Starting a New Project

Every single book author will tell you the first page is always the most difficult. It's a blank slate, just waiting for you to fill. It can be scary, but it can also be exhilarating. Starting a new project might feel the same way at first, but Daylite makes it easy.

Whether deliverables for customers or internal initiatives, Daylite helps you execute on your plans by keeping everything in one place.

What You'll Learn

Starting A New Project

There are a few different ways you can create a new Project in Daylite, depending on where you are in the app.

First let's look at different ways you can start creating a Project, and then we will walk through filling in the details and look at what you can customize.

Starting A New Project from New Item Button

  1. The first way to start a new Project is to click either All Projects or My Projects under Objectives in the Daylite Sidebar.
  2. Select + New Project from the New Item button. My Projects view showing New Project button

Starting a New Project from Contacts

You can create a project from a new or existing Contact. For example, if you were on the phone with a client and wanted to create a new project for them, this would link the new project to the contact.

  1. Click on People in the Contacts section of the Daylite Sidebar.
  2. Select the icon in the Activity View.
  3. Select New Project from the menu. People view selecting New Project

Starting a New Project from Email

Email is one of the most common ways a Project starts. Daylite includes the Daylite Mail Assistant, a plugin for Mail on the Mac. It allows you to capture new Projects straight from your inbox, and link the relevant email so you can reference it later from the Project Activity.

  1. If you would like to add an email to Daylite, click the Add to Daylite button. The button will then change to In Daylite, which indicates that the current email has been added to Daylite.

  2. Click New Project under the Objective section.

    Daylite Mail Assistant creating New Project from email

Starting a New Project from Tasks

Another way to start a new project is from an existing Task. You can convert an existing Task into a New Project in a few easy steps.

  1. Click on My Tasks under the Tasks section in the Daylite Sidebar, then select the Task you want to convert to a New Project. My Tasks View showing task selected
  2. Next, choose Edit > Convert Task to Project. Daylite Menu selecting Convert Task to Project
  3. As you can see from the screenshot below, the Task has been successfully converted into a Project, and placed in My Projects, under Objectives in the Daylite Sidebar. My Projects View showing project tasks

Starting a New Project from an Opportunity

You can also create a new project from an Opportunity in much the same way you do for Tasks.

  1. Click on My Opportunities under the Objectives section of the Daylite Sidebar, then select the Opportunity you want to convert to a New Project. My Opportunities View showing opportunity selected
  2. Choose Edit > New Project from Opportunity. Daylite Menu selecting New Project from Opportunity
  3. As you can see from the screenshot below, the Opportunity has been successfully converted into a Project, and placed in My Projects, under Objectives in the Daylite Sidebar. My Projects View showing project details

Add the Details

Daylite gives you a lot of fields for your Projects. Just remember, you don't have to fill them all at once. Take your time, and fill in only the fields you have the information for. As your project takes shape, you can fill in more and more details.

Use the information you have now, and as you improve your processes, start using the different fields as needed.

The Basics

  1. Every project should have a project name, start date, and due date, as well as a description of the project in the details field. New Project window
  2. You can enter keywords or categories for your project. New Project window showing Category
  3. As your project moves along, you can change the status to reflect how far along it is. New Project window showing status
  4. Link the project to people, by clicking Add Person. New Project window showing Add Person
  5. You can also delegate this project to others by clicking the Delegate button.
New Project window showing Delegate

If you need to capture more information, click add field at the bottom of the project card and add the field you need.

Adding the same field over and over again?

Add it as a default!

Choose Daylite > Preferences and select Default Values. Click Projects and add the fields you want to always see.

Classifying a Project

Once you have the basics down, it is time to classify the Project. Classifying your Projects is where Daylite sets itself apart. With Categories and Keywords, you can sort, filter, and segment your projects to learn what kinds of projects you are managing the most, and determine how to increase your productivity. With Roles you can quickly identify who on your team is responsible for what, and who you should speaking with at a company.

Category

  1. A category is the top-level classification. A Project has only one category, so think about how you want to organize your Projects. New Project window showing Category

Here are a few examples of how you can categorize your Projects:

  • Product or service
    • Personal Coaching
    • Group Training
    • Speaking Event
  • Is this for you or a customer?
    • Internal
    • External
  • Who owns the project?
    • Marketing
    • Human Resources
    • Executive team

To choose a Category, click on the Category pop-up menu. If no category fits, click Edit Categories...  to open Daylite Category Preferences and create a new Category.

Keywords

  1. Keywords are a more flexible way to classify your Projects. A Project can have as many keywords as you want, so you can use them for multiple reasons. To add Keywords click on the + button next to Keywords and type the Keyword you want to add. New Project window showing Keywords

Here are a few examples of how you can use Keywords to classify your Projects:

  • Objectives
    • Website Revamp
    • Customer Acquisition 
    • Increasing Customer Satisfaction
  • Type of Client
    • Referral
    • Big Contract
    • Family/Friend
  • Additional service or product options
    • Additional Photographer
    • 2-week coaching session
    • 2 bedroom

Roles

  1. Link the people working on a project, like a project manager, designer, decision maker or other roles you may have. Then add your customers so you can make sure that if you need to contact them, you're reaching out to the right person. New Project window showing Roles

Custom Fields

Custom fields give you more flexibility. With 12 extra fields and 4 extra dates for Projects, you can choose what information you capture.

  1. Choose Daylite > Preferences. Daylite Menu selecting Preferences
  2. Choose Custom Fields. Daylite Preferences selecting Custom Fields
  3. Select Projects and type the title of the custom field you wish to use. Custom Fields preferences selecting Projects

Wrap Up

With all the details about a project now in one place, your team has the tools to execute your plans and take your business further. Now you're ready to Organize All The Moving Pieces In A Project, Stop Things Falling Through The Cracks, and Streamline Your Projects.