementing feedback is key to both systems thinking and trauma-informed care. In 2025, we’re experiencing a constant fluctuation of vibes; thus, the capacity and preferences of the people opting into your offers will also be in flux.
Does your community need…
The accountability of live calls as a north star to complete their action items by?
The flexibility to engage with self-paced or audio-only content that they can consume on the go?
Affinity groups within your larger online community to share common lived experiences with?
Well-researched, in-depth Substack articles?
Concise, actionable resources they can skim and apply immediately?
Even the most brilliant offering that you’ve poured your heart and soul into will fall flat if it doesn’t meet YOUR specific people where they are.
Your invitation: Implement one or more feedback systems to not only serve your community better, but to save you the unnecessary labor of pouring your efforts into something ineffective. You can learn more about feedback mechanisms here.
Resilience is Built on Interdependence
I know “lean teams” might be all the rage right now, and as a solopreneur myself, I know that many of us do not have the financial flexibility to bring on team members just yet. But especially right now, going it alone isn’t an option.
Your invitation: If you’re a CEO with one or more team members, give yourself permission to delegate. No more of this “it’ll be less complicated if I just do it myself.” Also, consider what it might look like if a key person (including you!) is experiencing brain fog, is unexpectedly out sick, or is taking a well-deserved vacation—what steps might you take to work toward a business that is resilient enough to keep the ship upright even as the waves of capacity move up and down?
Your invitation: If you are a company of one, tap into your network. Are there friends or colleagues you can trade services with? Is there a supportive business community you’ve had your eye on? How can you crank up your participation at in-person or online events full of like-minded folks who can help you strategize through this mess? Who might be down for a regular co-working session so you can both keep your projects on track?
Honor Your Team's Humanity
Your team is moving through collective trauma right alongside you, though the degree might vary depending on their social location and lived experiences.
A strong leader is a flexible, open, and understanding one. Consider asking your team:
Do regular team meetings create structure and accountability, or do they feel like unnecessary energy-drainers?
Are walking meetings or camera-off sessions doable?
How might we leverage a digital project management tool (Notion, Asana, etc.) for asynchronous collaboration?
Do our current deadlines feel feasible for the whole group?
Your invitation: Reach out to your team members individually to gauge what they might need in order to work effectively with you right now. Set a reminder to engage in these honest conversations regularly, so you can continue to adapt your team management approach.
Moving Forward with Compassion
There is a lot here, and I welcome you to incorporate these considerations into your overall strategy at your own pace. Again, there is no magic formula. Rather, I hope these considerations help you prioritize flexibility, feedback, and tangible tools for self-compassion during this time. We need you and your work for the long haul!
If you have any questions or are curious about how we might transform your business operations from chaotic to cohesive, know I’m just an email away: hello@sabrinajaon.com
