Project Management 101
Geek-o-meter: 1️⃣ 2 3
Before the Work Begins: How I Set Up Every Project
In my line of work, a lot of what people notice happens at the very end — the clean score, the successful session, the files that arrive exactly as expected. But the real foundation for all that happens long before any notes are written. It begins with how I set up the project.
I’ve learned — often the hard way — that how I begin a project determines how I’ll finish it. If I skip the setup, things unravel when deadlines pile up. If I do it properly, the entire process becomes smoother, more focused, and far less stressful. I don’t have to hold the whole project in my head, because I’ve already built a system that does that for me.
What follows are the five core things I do at the start of every project, no matter how big or small. They’re simple habits, but they’ve saved me countless hours and helped me deliver consistently — even under pressure.
Create a dedicated to-do list
Every project gets its own checklist. I use a master template that includes everything I typically need to remember: things to clarify before starting, recurring mid-project tasks, and final delivery checks. This keeps me from reinventing the wheel each time — and from forgetting tiny but critical steps when I’m tired, disturbed, or in a rush. It’s also where I track cue-specific tasks as the project evolves and add reminders about who to call or follow up with.
Create a running project note
This is my catch-all note, and it’s deliberately messy. I use it to jot down phone call summaries, paste in relevant email threads, log client feedback, and keep track of client-specific preferences. Everything is kept in raw, chronological order. I don’t waste time formatting or organizing — the goal is to capture everything quickly so I can stay focused on the actual work.
The point of this is not to open my email app every time I need to check something — that almost always leads down the all-too-familiar rabbit hole.
Set up a folder structure
I always create three main folders:
One for incoming material (stems, lyrics, briefs, audio files, etc.)
One for deliveries (PDFs, audiodemos)
One subfolder per cue, song, or arrangement
This structure helps me avoid clutter and confusion. I never want to wonder whether “Final_v3b” is the version I actually delivered. (Also: never use “final” as a version number.) With a consistent folder setup, I always know where to find what I need — and where to put new versions as well as old ones.
Make a production sheet
I use a simple spreadsheet to track the big picture. Each cue or arrangement gets a row with current version, length, approval status, and instrumentation, among other things. This is especially helpful when collaborating with others — whether it’s the composer, another orchestrator, or an assistant. Everyone can see where things stand without having to ask.
Add start and end dates to my calendar
Even when timelines shift, having a visual placeholder helps me plan realistically. I block out the project in my calendar as soon as it lands, so I can balance it with other commitments — and avoid saying yes to something I won’t have time for. It’s a small but powerful way to protect deep work time and avoid burnout.
None of this is built from scratch each time. I maintain templates for my to-do lists, notes, folders, and spreadsheets — and I tweak them every time I find a better solution. Over time, that system becomes smarter, faster, and more aligned with how I actually work.
In the next few posts, I’ll break down how I set up each element — and at the end, I’ll show how I use macOS Shortcuts to generate the full setup automatically.
Because productivity isn’t about doing more. It’s about building systems that let you focus on what actually matters.