By: Mrs. Lopez-Lugo, Maria, DPW, Fort Hamilton, NY
If managing a project in the Army's Directorate of Public Works (DPW) was like driving a Humvee, then the project activities would be your gear. You can't reach top speed or climb steep terrain unless you shift at the right time. Use the wrong gear—or, in this case, the wrong task at the wrong time—and your whole project might stall. Project activities are the jobs and sub-jobs that move your mission forward, and just like driving, they have to happen in the correct sequence to keep momentum.
In DPW terms, these project activities range from small actions, such as sending work orders or updating maintenance logs, to larger jobs, including scheduling facility inspections or managing a base-wide construction upgrade. Whether minor or massive, each task matters. Once you define the major activities, they're broken down into smaller tasks and subtasks, each with its clear objective. After that, the project lead runs everything through internal coordination, gets approvals from key decision-makers, and starts tracking execution in real-time.
Why are project activities such a big deal? Because they ensure everything remains mission-ready, is completed on schedule, and meets Army standards. Breaking the project into manageable chunks allows you to identify problems before they arise and keeps the chain of command informed. As the project manager, you're the one responsible if things go off course—so staying squared away is in your best interest.
Scope creep is the enemy of discipline. It's what happens when a project starts growing outside the original plan—more work, no extra time or funding. Without control, you end up over budget, behind schedule, and under pressure.
Now, here's how activities and milestones differ: an activity is a component of the overall mission—it encompasses a series of tasks that contribute to the overall mission. A milestone, on the other hand, is a key checkpoint that marks significant progress. Think of it as the "mission accomplished" flag for a specific phase.
Here's the basic hierarchy we use in DPW project planning:
1. Project
2. Milestones
3. Activities
4. Tasks
5. Subtasks
To plan your activities, you'll first figure out what success looks like. That's called defining your scope. Then, you'll pick your project method. We usually use one of three:
The Waterfall Method – This approach prioritizes a linear, sequential order. You move from planning to execution to completion in a straight line. Great for projects where requirements are unlikely to change.
The Agile/Scrum Method – This method is more flexible. You tackle short "sprints" of work, reassess regularly, and adjust as needed. It's perfect when things might shift mid-project.
The Hybrid Method – This combines both. You start with a tight Waterfall plan, then move into Agile mode to stay responsive. It is ideal for complex missions with lots of moving parts.
Now, let's get into how actually to define your project activities. Begin by creating an activity list and defining the scope of each item. Here's how it typically plays out:
1. Define Your Baseline – This is your starting point. It sets expectations on time, budget, and objectives.
2. Create Activity Sequences – Break down the big tasks into smaller ones using a work breakdown structure. This clarifies the workflow.
3. Estimate Resources – Determine what you'll need—personnel, equipment, funding, and materials—to complete each activity.
4. Develop a Timeline – Plot out how long each activity is expected to take. Build in buffer time in case things shift.
5. Set up a Communication Plan – Decide how your team will stay in touch, such as through emails, briefings, or shared trackers. Everyone needs to be looped in.
6. Control the Schedule – Keep a close eye on progress and make adjustments as needed to keep the project on track.
And don't forget the tools. A project baseline keeps your goals in sight. A WBS helps you stay organized. Gantt charts provide a visual representation of your schedule. Utilize the tools your team already uses to maintain a smooth workflow. Whether you're undertaking a comprehensive facility renovation or coordinating minor repairs across multiple sites, having a solid structure and adequate communication flow helps you avoid chaos and complete the project successfully.
