ad hoc assignments

Learn How to Handle Ad Hoc Projects Effectively

• On March 12, 2024
• By David Usifo (PSM, MBCS, PMP®)

Unexpected projects that crop up requiring immediate attention are the bane of many project managers’ existence.

Known as ad hoc projects, these unplanned requests can wreak havoc on the most meticulous plans and carefully managed schedules.

Though tracking ad hoc work may seem trivial, failing to do so can have serious consequences including inaccurate workload analysis, poor resource management, and lack of insight into your team’s capacity.

In this article, you’ll learn in detail what ad hoc projects are, how to handle them properly to minimize disruptions, and the critical importance of monitoring ad hoc tasks just like any other work.

Table of Contents

What Are Ad Hoc Projects?

Ad hoc projects are unplanned, unexpected assignments that arise suddenly outside of normal workstreams. Often prompted by an urgent issue or business need, these one-time tasks don’t go through usual project planning and approval workflows.

Ad hoc projects tend to be reactive rather than proactive and demand immediate attention, disrupting planned projects and resources.

Ad hoc work may be needed to mitigate risks , exploit opportunities, or satisfy important stakeholders. But with little lead time or visibility, ad hoc projects can lack oversight and strain productivity.

Despite being short-term and localized, ad hoc assignments consume considerable time and effort. Without proactive management, they also pose wider business risks.

Learning to handle ad hoc requests smoothly while minimizing impact is an essential project management skill. Tracking this unscheduled work also provides data to improve processes.

Characteristics of Ad Hoc Projects

Ad hoc projects have some distinct characteristics that set them apart from planned, strategic work. Being aware of these traits helps you recognize and manage ad hoc projects appropriately.

Some common characteristics of ad hoc projects include:

Ad hoc projects are by definition unscheduled – they arise reactively from a sudden issue or request. With no prior warning, you cannot prepare teams and resources in advance which makes ad hoc projects disruptive.

Stakeholders often insist ad hoc projects are extremely time-pressured, demanding resources to drop everything to deliver ASAP.

However, this perceived urgency may be exaggerated beyond the real business priority, so clarify the real deadline and push back if necessary.

With little notice and prep time, ad hoc projects bypass normal planning, risk analysis, and resource allocation . This lack of process exposes them to issues. Try to implement at least basic project controls quickly.

Ad hoc projects tend to be one-off, temporary efforts targeting a specific deliverable. This limited scope can mask their impact on wider plans and productivity so make sure to track them.

Ad hoc work is often seen as a casual favor, not a formal project. This means it slips under the radar for governance and monitoring. But track these hidden hours to understand their cost.

What are the Problems with Ad Hoc Projects?

As earlier iterated, ad hoc projects can wreak havoc on carefully laid plans and processes. Understanding the pitfalls of unscheduled work allows you to control the risks and chaos effectively.

Some common problems with ad hoc projects are:

With no warning, ad hoc projects disrupt planned workflows, forcing the reallocation of resources abruptly. This derails focus, stalls other projects, and stresses teams who must juggle priorities.

Poor Planning

The urgent nature of ad hoc projects means they often bypass scoping, requirements gathering , risk analysis, and resource planning. This lack of diligence exposes them to quality, budget, and timeline issues.

Limited Visibility

Because ad hoc tasks go “under the radar”, they reduce leadership visibility into workstreams. With no central tracking, it’s hard to see skills gaps or capacity shortfalls developing.

Distraction

The constant unexpected demands of ad hoc work sabotage productivity, as resources struggle to stay focused on strategic goals. This causes missed deliverables, attrition , and burnout over time.

Uncontrolled Risk

Skipping project best practices like risk management and contingency budgeting leaves ad hoc efforts vulnerable to problems. The business must absorb any budget/time overruns.

How to Handle Ad Hoc Projects

When faced with an ad hoc project request, you can minimize disruption and risk with some smart management tactics. The key is balancing responsiveness with strategic thinking.

Here are some tips on handling ad hoc projects:

Assess Urgency

Clarify if the request is truly as time-pressured as the stakeholder claims. Compare this against other priorities and push back on unrealistic deadlines if needed.

Analyze Impact

Quickly evaluate how the ad hoc project would impact resource availability and existing deliverables if approved. Then suggest alternatives if the impact is unacceptable.

Apply Project Controls

Rapidly run through project planning basics like scoping, scheduling, risk analysis, and resource allocation. This takes some pressure off, despite the tight timeframe.

Limit Scope Creep

Keep ad hoc project scope minimalist and focused only on must-have items. Say no to scope changes not absolutely critical to address the immediate issue.

Carefully Allocate Resources

Don’t pull your A-players from complex projects. Find people with availability and reassign work thoughtfully. Leverage project management tools to ease reallocation.

Track Progress Closely

Monitor the ad hoc work just like any formal project. This allows you to keep it on track and have data about the hidden hours consumed.

Benefits of Tracking Ad Hoc Projects

At first tracking ad hoc work seems like extra effort for little reward. But maintaining detailed records of these unscheduled projects has tangible benefits including:

Informed Decision-Making

Capturing data on ad hoc projects allows leadership to make smarter resourcing and capacity decisions based on a true picture of work volumes.

Improved Processes

Analyzing the recurring ad hoc projects affecting certain teams can reveal gaps and inefficiencies in planning and risk management processes.

Greater Visibility

Recording ad hoc time demonstrates your team’s commitment and workload, especially when projects go over capacity. This can justify extra hires.

Increased Efficiency

Looking at past ad hoc efforts helps estimate and plan future ill-defined projects faster. Tracking data aids continuous improvement.

Enhanced Reporting

Including ad hoc metrics provides context around delays, budget overruns, missed deliverables, etc caused by constant unexpected work.

You mustn’t view ad hoc tracking as more work – rather view it as an investment in better project control and team collaboration.

Ad hoc projects will continue to disrupt even the most organized teams. But you can reduce their damage by quickly assessing urgency, limiting scope, and tracking the impact on planned work.

With proactive processes for unscheduled requests and vigilant monitoring, you can smooth resource allocation, enhance visibility, and improve forecasting.

Don’t let the unexpected derail productivity – get ad hoc projects under control with Agile management. Then harness the data to boost efficiency across projects through better planning.

David Usifo (PSM, MBCS, PMP®)

David Usifo is a certified project manager professional, professional Scrum Master, and a BCS certified Business Analyst with a background in product development and database management.

He enjoys using his knowledge and skills to share with aspiring and experienced project managers and product developers the core concept of value-creation through adaptive solutions.

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Ad hoc project challenges & how to manage them

Learn how to fit unexpected projects into your planned work and execute successfully.

Sarah M. Hoban,   Program Manager and Strategy Consultant

• project planning

Nothing beats the feeling when you’ve finally gotten your project portfolio under control, like a cherry positioned perfectly on top of a delicately balanced ice cream sundae. 

That is, until a stakeholder pops up out of nowhere with an ad hoc project to throw a wrench into your project management process. You may think there’s not much to do at this point except add juggler to your never-ending list of project manager job duties—as if you weren’t doing enough already. Right? Wrong.

As a program manager with 15+ years of experience in this field, do I have some stories to tell you! In this guide, I take you through the challenges of managing ad hoc projects and give you some tips for handling them.

What are ad hoc projects?

An ad hoc project is a one-time activity that arises unexpectedly or is not part of a pre-planned project schedule . Ad hoc work typically lacks a structured plan and may involve solving urgent issues or addressing sudden needs with immediate attention.

“Ad hoc” is a phrase borrowed from Latin that means “for this.” Ad hoc projects are therefore one-off, unique situations that don’t fit cleanly into an existing framework or project planning process. Basically, like each of your stakeholders, ad hoc projects are special snowflakes ❄️

You’re not supposed to encounter ad hoc projects often, but if your organization lacks robust project management processes , has trouble saying no to clients, or struggles with prioritization , then these types of projects tend to arise more often than you’d expect.

Today, a lot of the projects I handle are ad hoc, but most of my team’s time is allocated to addressing these special situations and wrangling them into manageable processes.

Ad hoc projects were much more concerning when I worked as a strategy consultant and had a full slate of scheduled client work. Asking me to fit in a marketing effort on the side or work “part-time” on a proposal for a couple of weeks was much trickier to handle.

Learn how Emily Feliciano, the Creative Resource Manager at Atlassian, handles almost 100 resource requests every week with Float —luckily, not all of which are ad hoc! 😉

What are the challenges with ad hoc projects?

Ad hoc projects present several challenges:

They’re unplanned and unscheduled

Ad hoc projects, by definition, are not part of an organization’s planned project portfolio . Since these types of projects tend to crop up at the last minute, they can be difficult for project teams to accommodate as part of their existing workload.

Solution : avoid scheduling your team up to 100% of their time. Allow some slack in your current project portfolio. That way, when ad hoc projects arise, you’ve got some built-in bandwidth to address them without throwing your existing projects off track. You can use Float’s project planning capability to avoid the risk of overallocation.

They do not adhere to existing project protocols

Since they’re typically labeled “urgent” or “high priority,” ad hoc projects sometimes get a pass from having to follow established processes. Cutting corners may compromise the quality of delivery, leading to rework.

Solution : even if a project is unplanned, it doesn’t mean you automatically have to take it on. Apply a decision-making framework to ad hoc projects to minimize the risk of taking on someone else’s emergency. 

Consider including additional screening criteria specific to ad hoc projects to assess whether an effort is worthy of bypassing traditional project management processes. Sample criteria include anticipated cost versus benefits (a cost-benefit analysis can help with this !), security concerns, and reputational risk from failing to deliver.

They lack proper performance metrics

Ad hoc projects are typically not tracked well or at all, either due to time constraints or because the organization initiated the project to correct another issue that they would like to downplay. In this situation, you lose valuable data on how long projects are taking and how people are spending their time, which can impact future cost estimates and/or resourcing decisions. Team members staffed on this type of project may also lose visibility for their accomplishments.

Solution : make sure to add every project, no matter how small, to your resource management software. Even though it may seem like an extra step, it can be really helpful to keep track of how long projects actually take compared to what was estimated and know what your team is working on each day. This information helps you plan for the future and decide how to balance the workload among your team members.

Tools & resources you’ll need to manage and execute ad hoc projects

Despite your best efforts, you may inevitably find yourself saddled with an ad hoc project at some point. When this happens, try not to stress too much—as long as dealing with ad hoc projects is a temporary, periodic situation and not a constantly recurring phenomenon, you’ll be able to handle them without causing too much disruption to your existing portfolio. 

Here are some things you can do to improve the execution of ad hoc projects:

1. Allocate resources appropriately

You can use resource planning software like Float to determine resource availability and then create a schedule for your ad hoc project that minimizes disruption to tasks already in flight. Where possible, you should also fast track the schedule to execute multiple tasks in parallel.

You can view the projects your team is currently working on and assess their capacity to handle ad hoc projects.

To speed up your return to business as usual, it’s also best to staff ad hoc projects with a small team, ideally composed of high performers familiar with the subject matter. A pitfall with this approach is that organizations tend to tap the same people over and over for this type of work, reducing team productivity and organizational visibility and risking burnout .

Use Float’s historical project data to expose who may be getting “voluntold” to work on ad hoc projects a little too often.

Reports in Float let you uncover what your time is spending their time on

Then, to combat this tendency, pair more experienced employees with junior staff that can shadow them. Now, you have a pool of staff equipped to handle these challenges. In the meantime, find ways to publicly acknowledge the fixers for the value they bring.

2. Apply project management processes

With ad hoc projects, you may not be able to spend as much time on planning as you normally would, but that doesn’t mean you get to skip planning altogether.

For example, ad hoc projects should still have:

• Defined goals and objectives
• A curated project team with defined roles and responsibilities
• A project schedule that you communicate throughout the organization
• Lessons learned that you can apply to future projects, both ad hoc and planned.

3. Take on ad hoc projects for the right reasons

While the above tactics can help you minimize the disruptions that ad hoc projects will impose upon your portfolio, ad hoc projects remain disruptive. Taking one on may require your team to go into over-work mode for a couple of weeks to get something important out the door. It may shift deadlines on ongoing projects that are deemed less critical.

The key is to make sure you are doing these projects for the right reasons and that ad hoc project management doesn’t become your default operational mode. Remember you have the option to say no to an effort that isn’t worth the time and cost—and that there are dedicated project planning tools that will help you along the way. 

Manage your ad hoc projects without disrupting ongoing projects

Float allows you to view your team's capacity well in advance and assess the impact of ad hoc tasks on ongoing projects. The visual Schedule helps you prioritize ad hoc requests and schedule them without overloading your team.

Some FAQs about ad hoc projects

How can i balance ad hoc projects with ongoing responsibilities.

Balancing ad hoc projects with ongoing responsibilities requires effective time management, delegation, and prioritization. It's important to communicate openly with supervisors and members about your team’s workload and resource allocation constraints to ensure that ad hoc projects don't negatively impact other commitments.

How can I learn to become better at managing ad hoc projects?

Improving ad hoc work management skills requires team-consuming practice, reflection, teamwork, and continuous learning. Seeking feedback from colleagues, studying case studies, and participating in training or professional development opportunities can all contribute to growth in this area. You can also use resource management software to improve how you handle ad hoc requests.

What role does improvisation play in ad hoc project management?

Improvisation is often a necessary skill in ad hoc project management, as it involves making decisions and taking action in real time with limited information. While improvisation can be valuable in responding to unexpected challenges, it's important to maintain a balance between agility and strategic initiatives.

Related reads

How to manage change in project management effectively, 10 advanced project management best practices you may not have thought of, project coordination skills & 10 best practices for success.

Ad-Hoc Projects

Why are teams with proven project management principles at their fingertips persistently overwhelmed by poorly planned projects and unplanned tasks? Why does today's average office worker spend just 46 percent of each day performing their primary job duties? Often, the culprit is ad-hoc requests.

Table of Contents

What are ad-hoc projects?

Why track ad-hoc projects, what can happen if ad-hoc requests are untracked, what's the best way to track ad-hoc projects, making ad-hoc projects visible., using smart ad-hoc collaboration., report on the success of your ad-hoc project., frequently asked questions..

The meaning of an ad-hoc project is work that has been formed or used for a special and immediate purpose, without previous planning. Mid-project and ad-hoc requests can come from unexpected reports, project and product updates, last-minute reviews, quick emails and even coworkers walking over to your desk.

“Ad hoc” is a Latin phrase that literally translates to “for this” or “for this situation.” In other words, it refers to things that are specific, non-generalizable, non-repeatable. Ad hoc work might be a side project your line manager asks you to run, alongside your main focus area or a series of small distractions.

If people in the office occasionally ask you to drop what you’re doing to help with administrative tasks or pricing, these are ad-hoc requests. Common ad-hoc work examples include:

• Internal IT projects
• Requests to organize company events
• Finding the answers to client queries
• Quick-reaction work that responds to a trend

As long as you're efficiently executing projects , what's the big deal about leaving those ad-hoc projects untracked? Isn't it more effort than it's worth to log a random ad-hoc project into your system?

There are actually wide-ranging benefits to finally shining a spotlight on all the extra ad-hoc tasks your team completes. Once project managers start logging everything into a comprehensive work management system, they'll be able to:

• Accurately report how each team member spends their time
• Manage resources more effectively
• Redirect time and attention toward key strategic initiatives
• Justify current headcount and/or lobby for additional positions
• Say "no" or "not this week" to less important tasks — and easily explain why

Most project managers have major improvements to make in how they clarify, manage, and renegotiate their total inventory of projects and actions. If you let yourself get caught up in the urgencies of the moment, without feeling comfortable about what you're not dealing with, the result is frustration and anxiety.

When each ad-hoc request remains untracked, it’s easy for time and money to be lost and become untraceable. If you’re wondering why a portion of the personnel budget allocated to your main project seems to have disappeared, a stack of ad hoc task requests could be the culprit.

Without tracking, an ad hoc project request can suck time and energy away from what’s important, meaning your core efforts are side-lined.

Reporting on ad-hoc projects can be so important to facilitate:

• Improved progress tracking – Last-minute tasks can quietly erode team productivity without anyone noticing. Tracking can help you keep tabs on how projects are being affected by them.
• Building a suitable team – Knowing exactly how much time ad-hoc requests are taking up can bolster your case for recruiting staff to cope with it. For instance, if an ad-hoc project requires a data expert, tracking outlines resource needed.
• Better resource management – Tracking the hours required for ad-hoc requests means the wider business can manage its human resources better, and make informed decisions on resource.

The market is glutted with task-tracking systems that make it easy to monitor these kinds of unpredictable, unplanned ad-hoc projects. A successful planning phase helps you to define scope, so use these earlier decisions to decide what to track.

Several project management solutions are designed to help teams organize and execute complex projects. But there are very few systems like Workfront that can integrate both, enabling teams to track comprehensive projects alongside these random "surprise" ad-hoc requests.

A comprehensive work management solution is the best way to go. Even if you don't have one in place yet, the four core principles that follow will supercharge your team's productivity, no matter what system you use.

1. Stop accepting “under-the-table” ad-hoc requests.

Every single task must be documented and accounted for and submitted with a project request form . Each individual ad-hoc request stacks up to paint a picture of inefficiencies, so standing firm can reap rewards.

Ad-hoc project managers often find they’re called in to save the day when an issue arises that doesn’t quite fit into standard business procedures. When you are, you should:

• Pull together a team by speaking with departmental heads
• Source the best talent at short notice
• Define the parameters of your ad-hoc project
• Assign clear tasks and start collaborating

2. Standardize your request management processes.

Rather than accepting work requests via email, voicemail, sticky note or hallway conversation, manage the chaos of incoming projects more effectively. Start following request management best practices and create a project intake process .

Steps include:

• Creating a centralized request hub
• Managing and prioritizing all requests
• Standardizing your request template (using a creative brief or similar form)
• Defining project requirements and clarifying expectations

3. Create ad-hoc project blocks.

Encourage each team member to regularly block out time to tackle ad-hoc work. If those one-off ad-hoc requests can be gathered together and turned into a planned combined task, they won't feel like a dozen little interruptions.

Managers who have several team members with similar or overlapping job descriptions could even designate a different person each day to be available to capture, prioritize, and complete ad-hoc requests. This then frees up other team members to focus more time on their top priorities.

4. Make every task visible.

If all you've been tracking so far are larger projects, the managers and executives above you may get the impression these large projects are all you ever do. And that they seem to take a lot longer than they should.

Once you start logging smaller requests into your work queue, a much more accurate picture of your team's daily contributions will take shape. Whether you do this with a work management solution or a burndown chart that's hanging on the wall (in Agile project management ), make sure it catches the attention of the powers that be.

Both you and your boss should have complete visibility into what your team is working on now, where current projects stand, and how much bandwidth is left over.

The more you can make plans that reflect what's really happening with your team—by making invisible work visible, creating a centralized request queue, and blocking out time for clusters of ad-hoc projects—the more flexibility you'll have to make adjustments when things inevitably begin to go awry.

So-called ‘under the table’ ad hoc projects can threaten your bottom line and impact team cohesion. When things are visible, they’re more likely to seem fair. Key stakeholders can also scrutinize your plans, reducing the risk of oversights.

Collaboration is key to successful ad-hoc work. Coworkers want to know when the agenda shifts, and you also need razor-sharp processes to make communication slick and effective, once work is underway.

In person, you might pull the team into a meeting room for an afternoon. For remote teams, the software you’re using can make a big difference. With Workfront, multiple players can view data at the same time for optimal teamwork, helping manage priorities .

When a project takes off at lightning speed, it can be easy to forego the formalities. Ad-hoc projects rely heavily on reporting, however. This step allows you to measure success, learn lessons and justify your efforts to those higher up the chain.

Pull data seamlessly from your project management software to create an easily digestible log of key tasks and headline numbers. Pair with a written ad-hoc project summary and your case will be backed up even further.

What is the definition of an ad-hoc project?

An ad-hoc project is a term that covers work that is unplanned and potentially has a very tight deadline for completion. These are tasks that can arise during a project and happen unexpectedly.

The immediacy of these tasks, coupled with their last-minute arrival can cause disruption to teams and projects if not managed correctly.

What is an ad-hoc manager?

An ad-hoc manager is someone assigned to manage ad-hoc tasks when they happen. This person might not work on a specific project on an ongoing basis but can offer help to team members when they are coping with last-minute requests.

Having an effective ad-hoc manager can help workers focus on their assigned projects and keep on track with ongoing project work.

What are some ad-hoc work examples?

Examples of ad-hoc work will depend on your particular industry. However, you might consider any tasks outside of your usual focus or project work to be ‘ad-hoc’.

Administrative tasks, unplanned projects, meetings and catch-ups could all fall under the definition of ad-hoc work.

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How to Manage Ad-Hoc Projects and Ad-Hoc Requests

Projects rarely go as planned. There is always the potential to get new data, project or product updates, reviews or any number of last-minute requests. How do you deal with these ad-hoc requests?

Ad-hoc means that it’s specific—something that will not be repeated. Ad-hoc projects and ad-hoc requests will occur in project management and you need to know how to deal with them.

What Is an Ad-Hoc Project?

An ad-hoc project is one that happens unexpectedly, usually in response to a problem. Projects are almost always scheduled in advance , but an ad-hoc project is sprung upon the team without time for any prior planning.

That’s one of the things that differentiate an ad-hoc project from a traditional project in project management. Another is that an ad-hoc project usually includes a quick turnaround. Ad-hoc projects also focus on one goal (or group of people) and tend to use fewer resources, including team members.

To sum up, an ad-hoc project is when something comes up that requires an immediate response. Like any project, there’s only a limited amount of time to complete it, but the timeframe is almost always tight.

How to Manage Ad-Hoc Projects: 5 Best Practices

Because an ad-hoc project seems to come out of nowhere, it’s often not given the attention that a more deliberate project would receive. However, you still need to track and report on progress to meet your strategic initiatives.

One best practice for managing ad-hoc projects is using project management software. ProjectManager is a cloud-based software that allows you to plan, schedule and track your projects in real time. Monitor resources and your team’s time with the live dashboard. No setup is necessary. ProjectManager collects and calculates the data and then displays time, cost, variance and more. It’s like an instant status report for your ad-hoc project. Try ProjectManager free today.

1. Don’t Neglect Risk

It’s easy to cut corners when time is of the essence. Ad-hoc projects tend to have less red tape, but that doesn’t mean you should ignore a risk assessment . Any financial analysis will tell you risk can ruin a project. While you won’t have time for a full risk management plan, you must prioritize risks that are likely and could have a negative impact on the project.

2. Stay Flexible

Regardless of what methodology you apply to your projects, you’re not going to have the time for the advanced planning of a waterfall structure. An agile project approach is better suited to ad-hoc projects. They are more iterative, allowing you to quickly pivot as needed, and tend to work with a smaller group on smaller-scale sprints.

Related: Agile vs Waterfall and the Rise of Hybrid Projects

3. You Still Need a Plan

There’s not enough time to go through all the due diligence, such as cost estimates, that would get a more traditional project off the ground. But even an ad-hoc project needs direction. Not having some plan or request management in place to manage your resources, set deadlines and prioritize and assign tasks is going to backfire and create a longer timeline than you can afford.

4. Standardize Work Requests

There’s a lot of methods to speed workflows, such as email, text, voice messages or a quick exchange in person. These methods might feel as if they’re expediting the process but in fact, they create problems. Create a workflow that follows a set pattern that can be centralized, accessed by all, prioritized and even commented on to foster collaboration.

5. Facilitate Transparency

Every aspect of the project should be visible to everyone on the project team. This means updates and any changes. There must be a central source of truth that gives hybrid teams, whether they’re remote, in different departments or using different tools, the visibility they need.

Tools for Managing Ad-Hoc Projects

Project management software has features that let you control projects and ad-hoc projects alike. You can use them to assemble a team and assign them tasks, with deadlines, descriptions and priorities. This lets you get the ball rolling fast and quickly onboard your team.

Teams need a collaborative tool to let them communicate and work better together. This can be part of a project management software or chat and messaging apps that connect teams no matter where they are.

Finally, you need a tool that generates reports, both to manage the project and keep stakeholders updated on its progress. These reports should be able to filter data so you can deliver the details project managers need as well as more general reports for stakeholders. The easier to share these reports, the better.

What is an Ad-Hoc Request?

An ad-hoc request or ad-hoc task is a request that has not been planned for. An ad-hoc project is a larger endeavor, but the definition is basically the same. They are outside the project scope .

Another way to look at an ad-hoc request is as an interruption and team productivity-killer. They pull you away from the project and can cause delays and cost money. The worst-case scenario: an ad-hoc request can derail a project and lead to failure.

An ad-hoc request can be anything from a meeting that’s called at the last minute, pulling you away from deadline work. It can be paperwork, again assigned at the last minute, or re-delegated tasks. Even answering emails could fall under the ad-hoc request. Anything that you didn’t know was coming that takes you away from the main thrust of your job is an ad-hoc request.

How to Manage Ad Hoc Requests: 5 Best Practices

Just as you would manage an ad-hoc project, ad-hoc requests can be controlled with project management software.

Having a work management tool is going to help you prioritize, collaborate, monitor and report on the progress of your ad-hoc requests. Here are some other things to keep in mind when managing ad-hoc requests.

Yes, plan . While you can’t have a plan for something you don’t know will happen, you can set up enough of a cushion in your day to let you respond to ad-hoc requests without negatively impacting your schedule. Use a work breakdown structure to map the ad-hoc request.

If you permit an agile project management approach to your work it allows for greater flexibility so you can pivot from one task to the next by knowing how to prioritize that work and keeping in collaborative communication with the rest of your team. Having ad-hoc tasks managed in an ad-hoc system is one way to keep on track.

2. Filter Ad-Hoc Requests

There will always be ad-hoc requests and some of them must be dealt with immediately, others can wait and there might even be some that you could ignore. But they’ll come sometimes with great frequency and can be overwhelming.

The team leader should be the point person for all ad-hoc requests to keep the team focused on their tasks. Then the team leader can prioritize the ad-hoc requests and assign the work to the team member who has the capacity to take it on.

3. Have a Process

You need a process for the planned work and you need one for the ad-hoc requests, too. Just because it’s an ad-hoc request doesn’t mean it can’t be in the system and tracked. Make sure all ad-hoc requests go into whatever work management tool you’re using.

These requests should also be delivered in the tool, but sometimes that won’t be the case. Regardless, wherever they originate, the ad-hoc request must live in the tool to make it manageable.

4. Track Progress

Without a tool to track your progress, you’re working blind. You need to manage ad-hoc requests, which means knowing your team’s workload in real time so you can assign the ad-hoc request, and then being able to track their progress on the work.

Therefore, you want to work with a cloud-based tool that gives you live data so you know exactly where the task and the team are now and not yesterday.

5. Allocate Resources

Being able to manage ad-hoc resources requires resource management tools that allow you to reallocate resources as necessary to get the work done without impacting the other work that’s already in progress.

Sometimes that might mean requesting additional team members to handle the ad-hoc requests. Having the resource management tools that can show your team’s current allocation will better help you sell your case.

How ProjectManager Helps With Ad-Hoc Projects

ProjectManager is a cloud-based work management tool that is flexible enough to manage ad-hoc projects. Automated notifications by email and in the tool standardize the ad-hoc request process and then teams can be assigned and collaborate in real time with the transparency managers and stakeholders required to track their effort.

Intake New Requests on Kanban Boards

Ad-hoc requests can be added to the kanban boards so they can be integrated into the larger workflow. Managers can set the priority, add descriptions and assign the task to team members. The team can then manage their backlog and plan the sprint together by commenting at the task level. Meanwhile, the project manager has transparency into the process and can see any bottlenecks up ahead and reallocate resources to resolve them.

Allocate Resources Effectively

In order to know who on the team has the capacity to take on the ad-hoc request, ProjectManager has real-time resource management features, such as a workload chart. The workload chart is color-coded to make it easy to see who has too many or too few tasks assigned to them. The project manager can then balance the workload and make more insightful assignments.

Generate Progress Reports for Stakeholders

The stakeholders who made the ad-hoc requests will want to know how the work is going. That’s where ProjectManager’s reporting feature comes in. Generate a variance, timesheet and other reports with one click. All reports can be filtered to show only the data you want to share with stakeholders and then passed on as a PDF or printed out.

ProjectManager is designed to manage any kind of project, including ad-hoc projects, whether your team is under one roof or distributed. With secure timesheets, you always know the status of your team’s work on their tasks, regardless of location or department in the organization. Having this kind of control and visibility keeps ad-hoc requests from sapping your productivity.

ProjectManager is award-winning software that organizes work and connects hybrid teams. It has the flexibility to handle ad-hoc requests and keep you and your team working productively. Join the tens of thousands already using our software at organizations from NASA to Nestles and Siemens. Try ProjectManager today for free!

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The Complete Guide to Managing Ad Hoc Projects and Ad Hoc Tasks for Effective Project Management

Ad hoc projects and ad hoc tasks are unplanned work items that come up unexpectedly during normal operations. This unpredictable work presents challenges, but with the right framework and discipline, teams can manage ad hoc requests smoothly while still making progress on priority projects. This comprehensive guide provides strategies and best practices for incorporating ad hoc work into team workflows effectively.

Understanding Ad Hoc Work – Definitions, Examples and Impacts

Let’s start by getting clarity on what exactly constitutes ad hoc work.

What are Ad Hoc Projects and Tasks?

Ad hoc work refers to any unplanned projects, tasks or requests that arise suddenly during the course of normal project execution.

Examples of ad hoc work include:

Urgent customer requests

Unexpected change orders

Last-minute fixes and upgrades

Additional features requested mid-project

Unanticipated administrative tasks

The term “ad hoc” means “for this purpose only.” So ad hoc projects and tasks are created to address a specific short-term need. They require immediate attention even though no time or resources were originally allotted for them in the project plan or budget.

How is Ad Hoc Work Different from Planned Work?

Planned projects have clearly defined goals, scopes, schedules, resources and budgets allocated upfront. But ad hoc work is unpredictable by its very nature.

Ad hoc projects often start with vague specifications that get clarified over time. And ad hoc tasks may have no defined deadline or budget constraints initially.

So ad hoc work tends to be more ambiguous, which makes it harder to manage proactively. But it is critical to incorporate ad hoc activities into team workflows deliberately, or they can derail productivity.

What are the Impacts of Poor Ad Hoc Work Management?

When teams lack processes for managing ad hoc work, it leads to a variety of problems:

Missed deadlines on planned projects

Lower team productivity and output

Poor work/life balance as ad hoc tasks bleed into personal time

Scope creep and cost overruns on projects

Resource conflicts as people are pulled off planned work

Suboptimal resource allocation

Lower team morale and higher burnout

The unpredictability of ad hoc work makes it easy to push aside. But ignoring it comes at a high cost. Proactively developing systems to handle ad hoc activities enables teams to accommodate interruptions while minimizing impacts on planned work and morale.

Best Practices for Managing Ad Hoc Projects

When an unplanned project emerges, treat it like any other project. Apply project management discipline to execute it smoothly and minimize disruption. Here are some best practices:

Clearly Define the Project Scope and Goals Upfront

Outlining the goals, deliverables, timelines, budgets and success metrics at the start brings much needed clarity to ad hoc projects. Document it in a project charter. This aligns stakeholders early on requirements and prevents endless scope creep down the line.

Assign a Project Manager to Lead Execution

Appoint a project manager to spearhead the work, even for smaller ad hoc projects. The project manager can coordinate tasks, manage resources and keep the project on track to completion.

Create a Realistic Schedule with Milestones

Break ad hoc projects into logical phases. Develop milestones and timelines but pad estimates generously since requirements often shift. Milestones measure progress and keep the team focused.

Use a Prioritized Task Backlog

Maintain a backlog of tasks needed to complete the project. Prioritize tasks based on urgency and importance. Stay focused on knocking out top priority items first to make forward progress.

Define a Time Budget

Create an estimated time budget for the overall project, including buffers. Track efforts against this budget to monitor scope creep and identify needed adjustments.

Carefully Evaluate Resourcing Tradeoffs

Assess workload and staffing limits realistically. Have a plan for reassigning resources from planned work if needed.

Assign Responsibilities Clearly

Define roles and responsibilities for the project manager, team members and stakeholders. Ad hoc projects create uncertainty, so clarity of expectations is key.

Plan Regular Checkpoints and Regroup when Needed

Schedule periodic status checks to reassess priorities and realign on goals. Revisit the timeline, budget and resource needs regularly.

Facilitate Stakeholder Collaboration

Identify stakeholders early and keep them engaged through regular communication on progress and risks. Manage signoffs carefully.

Monitor and Control Scope Creep

Watch out for shifting goals, expanding requirements and approval challenges. Revisit the charter to keep stakeholders aligned.

Effective Techniques for Managing Ad Hoc Tasks and Requests

In addition to standalone projects, teams must handle a steady stream of ad hoc tasks and requests as part of business as usual.

Tackling these well takes some finesse so planned work doesn’t suffer. Here are some tactics and practices that help:

Impose a Standard Intake Process

Require stakeholders to submit ad hoc requests through an established channel like a form, email alias or project management tool. Avoid starting any ad hoc work until the request is formally approved and prioritized.

Triage and Categorize Requests

Not all ad hoc asks are equal. Categorize requests based on level of urgency, effort involved, overall priority and impact on existing projects. This allows proper prioritization.

Communicate Impacts and Tradeoffs

If certain ad hoc requests could materially delay planned projects, discuss risks and options with stakeholders. Escalate issues to decision makers when prudent. Transparency avoids surprises.

Define Clear Prioritization Criteria

Use consistent criteria to prioritize Planned vs. ad hoc work . For example, fixes impacting revenue may take priority over internal process improvements. Apply criteria uniformly.

Estimate Level of Effort

Ask requestors to estimate effort or have your team evaluate time needed to complete the tasks. Unknowns take longer, so pad estimates. This allows more accurate scheduling.

Assign Owners to Each Task

Assign ad hoc tasks to specific project team members for accountability. Unlike planned work, ad hoc tasks often fall through the cracks without direct ownership.

Set Due Dates

Avoid open-ended commitments that linger indefinitely. Define due dates for each ad hoc task to instill a sense of urgency.

Batch and Schedule Time for Execution

Group lower priority ad hoc tasks and block out time on team calendars for focused execution. This prevents ad hoc work from bleeding into all hours and reduces multitasking.

Regularly Assess Team Capacity

Evaluate team bandwidth in aggregate before accepting ad hoc work. Quantify the team’s availability and adjust commitments across projects accordingly.

Actively Track and Report on Progress

Monitor ad hoc vs planned work in team reports. Share metrics on time spent on ad hoc tasks compared to planned project work. This highlights capacity issues.

Choosing the Right Tools to Streamline Processes

The right project management tools can optimize the above processes for managing ad hoc work. When evaluating solutions, look for these key capabilities:

Intake Requests

The ability to easily submit ad hoc requests through forms or email.

Track Source

Classify requests by submitter to identify trends.

Triage Requests

Tools to sort requests into custom priority buckets like high/medium/low urgency.

Effort Estimation

Functionality to capture and record estimates.

Task Management

Tools to create and assign tasks with due dates and status tracking.

Time Tracking

The ability to record time spent on ad hoc vs. planned work.

Resource Management

Tools to visualize team utilization across projects and reassign as needed.

Dashboards and Reports

Reports and dashboards to view ad hoc vs. planned work progress and capacity.

Automated Notifications and Alerts

Notifications when approaching due dates or estimates to prevent surprises.

Real-time Collaboration

Comments sections and chat for live discussions on ad hoc work items.

Integrations

Ability to connect with other productivity tools used by your team.

Portfolio Management

Dashboards to monitor resources and status across all planned and ad hoc projects.

Popular tools like Asana, Trello, Jira, monday.com and Microsoft Project offer these capabilities. Evaluate options to find the best fit based on team needs, experience levels and tool cost.

Creating a Team Culture to Smoothly Manage Ad Hoc Work

An enabling team culture complements the processes and tools. Cultivate these habits across your team:

Set Realistic Expectations on Response Times

Temper stakeholders’ urgency and define reasonable response times so teams don’t burn out. Slow, quality work beats hasty outputs.

Communicate Priorities Frequently

Regularly share priority lists and status updates with teams and stakeholders. This aligns everyone on where to focus and avoids expectation gaps.

Define Processes Clearly

Document procedures for submitting, vetting and approving different types of ad hoc work requests. Universal understanding of processes prevents headaches.

Share Metrics Transparently

Post reports visibly showing ad hoc vs planned work throughput. Public transparency prompts course corrections.

Praise Quick Ad Hoc Wins

Acknowledge team members who turn around urgent ad hoc requests efficiently without dropping the ball on planned work. Positive reinforcement works.

Allow Time and Space to Focus

Guard team time for heads-down work on roadmap projects. Establish “no meeting” blocks on calendars or zones like “Focus Fridays.”

Invest in Ad Hoc Management Training

Educate team members on processes, tools and priorities. Consistent adoption enables smoother ad hoc task management.

The combination of the right tools, practices and culture creates an environment where teams can shift gears and accommodate urgent ad hoc work without losing momentum on planned projects.

Key Takeaways and Action Items

Here are some key points to remember about successfully managing ad hoc projects and tasks:

Define and formalize ad hoc work management processes, INCLUDING:

Intake channels

Triaging conventions

Priority criteria

Due date rules

Batch scheduling parameters

Select and implement tools that optimize these processes with automation, notifications, reports, resource allocation support and integrations.

Quantify the ad hoc work using estimates and time tracking to understand capacity tradeoffs.

Communicate priorities clearly across the team and stakeholders — repeatedly.

Revisit resource assignments often to ensure the right talent is staffed on the right work items.

Ad hoc work will always come up, but don’t let it gradually corrode team productivity. With a structured approach, teams can accommodate interruptions while still making steady progress on planned projects.

Make ad hoc work management an ongoing priority rather than an afterthought. Applying consistent project management discipline is the best way to tame the deluge of ad hoc requests.

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How ad hoc tasks fit into your project management strategy

With any large operation, there are likely to be some challenges and interruptions to deal with. You draw up a detailed Gantt chart  at the start of the project, or have clear goals for your next production run, but nobody can foresee every eventuality. Responding to unexpected events and taking care of day-to-day interruptions involves taking on ad hoc tasks. Many job descriptions cover this with the line “and other duties as required”, and being able to handle ad hoc tasks efficiently is the mark of a good employee.

The very nature of ad hoc tasks means they can’t be planned, but it’s possible to allocate some time for unspecified ad hoc tasks in your project plans. In this guide, we’ll look at some examples of ad hoc tasks, and consider how you can account for them as part of your projects.

What are ad hoc tasks?

Ad hoc tasks are tasks that arise due to unexpected issues, customer requests, or impromptu projects. They can vary in scope from small tasks, such as fixing a broken piece of machinery or restoring backups after a computer system failure, to bigger tasks such as completing a special last-minute request for a large and important customer.

Because ad hoc tasks are unexpected, they won’t appear as specific, scheduled items on a project plan . Some ad hoc tasks are small enough that your employees can simply perform them as part of their day-to-day work. Others are larger and do need to be assigned and logged. Since these tasks aren’t predefined, they won’t have their own task template, so they’ll need to be created manually.

“Ad hoc tasks” is a part of our Project Management Glossary  — check out the full list of terms and definitions!

Creating ad hoc tasks

If you need to log or assign an ad hoc task, you should be able to do this in your time tracking , ticketing, or process management system. Most systems will have an option for ad hoc task entry, allowing you to log details such as:

• Who the task is for (i.e., which client)
• Which department or employee the task is assigned to
• The start time of the task
• The end time of the task
• Any resources used
• A description of the task

Factoring in the time taken up by ad hoc tasks is an important part of your project management. By tracking the task correctly, you can ensure the right person or department is billed for any resources used. You’ll also have a more accurate understanding of how the project is progressing, and if there are any delays to the project, you’ll be in a better position to identify what your team members have been spending time on. One challenge many project managers face is keeping their projects on track and stopping ad hoc requests from derailing the project.

Ad hoc tasks in project management

When you draw up a project plan, you’re describing the jobs that need to be done and the ideal timeline for getting those jobs done. A good project plan will have some buffer built in, so if one or two milestones are missed, the project can still be completed on time. That buffer allows for some ad hoc tasks to be completed as a part of your main project, and also gives you the option to respond to ad hoc requests from clients if you feel doing so would be worth your organization’s time.

Ad hoc tasks aren’t always a bad thing, but they can sometimes interfere with previously defined timescales and inventory management . Factoring the possibility of a need to perform ad hoc tasks into your existing project plan, and tracking them when they do arise, helps keep current projects on track and makes it easier to plan future projects accurately.

Benefits to tracking ad hoc tasks

Project managers have many tools at their disposal to help with planning projects and monitoring their progress. Metrics such as earned value and planned value can give insights into how far along a project is and whether it’s progressing according to schedule. Time trackers and issue trackers are helpful for monitoring who is assigned tasks and how much work each person is getting done. However, it’s common for people to log only scheduled tasks into those apps.

While some ad hoc tasks are inevitable, they should not be taking up so much time it causes employees to need to work overtime on a regular basis.

By monitoring ad hoc tasks as well as predefined ones, it becomes far easier to understand what is really taking up your team’s time. If your construction project is behind because employees are constantly having to fix machinery, or your manufacturing jobs are over budget because of frequent supply chain issues, having the ad hoc tasks associated with those issues logged properly helps you identify the root cause of the extra costs or delays.

Examples of why ad hoc tasks may be necessary

Ad hoc tasks are things that arise in the course of day-to-day work, either due to something unexpected happening, or because a client has made an additional request and you’ve decided to fulfill it. Examples of ad hoc tasks include:

• You’re working on a social media advertising campaign for a client, and they make a last-minute request for a Twitter banner to match their Facebook banners. This could be classified as an ad hoc request.
• You’re manufacturing a batch of products and one of your production lines becomes clogged. Your team needs to stop that line, fix it, and repurpose another line to keep production of this (more urgent) batch going. These jobs would be classified as ad hoc tasks.
• You’re working on a Software-as-a-Service product, and your legal team alerts you that there’s a potential compliance issue with the way you’re storing customer data on a cloud server in a different country. You need to contact your cloud hosting provider and confirm where and how they’re storing data on your behalf. While you do this, your internal IT team works on a short-term fix that involves storing data somewhere else you’re sure is compliant.

Ad hoc tasks can vary from small things that don’t take a long time to fix and may get logged as “miscellaneous duties,” to bigger jobs that require their own entry in a time-tracking sheet. Whether they’re large or small, they’re worth keeping track of, because the more information you have about how your team spends its time on each project, the more accurate your future estimates will be.

In some cases, tasks that are being logged under “ad hoc” may be occurring so frequently that they deserve to be scheduled. If your team is frequently working overtime for jobs that weren’t factored into your project, you may need a clearer plan and allocate more resources to future projects of a similar nature.

Tracking ad hoc tasks with monday.com

Using monday.com’s Work OS to monitor your projects and track ad hoc tasks helps you streamline your workflows. If you’re already making use of project management software or issue trackers, you may find monday.com’s integrations with your existing software helpful when it comes to generating reports or processing data from your other platforms.

Ad hoc tasks can vary from small things that require only a small entry on a time log  to large-scale ad hoc projects. monday.com’s library of templates may come in handy for creating task logs that your team members can use. The platform also offers automation features which may save you time if you want to enter recurring tasks. For example, you may wish to set aside one hour every evening for cleanup and equipment inspection. The automation features in monday.com can be used to set an entry for that task, assigned to the right team or person, each day. Should the person assigned that task encounter a problem requiring more than the allocated hour to complete, they can use a task template to log extra time for that issue.

Frequently asked questions

Ad hoc tasks are tasks that arise or are assigned on the fly and that address a specific need. Someone working in a factory may perform many ad hoc tasks during their working day as they keep the production line moving. Many job descriptions require employees to be capable of performing ad hoc duties as a part of their day-to-day workflow.

What are ad hoc projects?

An ad hoc project is a project that is started unexpectedly in response to a problem. Ad hoc projects are unplanned and typically short-term projects with a rapid turnaround.

What does ad hoc stand for?

“Ad hoc” is not an abbreviation; it means “for this” in Latin. When the term is used today, it’s used to express the meaning “for this specific purpose.” In the context of project planning, ad hoc often refers to temporary or short-term issues that arise in the course of the project’s life cycle.

Manage ad hoc tasks with monday.com

Ad hoc tasks are something almost every business will encounter, and they’re particularly common in more complex projects. Tracking ad hoc tasks properly using the tools provided by monday.com makes it easier to understand how much time ad hoc tasks are taking up, and whether some of those tasks could be specifically factored into future projects to make your time and budget estimates more accurate.

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Project Management

Navigating ad-hoc projects: best practices for success.

January 5, 2024

Sure, we’d all love the stability and predictability of knowing exactly how the rest of our work year will pan out. But in a disruption-prone world, that rarely happens. In fact, in most modern workplaces, project managers and team leaders often face unexpected challenges that throw standard operations into disarray.

We call these challenges ad-hoc projects. They arise out of nowhere, demand immediate action, and sometimes, you have to run them in parallel with your planned initiatives.

Ad-hoc projects, depending on their scale, can push the boundaries of conventional project management . They also test your agility and adaptability, as they force you to juggle multiple competing priorities and ambitious deadlines. The most skilled project managers may take them in stride, but for many others, ad-hoc projects strain their mental resources and time. 

But worry not. We’ve curated time-tested strategies and tools to help you turn ad-hoc project management into a springboard for success and innovation.

What are Ad-Hoc Projects and Requests?

Why is tracking ad-hoc projects important, common challenges in tracking ad-hoc projects, 1. prioritize tasks, 2. allocate resources with agility, 3. ensure clear communication, 4. use project management tools, 5. share regular updates, 6. set realistic deadlines, 7. embrace flexibility, 8. document everything, 9. delegate wisely, 10. conduct a post-project review, what happens if ad-hoc projects are not tracked, embracing the unpredictable: mastering ad-hoc project management.

Ad-hoc projects are unexpected tasks that typically require immediate resolution. They can be urgent client demands, sudden flare-ups of technical issues, or unanticipated market opportunities that demand a quick response.

Unlike routine tasks, ad-hoc projects are not part of the standard workflow and often lack a clear process or precedent. For instance, a software development team may suddenly find a security vulnerability that needs an urgent fix, or a marketing team might need to pivot strategies in response to a competitor’s unexpected product launch.

These projects require quick thinking, rapid assembly of resources, and a task management style that can respond to the sense of urgency without sacrificing the momentum of other ongoing projects.

Ad-hoc projects challenge the status quo of project management because they operate outside the realm of regular planning and control systems. They are the outliers in your project portfolio, often characterized by high stakes and the potential for significant impact on your organization’s performance and reputation.

By definition, ad-hoc projects don’t fit neatly into your scheduled roadmap. Yet, they have the power to influence business outcomes significantly. So tracking ad-hoc projects is vital for several compelling reasons:

• Resource allocation and optimization: Ad-hoc projects can be resource-intensive, and without proper tracking, project managers can overutilize or misallocate their team’s capacity. Monitoring these projects ensures that you’re deploying your team on the most impactful tasks, optimizing human and financial resources
• Maintaining project continuity: Regular projects and ad-hoc tasks compete for the same resources. Tracking ad-hoc projects helps ensure they don’t derail the planned initiatives essential to your long-term strategy.
• Risk management: Ad-hoc projects inherently carry more uncertainty and risk. By keeping a close eye on these projects, you can identify potential issues early and implement corrective actions. This proactive approach to risk management can save time, costs, and the company’s reputation
• Performance metrics and insights: When you track ad-hoc projects, you gather valuable data that can inform decision-making. Understanding the time, cost, and outcomes associated with these projects can lead to more accurate forecasting and improved strategies for handling similar projects 
• Client satisfaction and trust: Many ad-hoc projects arise from immediate client needs or problems. If you can track and manage ad-hoc projects effectively, your clients will love you for it. They will come to trust you with their most urgent and important issues 
• Enhanced team morale: Teams thrive in an environment of transparency and clear goal setting. Tracking ad-hoc projects gives your team a sense of direction and purpose, even amidst chaos. It allows team members to see the results of their hard work and understand how their contributions fit into the bigger picture
• Accountability: Tracking ad-hoc projects creates a system of accountability. It sets clear expectations for delivery and performance, ensuring that team members understand their responsibilities and the importance of meeting deadlines
• Learning and growth: Finally, tracking ad-hoc projects offers a learning opportunity. By reviewing completed ad-hoc projects, teams can reflect on what worked, what didn’t, and how processes can be improved

Despite its many benefits, tracking ad-hoc projects is no mean feat.

Managers running ad-hoc projects must contend with challenges like defining the scope, balancing resources, and integrating them into regular workflows. Understanding these challenges is the first step to overcoming them and turning potential chaos into a structured, manageable, and, if possible, standardized process

• Undefined scope and objectives : The lack of a clear scope or end goal causes ambiguity and leads to scope creep. This is where the project’s requirements expand beyond the initial expectations, causing delays and resource strain
• Lack of integration into regular workflow: Ad-hoc projects typically arise without warning and need to be integrated into the team’s existing workload. Balancing these sudden projects with ongoing tasks without overwhelming the team or impacting productivity is a big challenge
• Misallocated resources: Ad-hoc projects can disrupt resource allocation because they are unplanned. They might need you to reallocate resources committed to other projects, leading to a cascade of delays
• Competing priorities: Determining the priority of an ad-hoc project relative to scheduled tasks can be difficult. There’s always a risk that prioritizing the ad-hoc work can derail priority projects
• Lack of documentation: Establishing a system for tracking progress and maintaining documentation for ad-hoc projects is challenging because they may not fit into the existing frameworks or tools designed for standard projects
• Communication overheads : You often need to make decisions on the fly in ad-hoc projects. This can lead to increased communication overheads, which need to be managed efficiently to prevent miscommunication and burnout
• Ill-defined success: Defining and measuring the success of ad-hoc projects can be complicated. Traditional success metrics may not apply, and new criteria often need to be developed on the go
• Compromised quality control : With the pressure to deliver ad-hoc projects quickly, quality may be compromised
• Learning and improvement : Capturing lessons learned from ad-hoc projects is essential for improving future responses. However, due to their spontaneous nature, taking the time to review and learn from each project can make it difficult to prioritize

Burnout risk : The urgency associated with ad-hoc projects can lead to increased stress and the risk of burnout for team members who may already be managing a full workload . To avoid these pitfalls of managing ad-hoc projects, we’ve compiled 10 strategies that can show you the way.

10 Strategies to Effectively Manage Ad-Hoc Projects

Managing ad-hoc projects requires a blend of strategic planning, flexibility, and the right tools. Reign in the chaos of ad-hoc requests with these proven strategies:

Determining which tasks should be handled first is critical when dealing with conflicting priorities and deadlines. Use a task management tool like ClickUp Tasks to assign priorities. This ensures that your team focuses on what’s most urgent and impactful, keeping the project momentum going.

You can also make use of widely available prioritization templates to ease the process.

Be prepared to reallocate resources swiftly. A dynamic tool can help project managers visualize where resources are committed and facilitate quick adjustments.

Keep your team informed with regular updates when an ad-hoc project comes to you. Use ClickUp’s custom statuses feature to provide rapid visibility into ongoing and completed tasks. Clear communication reduces confusion and aligns everyone’s efforts toward the project goals.

Leverage a robust project management platform to keep track of all the moving parts of your ad-hoc project. ClickUp offers a suite of features that you can customize for managing both regular and ad-hoc projects.

Ad-hoc project requests often come with specific and critical requirements from stakeholders. To keep things on track and satisfy their expectations, provide regular progress reports to stakeholders. This not only keeps everyone informed but also helps in tracking the project’s impact and resource allocation.

Ad-hoc projects often require quick turnarounds, but it’s essential to set achievable deadlines. This will help you manage team workload and expectations. An overly stressed team won’t be able to meet tight deadlines without compromising the quality of deliverables. 

Adapt your plans and strategies as new information comes to light. Being flexible is the key to managing the fluid nature of ad-hoc projects. 

ClickUp enables agility through features like priority tagging, task dependencies, and customizable workflows. As changes occur, you can rapidly reprioritize work, shuffle task sequencing, and update workflows to match the new plans.

Keep a detailed log of decisions, changes, and progress. No piece of information is too insignificant to document. Team members can use ClickUp’s Docs to document all pertinent information.

Assign tasks to team members based on their strengths and current workload. Use ClickUp’s Workload View to ensure no one is over-capacity. Then, assign tasks based on skills and availability. Effective delegation ensures tasks are completed efficiently and without overburdening individuals.

Once an ad-hoc project is completed, objectively review its success and identify areas for improvement. This reflection is vital for continuous learning and development.

ClickUp’s Form View can be particularly useful for managing ad-hoc projects. Create or submit ad-hoc requests through ClickUp Form View , so that these ad-hoc requests are automatically recorded and can be converted into tasks within your project management software dashboard. This streamlines the intake process and ensures every ad-hoc request is tracked from the outset. 

You can also use ClickUp’s Project Review Template to analyze each phase of the project, identify risks and successes, and evaluate team performance. 

Integrating these strategies with the capabilities of a comprehensive tool like ClickUp can significantly enhance the efficiency and success of managing ad-hoc projects.

The short answer: workload confusion, resource mismanagement, missed opportunities, and disgruntled colleagues and clients. Here’s what can happen when these ad-hoc projects go untracked and inefficiencies slip through the cracks:

• Increased workload confusion : Without tracking, it’s impossible to gauge the workload balance within a team accurately. This can lead to confusion over who is responsible for what and when tasks are due, resulting in important actions being overlooked or unnecessarily duplicated
• Resource mismanagement: Ad-hoc projects consume resources without prior notice. When they are not tracked, decision-makers have no visibility into which resources are being used where, leading to potential over- or under-utilization and, consequently, inefficiency and increased costs
• Missed opportunities : If time-sensitive ad-hoc projects are not tracked and prioritized, they can be missed entirely, which could mean forfeiting potential revenue, customer acquisition, or other strategic opportunities
• Quality degradation: Juggling ad-hoc projects on top of regular duties without tracking can lead to rushed work and corner-cutting. This compromises the quality of both ad-hoc tasks and regular projects, potentially damaging your company’s reputation
• Strategic misalignment: Ad-hoc projects may either support or detract from an organization’s strategic goals. Without tracking, it’s difficult to align these projects with your broader business objectives, possibly resulting in wasted effort and tactical missteps
• Stress and burnout: The additional pressure of untracked ad-hoc projects can increase team members’ stress levels. Over time, this can result in burnout, higher staff turnover, and all the associated burdens of recruitment and training new personnel
• Inability to forecast and plan: The insights gained from tracking ad-hoc projects are crucial for forecasting and planning future initiatives. Without them, organizations lose out on valuable data that could inform better decision-making
• Accountability issues: How can you hold anyone accountable for the outcomes of ad-hoc projects if there’s no record of who did what and when? This lack of accountability can foster an environment of indifference and lower overall team morale
• Inefficient processes: Not tracking ad-hoc projects leads to inefficient processes. There’s no way to analyze and improve on these projects if they’re not documented, meaning teams are doomed to repeat the same mistakes

The expert management of ad-hoc projects is key to navigating the complexities of the business world. Managers who get it right can drive success—both for themselves and their organization—and foster a culture of agility and responsiveness.

In an age of dizzyingly fast business pivots, mastering ad-hoc project management is also a significant competitive advantage. 

Armed with the strategies and best practices outlined in this guide, you and your team can transform how ad-hoc projects are perceived and handled. By effectively tracking and managing these projects, you can ensure they serve their intended purpose—driving success and innovation—without compromising the integrity and flow of ongoing initiatives.

Comprehensive project management tools, such as ClickUp, allow you to quickly create frameworks within which even the most unpredictable, ambitious projects can be executed to perfection. These tools provide the visibility, control, and flexibility needed to allocate resources wisely, maintain clear lines of communication, and uphold accountability.

Steer your team confidently, knowing that with each ad-hoc project tracked and completed, you are building a stronger, more nimble organization. Start mastering your ad-hoc projects today with ClickUp .

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The Ultimate Guide to Manage Ad-Hoc Projects

By Viraj Mahajan Jun 14, 2023

Imagine you're a busy accountant at a CA firm. You're knee-deep in tax season and just when you think you can finally take a breath, your boss drops a bombshell on you: "Oh, by the way, we just landed a new client and they need a full audit by next week." 

Talk about a panic-inducing ad hoc project!

But don't worry, with a little bit of teamwork and a lot of caffeine, you and your colleagues will power through it and impress the client with your quick thinking and problem-solving skills. 

But what if I told you that there's a way to make managing ad hoc projects a whole lot less stressful? 

Enter project management software ! 

With the right tool, you can easily track deadlines, assign tasks, and communicate with your team all in one central location.

Stay on top of ad hoc projects and keep your team organized and efficient.

What are ad-hoc projects .

An ad-hoc project is a sudden and unexpected response to a problem that requires immediate attention and has a tight deadline. These projects are typically unplanned and can come in the form of quick emails, unexpected tasks, or changes in employees or resources.

Effective management of ad-hoc projects requires proper planning and tracking to ensure that all team members understand the available resources and how they can be used efficiently to complete specific tasks. However, this can be challenging without the right tools and strong management skills.

Tracking ad-hoc project involves creating a project plan, creation of tasks and sub-tasks, allocating resources, tracking progress and effective team-communication. Let’s find out in the step-by-step guide to managing ad hoc projects below. 

4 Best Practices to Manage Ad-Hoc Projects

There are several steps that project managers can take to effectively manage ad-hoc projects:

1. Do a Thorough Risk Assessment 

Unexpected risks can make things more complicated. The first step in managing an ad-hoc project is to conduct a thorough risk assessment. Project managers can proactively identify and address potential risks, and mitigate their impact on other ongoing projects. 

This can include risks related to the project scope, budget, schedule, resources, and more.

Once potential risks have been identified, the next step is to prioritize which risks need to be addressed first. Communicate the identified risks and the risk response plan to the project team, so they are aware of the potential issues and how to address them.

2. Select Right Project Management Methodology 

When the seas are turbulent, you need a flexible navigation map. Agile is a suitable project management methodology for ad-hoc projects. This is where Agile project management methodology shines.

Its iterative approach allows you to change your course quickly and efficiently. Work in small, manageable sprints and see your team thrive amid the uncertainties.

A typical Agile project management methodology includes breaking down large project milestones into shorter sprints, making it easy for teams to absorb the new requirement. 

It is usually recommended to use either scrum or kanban workflows to manage ad hoc projects.

New to Scum Planning or Agile Systems? The below guides can help you get started in 3.2.1… 

👉 Scrum Boards: How to create a more efficient workflow

👉 How to Be a Sprint Planning Ninja

👉 A Comprehensive Guide to Agile Workflows

3. Draft a New Plan with Milestones, Dependencies, & Timeline 

The next step is to draft a new plan with all due diligence so that nothing falls through the cracks. Not having a proper plan with milestones and timeframes can lead to mismanagement and the wastage of available resources. 

At this stage, your job is to provide a clear understanding of what needs to be achieved and how it needs to be done by whom. Clearly define the project scope , dependencies, and milestones. Each team member should be aware of their roles and responsibilities throughout the project’s journey so they are able to accommodate additional workload into their routine work without feeling lost or overwhelmed.  

Effortlessly balance your team's workload and meet your deadlines.

4. normalize transparency across stakeholders .

Transparent communication is essential in managing ad-hoc projects. It sets clear expectations, identifies issues, and promotes collaboration, which in turn improves teamwork, and allows team members to better understand their roles in the project. 

By encouraging open and transparent communication between teams, clients, and other stakeholders, project managers can proactively address potential issues and ensure the success of the project.

How to Manage Ad-Hoc Requests using a Work Management Tool 

Now that you've learned about best practices for managing ad-hoc projects better, it's time to give attention to ad-hoc requests.  As you manage ad-hoc projects, here are the steps to handle ad-hoc requests with a work management tool. 

First things first, don’t dilute your current project scheduling . Keep it intact for as long as possible and for as many people as possible. Avoid the “drop everything” mentality seeping into your team’s workflow. New Ad-Hoc requests have to be planned, assessed for risks, and tracked for them to seamlessly integrate into the everyday schedule of everybody involved in the project. 

Here are a few ways by which you can utilize workflow management software and ease the process.

• Set Timelines - The timeline view helps project managers to visualize the long ad-hoc project with subtasks and dependencies. 
• Shared Calendar - Share project information with the team and stakeholders using the shared calendar. 
• Project Templates - Instead of starting ad-hoc task management from scratch, use the project templates to speed up the planning process. 

Planning and identifying the right approach is critical to complete the tasks effectively and giving team members clarity on how and when to proceed. 

Prioritize Ad-Hoc Requests 

Follow the "Eat the live frog first" approach while prioritizing the task.  Prioritize the tasks on the basis of how they impact the ongoing projects, the current performances of the teams, and the availability of other resources. Depending on the level of complexity, working out a Work Breakdown Structure can help you make the right assessment.  

The Work Breakdown Structure created in Project Management Software can also help you leverage the power of automation to turn your WBS into a comprehensive Gantt Chart at the click of a button. 

For instance, 

• Complete those ad-hoc requests first, which may consume more time and has the potential to delay the project outcome. For instance, certain documents need verification before the project kicks in. 
• Follow-it-up tasks that may or may not have minor consequences but can’t be left unattended. For instance, kickoff meetings.  
• Requests that can be postponed or avoided without affecting the overall project come at last.

Allocate Resources 

Now comes the trickiest part — allocating resources to each task and subtask. 

You can check the workload view in the SmartTask work management tool for resource allocation. In SmartTask, allocating and reallocating resources is simpler than choosing the toppings for ice cream.… 

• Search for resources based on specific tags such as role and skills.
• Get a bird’s eye view of everyone’s availability and capacity 
• Quickly drag-and-drop work to allocate, extend, shorten or split…

However, keep the timeline and budget in mind while assigning the resources to each task. A well-structured approach will help you to improve results and employee productivity. 

💡SmartTask Tip: You can make use of SmartTask’s Kanban board views to assign tasks to necessary participants without disrupting the current workflows. Managers can set the priority and add descriptions for each task so the team can plan their sprints effectively.  Commenting at the task level allows managers to identify bottlenecks in advance and reallocate resources. 

Track Progress & Generate Reports 

The last piece in ad-hoc request management is tracking the progress and simultaneously generating the reports. 

SmartTask's advanced features, like task estimate, time log activity, and project summary, will help monitor the progress and make necessary changes if required. All reports can be filtered to show only the data you want to share with stakeholders and then passed on as a PDF or printed out. Here are a few features that will help you track progress and generate reports..

• Advanced Search - F ilter data quickly and identify ad-hoc projects with a few clicks. 
• Productivity Scoring - Analyze the performance of employees over time. 
• Project Summary - Get insights about costing and billing amount and resource utilization. 
• Custom Charts - With different customization options available, you can monitor progress and ensure every team member is working without feeling burnt out in an easy-to-understand format. 

The Best Ad Hoc Project Management Tool

Last-minute projects can arise anytime and can negatively impact the workflow. The best thing you can do to handle ad-hoc requests is to have the right tools and detailed strategy in place. 

If you want to choose a unified tool that helps you manage everything from start to finish like a pro, choose SmartTask. The project management tool has advanced features that give you complete visibility of the team's work status. 

SmartTask is the #1 rated all-in-one productivity tool that helps teams organize and manage ad-hoc projects while improving productivity. Explore the advanced features of SmartTask project management software & make managing ad-hoc tasks a breeze. 

Manage ad-hoc projects like a pro with SmartTask, Try it for Free.

Frequently Asked Questions

1. what are some ad-hoc project examples.

• Software Patch Deployment : In case of discovering a major vulnerability in a software product, a company might need to set up an ad-hoc project to quickly develop, test, and deploy a patch.
• Event Planning : A last-minute gala to celebrate a significant milestone. An ad-hoc team would need to be assembled quickly to handle various tasks, such as booking a venue, arranging for catering, inviting guests, and managing the logistics of the event.
• Product Recall : If a company finds a significant defect in one of its products, it may need to initiate an ad-hoc project to manage the recall process. This might involve setting up a team to handle customer communication, product returns, refunds or replacements, and investigations into how the defect occurred.
• Disaster Response : Following a natural disaster like a hurricane or earthquake, an ad-hoc project team may be formed to organize relief efforts, including arranging shelter for displaced persons, coordinating food and water supplies, and organizing cleanup and reconstruction efforts.
• Market Research : If a company is considering launching a new product or entering a new market, an ad-hoc project might be organized to conduct market research. This could involve surveys, focus groups, competitor analysis, and other research methods to determine the potential success of the proposed product or service.

2. What does ad-hoc task mean?

An ad-hoc task refers to a task that is not planned in advance and is usually performed as an immediate response to a particular situation or problem. The term "ad-hoc" comes from Latin, meaning "for this", indicating that it's designed or done for a particular purpose as necessary.

In a work or project context, ad-hoc tasks often arise unexpectedly and require immediate attention or action. These tasks are typically one-time actions that do not fit neatly into the standard, routine, or planned tasks.

For example, an ad-hoc task could be a sudden request from a client that requires immediate attention, a server going down unexpectedly and needing to be fixed, or a sudden brainstorming session to address a new problem or opportunity that has just come up.

These tasks often require flexibility and the ability to prioritize, as they can disrupt regular work schedules or planned activities.

3. What are some benefits of tracking ad-hoc projects?

Tracking ad-hoc projects, much like tracking any other type of project, provides a number of benefits. Here are a few of them:

• Resource Management: When you're tracking ad-hoc projects, it becomes easier to manage your resources effectively. You can see who's working on what, how much time is being spent on each project, and where there might be inefficiencies that need to be addressed.
• Budget Control: Monitoring can help ensure that the project is staying within its budget. It helps avoid unexpected costs and keeps you informed about where the money is going.
• Time Management: By tracking the progress of ad-hoc projects, you can better manage your time and meet your deadlines. You'll know what needs to be done, by whom, and by when, and can adjust accordingly if things aren't going as planned.
• Prioritization: Not all ad-hoc projects have the same importance or urgency. Tracking helps prioritize these projects according to their strategic importance and deadlines.
• Visibility and Transparency: Tracking provides visibility into the status of ad-hoc projects. This transparency can improve communication within the team, with stakeholders, and with clients.
• Performance Assessment: By tracking ad-hoc projects, you can assess both team and individual performance. This can help you identify where training may be needed, recognize top performers, and make informed decisions about promotions and rewards.
• Improvement and Efficiency: Tracking allows you to identify bottlenecks, delays, or other issues that might be hindering the progress of your ad-hoc projects. Once identified, you can work to resolve these issues and improve the overall efficiency and effectiveness of your processes.

In short, tracking ad-hoc projects can increase productivity, improve project outcomes, and provide a host of other benefits. It's a crucial component of effective project management.

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A guide to managing ad-hoc projects

Georgina Guthrie

December 06, 2023

While ad-hoc requests are fine when your schedule’s looking light, they’re not so fun when deadlines are closing in. It’s easy to wave away unscheduled items in theory, but ad-hoc projects do have their place in the world of project management.

From new trends to global pandemics — things change, and being able to adapt to that effectively is a skill worth having. 

What is ad-hoc work?

An ad-hoc project is a one-time, unique initiative specifically designed to address a particular problem or need that falls outside the realm of regular business activities. These projects emerge suddenly, often in response to an urgent requirement, and are not part of the routine workflow or long-term planning.

Unlike standard projects, ad-hoc projects are characterized by their lack of precedent. 

They’re not recurring or routine but are instead formed out of necessity , often in response to an unforeseen challenge or an exceptional opportunity. This means they call for a different approach. They are usually initiated with a specific goal in mind and are disbanded once you’ve achieved that goal. 

What does an ad-hoc request look like?

Ad-hoc requests: 

• Demand swift action 
• Come with tight deadlines 
• Are high impact
• Require immediate attention and resources 
• Lack detailed planning 
• Often rely on fast decision-making 
• Are unplanned but require structure 
• Rely on effective leadership and good communication
• Have one goal and are disbanded once that goal is met. 

Ad-hoc projects: real-world examples

So, what ad-hoc requests are you likely to encounter in the workplace? They can be roughly categorized into the following six groups. 

1. Crisis management initiatives

Imagine a company facing a natural disaster or a major system failure. Here, an ad-hoc project might involve creating an emergency response team or developing a rapid communication strategy. Remember the onset of the COVID-19 pandemic? Many businesses had to launch ad-hoc projects to adapt to remote working or to repurpose manufacturing for essential supplies.

2. Special client requests

In service industries, ad-hoc projects often stem from unique client demands. Picture a marketing firm tasked with crafting a highly specialized campaign for a niche market. These projects call for innovative thinking to meet specific, sometimes unusual, client needs.

3. Event management

Organizing a one-off event, like a major product launch or a high-profile corporate celebration, is a classic example of an ad-hoc project. These require meticulous planning for a specific, often fleeting goal, demanding intense coordination and a dedicated focus.

4. Technology implementation

With technology evolving at breakneck speed, companies sometimes need to launch ad-hoc projects to upgrade systems or implement new software urgently. These are typically fast-tracked to keep operations running smoothly and securely.

5. Research and development projects

In sectors like tech or pharmaceuticals, a sudden market shift or an unexpected breakthrough can trigger ad-hoc R&D projects. These are aimed at rapidly developing new products or adapting existing ones to seize new opportunities or meet emerging market demands.

6. Sudden regulatory compliance needs

Here’s another scenario: a new regulation is announced, affecting your business directly. An ad-hoc request is issued to quickly assemble a team to understand the new requirements and implement necessary changes. This team’s task is to navigate these new waters, ensuring the company complies with the regulations without disrupting ongoing operations.

The problem with ad-hoc projects 

While ad-hoc projects are essential and unavoidable, they’re not without their challenges. Let’s break down why these projects can be tricky and why keeping an eye on them is crucial.

Resource strain

Ad-hoc projects pop up out of nowhere and demand immediate attention. This can cause resource problems, pulling staff, budget, and materials away from planned projects. It’s a bit like being asked to bake a cake for a surprise guest when you’re already cooking a three-course meal.

Disruption to regular workflows

When an ad-hoc project launches, it can disrupt your team’s regular workflow. Curveballs call for fast adaptation. It can be done, but it can also throw things off rhythm.

Risk of burnout

Continuously addressing urgent ad-hoc requests might lead to team burnout. It’s important to recognize that constantly operating in emergency mode isn’t sustainable. Like running a marathon at a sprinter’s pace, it’s bound to wear people down.

Potential for scope creep

We’ve all pulled at a little thread, only to unravel more than we intended — both literally and metaphorically. Without clear boundaries, ad-hoc projects can grow beyond their initial scope . It’s important to keep a tight rein on the project’s objectives.

Difficulty tracking and measuring success

Due to their unplanned nature, ad-hoc requests tend to be harder to track and measure against success criteria. It’s a bit like trying to navigate without a map — you know your destination, but it’s hard to work out where you’re going and how far you’ve come. 

How to handle ad-hoc project requests

Dealing with ad-hoc project requests can feel like juggling while walking a tightrope. But don’t worry, it’s manageable with the right approach. Here’s a five-step guide to help you keep your balance and your sanity.

1. Assess the request

Before diving into any ad-hoc project, take a moment to assess the request thoroughly. Ask yourself:

• What’s the goal? Identify the specific objective of the request. Is it to fix an urgent issue, respond to a client’s unique need, or comply with a sudden regulatory change?
• Is it feasible? Evaluate whether the project is realistic, given your current resources and constraints. Can you realistically bake this surprise cake with the ingredients you have?
• What’s the impact? Consider the potential impact of the project. Will it disrupt ongoing projects? Could it lead to significant benefits, like a new business opportunity or improved processes?
• Who’s needed? Determine who in your team has the right skills for this project. You’re looking for your special ops team — those who can jump in and handle this particular challenge effectively.

2. Allocate resources wisely

Once you’ve sized up the request, it’s time to play resource Tetris. This step is all about making smart moves with the resources you have at hand. 

• Prioritize tasks: Look at your current projects and tasks. Which ones can take a backseat? Which ones are untouchable? Prioritization is about finding that sweet spot where you can borrow resources without causing a domino effect of delays.
• Divide and conquer: Break down the ad-hoc project into manageable tasks. Assign these to team members who have the right skills and the bandwidth to take them on. 
• Seek additional help if needed: If the project is too big for your current team, don’t shy away from asking for extra hands. This could mean hiring temporary staff, bringing in freelancers, or reallocating staff from other less urgent projects.
• Monitor resource allocation: Keep a close eye on how resources are being used as the project progresses. 

3. Establish clear goals and deadlines

Setting clear goals and deadlines guides your team every step of the way. This clarity is crucial for ad-hoc projects, which can otherwise spiral into confusion.

• Define specific objectives: Start by specifying what success looks like for this project. What’s the end goal? It’s important to make sure everyone knows what they’re aiming for.
• Set realistic deadlines: Ad-hoc projects often require quick turnarounds, but it’s important to set achievable deadlines. Think of it as setting the timer for a race — challenging but not impossible.
• Plan for checkpoints: Establish regular check-ins or milestones . These act like signposts along the way, helping the team stay on track and adjust course if needed.

4. Monitor progress regularly

Regular monitoring helps you navigate these unpredictable projects smoothly. 

• Set up regular check-ins: Schedule frequent updates with the team. This doesn’t have to be lengthy meetings. Even quick stand-ups can do the trick. It’s all about staying connected and on top of things.
• Use project management tools: Leverage tools and software designed for project management . It’s invaluable for tracking tasks, deadlines, and overall progress. It’s like having a dashboard that gives you a quick view of how your car is performing while you’re driving.
• Be ready to adjust: One of the hallmarks of ad-hoc projects is their fluidity. Be prepared to make changes as you go along. This could mean reallocating resources, tweaking goals, or even redefining the project scope.
• Communicate openly : Encourage open communication within the team. The more informed everyone is about the project’s progress and any hurdles, the more effectively they can work together to navigate these challenges.

5. Review and learn

Wrapping up an ad-hoc project isn’t just about crossing the finish line. It’s also about looking back to see how you got there. Think of it as a chef tasting a dish after it’s cooked — you want to understand what worked and what could be better.

• Conduct a project review: Once the project is completed, gather your team for a debrief. Discuss what went well and what didn’t. 
• Identify lessons learned: Every ad-hoc project, regardless of its outcome, is a learning opportunity. What insights can you gather about resource allocation, team dynamics, or project management practices?
• Document the process: Keep a record of the steps taken, challenges faced, and solutions found. This documentation is a valuable resource for future ad-hoc projects. 
• Share feedback across the organization: Don’t keep the learnings to yourself. Share them with other departments or teams. This helps the entire organization grow and improve.

When to push back on ad-hoc projects

While managing ad-hoc projects effectively is important, it’s also crucial to know when to push back. If not kept in check, constantly fielding ad-hoc requests can become exhausting and ultimately unproductive.

• Evaluate the necessity : Before accepting an ad-hoc project, critically assess its necessity. Is it truly urgent or important? It’s about distinguishing between what’s genuinely critical and what can wait or be integrated into regular workflows.
• Set boundaries: It’s okay to set limits on how many and what kind of ad-hoc projects your team takes on. You’re like the bouncer deciding which guests to let into an already bustling party.
• Advocate for planning and processes : Encourage a culture where planning and standard processes are valued by all. This should reduce the frequency of ad-hoc requests. 
• Communicate the impact: If ad-hoc projects are becoming too frequent or disruptive, communicate this to higher-ups or stakeholders. It’s important they understand the impact on the team’s well-being and overall productivity.

Get project management software on your side

In the whirlwind world of ad-hoc projects, project management software can be your anchor. Here’s how it helps.

• Streamlining communication: These tools act like a central communication hub, ensuring that everyone is on the same page. No more lost emails or missed messages — it’s all there in one place, like a virtual bulletin board for your team.
• Organizing tasks and deadlines: Project management software lets you break down projects into manageable tasks, assign them to team members, and set deadlines. Just like having a personal assistant, it keeps track of everything for you, so nothing falls through the cracks.
• Tracking progress in real-time: With dashboards and progress trackers, you can see at a glance how the project is moving along and make timely adjustments as needed. 
• Facilitating resource allocation : These tools can help you allocate and monitor resources efficiently, ensuring that you’re using your team’s time and skills wisely. Better still, it does it all for you, so no more head-scratching. 
• Documenting and storing project information : All documents, notes, and important information can be stored in one place. This makes it easy to find what you need when you need it — no more digging through folders and files.
• Better decision-making: With all project-related information and progress metrics at your fingertips, you can make informed decisions quickly.

In short, project management software doesn’t just help manage ad-hoc projects. It’s a vital tool in the modern project manager’s arsenal, helping turn chaos into clarity. Try it for free today! 

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How to manage ad-hoc requests from your clients without burning out

Tired of dealing with ad-hoc requests from clients and colleagues?

We hear you and you’re definitely not alone. 

Heck, the average worker is interrupted up to 10 times per day . 

But consider that last-minute projects aren’t just annoying: they’re a net drag on your team. Constantly switching your attention between tasks is a recipe for poor productivity, not to mention burnout.

The reality, though? Last-minute projects are unavoidable. This is especially true when you’re “always-on” and client requests can pop up around the clock.

That’s exactly why you need a game plan for dealing with ad-hoc projects. In this guide, we’ll cover how to handle these requests and tips for reducing them in the future.

What are ad-hoc projects, anyway?

Ad hoc projects are unscheduled, unexpected requests. Such projects are almost always due to an unforeseen roadblock or issue (think: miscommunication) and their completion is time-sensitive. 

As a result, ad hoc requests require you to deviate from your existing schedule and disrupt teammates. Stop us if you’ve heard this one before:

“Well, the client needs it by the end of the day. It’s super urgent.”

Oh, or this one:

“We need those revisions ASAP. Seriously, though: this can’t wait."

There is no one-size-fits-all cause of ad hoc projects, but they’re typically the result of:

Poor communication (think: failure to set expectations or deadlines)

Manual errors (think: inaccurate info on a report, a scheduled campaign wasn’t actually scheduled)

Abrupt schedule, budget, or personnel changes

Keep in mind that not all ad hoc requests occur because someone dropped the ball.

From legitimate personal emergencies to personnel issues (think: your point of contact leaves the company out of nowhere), life happens. Again, ad hoc projects are inevitable even for the most put-together teams and clients.

5 tips for handling ad hoc projects (without the headache)

Let’s say an unexpected project comes across your screen. What next?

We’ll bite: dealing with sudden requests is tricky. It doesn’t help that they’re often treated as do-or-die.

Work together. Beautifully.

Try Teamwork.com for free. No credit card needed. No catches.

Try Teamwork.com for free

Don’t panic, though! Below are five tips to stay calm and attack ad hoc projects head-on.

1. Don’t throw your current project management process out the window

First thing’s first: your process for scheduling projects shouldn’t be a total free-for-all. 

That means having some sort of formal approval process that goes beyond email. If you can get an overview of your available resources, like what you see in Teamwork.com above, that works even better.

But let’s say you don’t.

Although ad hoc requests often bypass your traditional project requirements , that doesn’t mean you should drop everything immediately. You don’t need to send out an “Uh oh” message to your team, either. Instead, ask yourself:

What is the primary goal of this project? 

What is the timeline of the project ? What’s realistic?

Who needs to be involved?

Based on these answers, you can decide who to reach out to and schedule your project accordingly. Remember: ad hoc requests should disrupt as few people as possible.

2. Assess every ad hoc request in terms of risk, complexity, and urgency

Piggybacking on the point above, the rules of prioritizing tasks still apply here.

And sure, ad hoc requests typically “skip the line.”

However, your team’s existing workload and tasks aren’t going anywhere. That’s why it’s important to consider risk, complexity, and urgency with each ad hoc project. Assess the following:

What will happen if this doesn’t get done? Will we lose a contract or client? 

Is the proposed deadline for this project possible? Do we have the bandwidth?

What actually needs to be delivered?

The upside of most ad hoc projects is that they’re relatively straightforward. Quick revisions might only take a few minutes and require one of your teammates to complete. Still, consider your team’s current bandwidth and schedules before diving in.

This sort of assessment puts some responsibility on the stakeholder requesting an ad hoc request. Just because someone claims a project is urgent doesn’t mean that’s actually the case.

3. Log your ad hoc requests and track your team’s progress

To be clear, you should absolutely log your ad hoc requests in your project management software .

Because when your projects wind up off the books (think: not on your calendar), there’s no transparency or accountability. Your team’s time should be accounted for, particularly on an intensive or time-consuming task.

If nothing else, logging creates a sense of unity as you divide and conquer an ad hoc project. And from a team lead standpoint, it pays to track your team's workload so you have a bird's-eye-view of everyone's tasks.

This speaks to the value of using a tool like Teamwork.com. For example, our platform encourages cross-team collaboration and brings teammates together for any given project.

Not only do resource allocation views help in Teamwork.com, but you can also do a lot with Kanban board views to help you:

Assign necessary participants without disrupting your whole team

Consolidate project communication into a single platform

Track the progress of your project (including % completed)

4. Assemble the right teammates to tackle the task (hint: not everybody )

Communication and collaboration are keys to knocking out last-minute projects.

And we’ll say it again: the fewer interruptions among your teammates, the better.

For the sake of productivity and reducing stress on your colleagues, make a point not to put additional work on the plate of someone who’s already overwhelmed. 

This yet again highlights how valuable a tool like Teamwork.com can be as you can see the real-time workloads of any given teammate:

Meanwhile, real-time communication is key to completing time-sensitive projects. Team chat software (specifically, private channels) provides a place to go back and forth to prevent bottlenecks when you’re against the clock. 

An added bonus of using Teamwork.com is that your interactions are all logged by default. This creates some much-needed accountability for time-sensitive projects.

5. Acknowledge legitimate emergency projects when they occur

Sure, you can say that your business doesn’t accept ad hoc requests.

But as noted earlier, emergencies do indeed happen. Is sticking to your schedule really worth potentially upsetting or losing a client?

Hitting the proverbial panic button sucks, sure. That said, it happens. Having a process and planning for unexpected projects makes them so much less disruptive.

Luckily, Teamwork.com has the perfect solution to help you mitigate, manage, and document the various risks of the project. It's simple to add risks to any project within our platform.

You can track and record various risks within your projects as well as add notes or mitigation and response plans for the team. This keeps everyone up to date so the entire team knows when a risk forms into something bigger.

How to prep for (and prevent) future ad hoc requests 

Anything you can do to reduce ad hoc projects from coming down the pipe is a plus.

To wrap things up, we’ll highlight how to keep last-minute requests from becoming the norm.

Implement a project request and approval process that reduces 'surprises'

Simply put, you can’t afford to freestyle your project management process.

You can rein in so much chaos and eliminate surprise projects by moving away from email chains and into an actual project management platform. Clients or colleagues requesting projects should go through the proper channels.

Doing so not only organizes all of your ongoing projects but also clues you in on key details needed to complete them.

For example, Teamwork.com allows you to use intake forms to collect the necessary information to complete projects correctly and in a timely manner.

Build time for ad hoc requests into your schedule

No surprise here. Giving your team some breathing room prevents burnout and makes it easier to tackle last-minute issues.

If you haven’t already, consider implementing time-tracking to better understand how workers are allocating their schedules.

Make sure your team isn’t shorthanded 

The more hands you have on deck, the faster you can deal with ad hoc projects. 

Many smaller teams and agencies struggle because they simply don’t have the bandwidth to take on sudden tasks. Resource allocation tools help you understand how many hours you're using or have left.

Foster a collaborative team culture

Finally, consider how your team’s culture impacts your ability to take on time-sensitive tasks.

For example, a proactive team with a streamlined internal communications strategy is much less likely to get overwhelmed or caught off guard. Ideally, your teammates should feel comfortable asking for assistance with ad hoc projects (and likewise feel empowered to ask for assistance).

Of course, collaboration tools are key to keeping your internal communication in order. With Teamwork.com, your teammates are always just a few clicks away.

How do you deal with ad-hoc requests?

Ad hoc project management can be messy.

That said, a bit of planning and preparation can go a long way toward reducing the stress and need for last-minute projects.

Sticking to the tips above can help you stay productive and likewise make sure your clients’ requests get taken care of in a timely manner. 

And of course, remember that tools like Teamwork.com can help you conquer your ad hoc requests by streamlining communication between your teammates and clients alike.

Brent Barnhart is a writer specializing in B2B content for marketing, SaaS, ecommerce, and small businesses.

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Mastering Ad Hoc Tasks: Efficient Strategies for Time Management

#time management, table of contents, everyday examples of ad hoc duties, completing ad hoc projects without losing time, managing expectations on ad hoc tasks, tried and trusted time management techniques.

In the ever-changing landscape of contemporary workplaces, ad hoc requests, tasks and duties are omnipresent. These random assignments can disrupt our plans and require immediate attention. Whether it’s an imperative client request, a spontaneous change in project requirements, or an unforeseen crisis, ad hoc tasks require us to efficiently navigate the unexpected.

An ad hoc task is an unscheduled and impromptu assignment that arises during regular work or daily routine. Unlike planned tasks and projects, ad hoc tasks crop up unexpectedly and demand immediate attention.

Imagine you’re working on an important project when a client calls you with an urgent request that necessitates your expertise. It may entail making quick changes to a deliverable or providing additional information. This ad hoc task calls for prompt consideration and certainly affects your current work.

Alternatively, you may encounter an unanticipated technical issue that requires troubleshooting. Your colleagues need your assistance in resolving the issue, which again, interrupts your current work.

Perhaps your manager informs you of an urgent meeting with key stakeholders has been scheduled for a few hours from now. You are suddenly responsible for quickly preparing essential presentation slides and collecting pertinent data.

Another scenario could be you’re working on a team assignment with a predetermined deadline. However, due to unforeseen circumstances or client requests, the deadline is abruptly accelerated, necessitating immediate adjustments to your teams’ workflow and task prioritisation.

In emergency situations, such as a system failure or a security breach, you may be required to act swiftly to minimise damage and restore normal operations. These unforeseen emergencies require immediate action and team coordination.

Ad hoc tasks can originate from consumers, co-workers, managers, or external sources. Urgent requests, sudden changes in project requirements, unanticipated issues, and emergencies can trigger an outpouring of ad hoc tasks. Ad hoc duties are often time-sensitive and demand your immediate attention.

Are employees prepped for ad hoc tasks?

We know that ad hoc tasks are all about popping up any time, any day, current projects notwithstanding.

This means that yourself and your team should always be aware of your time and have the necessary capacity to attend to these urgent tasks.

The time clock software from TimeTrack enables employees to monitor their time from anywhere, whether they are in the office, on the road, or working remotely. The time clock application utilises GPS tracking technology to determine a user’s location, allowing employers to verify that their team members are where they should be.

For employees, time monitoring on-the-go can offer greater flexibility and independence benefits, allowing them to manage their own schedules and workload, and deal with sudden work projects.

To complete ad hoc projects without losing time, use these suggestions and strategies:

Assess the urgency and importance of each project and prioritise them accordingly. Focus on high-priority tasks first to ensure timely completion.

Plan and schedule

Create a clear plan outlining the steps and resources needed for each project. Allocate specific time slots on your calendar to work on these tasks, ensuring you dedicate sufficient time without neglecting other responsibilities.

If possible, delegate certain aspects of the project to capable team members or colleagues. This can help distribute the workload and free up your time for other tasks.

Learn from experience

Reflect on completed projects to identify areas for improvement. Identify strategies that previously worked well and incorporate them into future ad hoc projects to optimise efficiency.

Managing expectations on ad hoc tasks, especially regarding time management and ongoing projects, is an important part of being a team leader.

Encourage transparent communication and active participation by extending invitations to essential colleagues for daily stand-up meetings and planning sessions. Even if they can’t attend, take the time to follow up with them and keep them apprised of the work and status of projects.

Be flexible and avoid committing to specific dates unless you’re confident you can get the work done by then.

Keep the various stakeholders informed with summary emails, ensuring everyone is up to date. As always, communication is key.

Be sure to assess the impact of ad hoc tasks on existing projects and figure out if any adjustments need to be made. Plan for new work based on their importance and allocate appropriate resources, including personnel and time, to address them effectively.

Also, it’s okay to say no sometimes!

The disruptive character of ad hoc duties is their distinguishing feature. They can interrupt the scheduled workflow and call for everyone to down tools and redirect their focus and resources to meet the new demands. Ad hoc tasks may involve resolving a problem, providing assistance, making prompt decisions, or completing an urgent deliverable quickly.

Don’t forget to communicate!

Maintain open lines of communication with stakeholders, team members, and other relevant parties involved in the project. Regular updates and effective collaboration can help prevent delays and ensure everyone is aligned.

Save time and improve everyone’s productivity

No need to manually track hours, TimeTrack makes it easy

Several tried and trusted time management techniques can effectively assist in dealing with ad hoc tasks. Here are a few:

• The Eisenhower Matrix involves categorising tasks into four quadrants based on their urgency and importance. Do first (urgent and important), schedule (important but not urgent), delegate (urgent but not important), and eliminate (neither urgent nor important).
• The Pomodoro Technique breaks your work into focused intervals of typically 25 minutes, known as “Pomodoros,” followed by short breaks. After completing a set of Pomodoros, take a more extended break. This technique promotes productivity, concentration, and efficient use of time.
• Time blocking allocates specific time blocks on your calendar for different types of tasks. Group similar activities together and assign dedicated time slots for ad hoc tasks. This technique helps create structure, enables focused work, and ensures that ad hoc tasks receive dedicated attention.
• The Two-Minute Rule: If a task can be completed in two minutes or less, do it immediately. This rule prevents small tasks from accumulating and wasting time later. By promptly addressing quick tasks, you free up mental space and reduce potential time-consuming backlog.
• The 80/20 Rule (Pareto Principle): Recognise that roughly 80% of your results come from 20% of your efforts. Identify the most impactful tasks and schedule them accordingly, focusing on high-value activities that yield significant outcomes.

Remember, no single technique suits everyone perfectly. Experiment with different approaches, adapt them to your workflow, and refine them based on your specific needs and preferences. Effective time management empowers you to handle ad hoc tasks efficiently while maintaining productivity and focus on your core responsibilities.

I am an engineer with a keen interest in technology and a passion for growth-hacking. I’ve covered technology of all shapes and sizes, and reviewed everything from software to hardware. Prior to writing for TimeTrack, I have written for Lulu, DoorDash and many more brands.

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Ad Hoc Projects and Ad Hoc Requests: How to Manage Them? (Examples & Expert Tips)

Table of Contents

How many times have you gotten urgent requests either from a client, coworkers, or your superiors? 

How often do these “small” projects and requests interrupt your regular work?

According to a Harvard Business Review article discussing the results of a survey on work interruptions , 15% of respondents said they were interrupted at work more than 20 times a day, while 40% reported more than 10 interruptions per day. 

Ad hoc projects and requests can be annoying since they often derail the original project plan . Also, they divert your attention from your main tasks and can adversely affect your productivity. 

The aim of this article is to provide advice on how to manage ad hoc projects and requests, but  before we can get to the expert tips, we need to:

• Define ad hoc projects and requests,
• Describe their characteristics, and
• Provide examples of such projects and requests.

We‘ll then put expert tips at your disposal to help you tackle these out-of-the-blue tasks and explain the importance of tracking ad hoc projects and requests.

If you are ready, let’s dive in. 

What are ad hoc projects?

Ad hoc is a term of Latin origin meaning “for this” or “for this situation”. It actually refers to something that happens when it is necessary i.e. for a particular purpose. 

Projects titled “ad hoc” are both unexpected and unscheduled. They crop up, make a mess, and it is up to you to dampen down the fire. 

Ad hoc projects vary in scope from small requests, such as an administrative task, to bigger projects, such as company events organization.

There are various reasons why ad hoc projects and requests emerge, and some are:

• Poor communication,
• Poor planning, 
• Specific client or upper management desires,
• Roadblocks identified during any of the project phases ,
• Personnel, schedule, or budget changes. 

Regardless of the reasons why ad hoc projects turn up in our regular workload, they share similar characteristics that differentiate them from traditional projects. Let’s name a few:

• Focusing on a single goal — unlike traditional projects, ad hoc projects have a central focus of interest.
• Requiring quick completion — ad hoc projects and requests are time-sensitive, and they usually disrupt your current work.
• Going through fewer complexities — since they have shorter time spans, ad hoc projects and requests go through less red tape.
• Using fewer resources — project managers try to localize ad hoc projects and requests and not disturb the whole team or disrupt the project workflow . 
• Being reactive — this means that ad hoc projects or requests solve a certain problem or issue that has been identified and demands a prompt reaction. 

All these characteristics make ad hoc projects and requests unique. To illustrate these characteristics, we’ll provide some representative examples.

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Ad hoc projects and requests examples

Ad hoc projects and requests are more or less present in every industry. They aren’t standard, and they’re definitely not a part of your game plan. Still, life happens, and these projects and requests are almost inevitable. 

We bet you can recognize yourself in some of the following examples, each focusing on one of the ad hoc characteristics listed above.

Example #1: Patching a security vulnerability

Your company develops software for clients who want to improve their services and/or products. As a project manager in charge of one of the apps, you follow your carefully laid-out software development plan , and your team members are aligned. 

But, during the control phase, some of your coworkers inform you about a possible security breach on the account.

Since you naturally want to protect your company and your clients’ data, you gather a security team to patch a security vulnerability and move the data somewhere safe until they carry out the necessary system improvements.

In this example, the ad hoc request for a security team was to move the data — a single goal to focus on.

Example #2: Unexpected report for a client

Prime examples of ad hoc requests are unexpected and most urgent (read: do or die) reports for clients.

You are in the middle of your marketing campaign working on the design of a newsletter for potential clients. The client who pays for the campaign sends you an email asking for a report on the current state of the campaign. The subject of the email starts with the notorious “urgent” or “needed ASAP”. 

Without even considering why they need the report at this very moment, you leave the work on the newsletter and start working on the ad hoc request because the client is important and you want to keep them. 

You are going to put all your energy into the report to please the client since this request takes precedence. 

Example #3: Secure promotional items for donors at a fundraising event

The organization of a fundraising event is a large project demanding the formation of committees in charge of planning, finding donors, recruiting volunteers, and much more. 

You also need teams to deal with catering, decorations, entertainment, and marketing. 

Your company gets the opportunity to organize this important event, and there are a lot of tasks you and your team need to fulfill. 

The committee in charge of advertising and marketing is doing their best to promote the event by securing marketing materials and invitations. 

Then, on the day of the event, the committee members realize they haven’t secured promotional items for the donors. 

With such a short time to secure what they need, the manager of the committee needs to decide how to solve the burning issue. It is hardly possible to go through all the red tape and get approvals. 

The ad hoc task will be assigned to 1 or 2 team members who will check if there are any spare promotional items and, if not, will procure them however they can. 

💡 Plaky Pro Tip

Looking for an easy way to plan a nonprofit event? Check out the following resources:

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• Donors list template

Example #4: Securing a missing permit for a renovation

A family has hired your construction company to renovate their home. The project manager needs to gather a team of architects, contractors, and construction workers to deal with the renovation. 

The family wanted to repaint the house, repave the driveway, and install floor coverings. As the team started work, the family asked for the installation of an underground sprinkler system.

So, all of a sudden, the manager gets an ad hoc project to carry out. However, there is a catch — the installation requires a plumbing permit.

The manager will appoint a contractor to obtain the plumbing permit and change the renovation plan until the permit is obtained. 

In this example, the manager knows who should get this ad hoc task, and the rest of the team is not disturbed by these new events.

The easiest way to track your construction activities is to use the right software. Here’s a Plaky template that can help you keep your project on time and budget:

• Construction schedule template

Example #5: A PR campaign as a response to a client’s tarnished reputation

A website selling products online has experienced a service outage due to high demand for products on sale. 

Many customers failed to receive a purchase confirmation, which caused public outrage, and the social media were full of negative comments.

The company owning the website immediately gathered their PR team to take control of the situation back. 

The goal of these examples was to show the characteristics of ad hoc projects/requests in practice. 

Moving on, let’s look at the benefits of tracking ad hoc projects and requests and explain why this should be highly regarded by project managers.

Why is it important to track ad hoc projects and requests?

Ad hoc projects and requests are often seen as simple tasks, and the fact they aren’t part of a regular schedule usually leaves them under the radar. 

Large projects are tracked and controlled from beginning to end, and you might think there shouldn’t be any fuss over some ad hoc task as long as the major project is on the right track.

However, if you have ever wondered why there are delays in the project delivery and why the project suffered extra costs, ad hoc projects could be the culprit. 

To illustrate the importance of tracking ad hoc projects and requests, we’ll list a few benefits in support of keeping close tabs on such tasks.

Benefit #1: Improved progress tracking

Adding ad hoc projects and requests onto the task list is time-consuming. But, if an ad hoc project and/or request is the reason you have to drop a primary task, you should definitely record it. 

Tracking ad hoc tasks helps you get the whole picture by showing you how these tasks affect the project budget and schedule. You can clearly see how much time you spend on each task and monitor the project’s progress. 

Tracking ad hoc projects and requests allows project managers to make better decisions when they allocate tasks and determine deadlines.

Benefit #2: Improved resource management

Every team leader and project manager must have a firm grasp of the current state of project resources . 

By tracking the time your team members spend working on ad hoc projects, you can manage your human resources better, request team expansion, and even postpone some less important project tasks on your list . 

Also, by tracking ad hoc projects and requests, you can identify if there are any extra costs and if there is a need for budget adjustments. 

Benefit #3: Better insight into work patterns

By tracking ad hoc tasks, you can spot recurring ones.  

For instance, if you notice that your team members have to deal with unnecessary administrative tasks every now and then, you can make changes in the work organization and reduce the amount of time they spend on such tasks.

When you determine the amount of time necessary to invest in ad hoc projects and requests, you’ll be able to plan more efficiently in the future and delegate other tasks accordingly. 

What’s the best way to track ad hoc projects and requests?

If you want to learn the best way to manage ad hoc projects and requests, you should listen to professionals and take something out of their box of tricks.

We reached out to Timea Gardinovački and Zoran Vizmeg — Project Managers at Pumble and Clockify respectively — to offer first-hand tricks of the trade for smoothly dealing with ad hoc projects and requests. 

Tip #1: Keep calm and evaluate the ad hoc project

It’s easy to make mistakes when you need to act fast. That’s why Timea highlights the importance of not panicking when you face an unexpected task: 

“ The first and most important thing is that when we get an ad hoc project, we keep calm and evaluate it. Even though the nature of ad hoc projects is that they need to be done fast (now, yesterday), we need to make sure that we fully understand them. As Project Manager, I am responsible for my team’s workload and availability, so it is crucial that I understand what the scope of the ad hoc project is so I can rearrange the team’s current workload and assign the right people to it. ”

Tip #2: Communicate the ad hoc project with your team

It is vital to keep your team updated on all the changes. As long as everyone is on the same page, you can expect a positive result. Timea is sure that open communication is the key to solving ad hoc tasks. 

“ This is not an easy task, as you need to juggle a lot of things. It is of great importance to communicate with the team about the ad hoc project and inform them that there will be some rearranging happening because of it. Of course, having a great and reliable team helps a lot, but we still need to make sure they are all clear on what is going on and what is expected. ”

If you want to learn more about why communication is important for your project team, check out this guide:

• Why is communication important in project management?

Tip #3: Create a small temporary team

If your team often faces ad hoc projects and requests, it is good to think about forming a dedicated team to tackle such tasks. This is exactly what our colleague Zoran recommends. His tip sheds some light on the way that the team behind Clockify stays ahead of unexpected issues. 

“ If an ad hoc project comes pretty often — which is the case in our environment — it is necessary to create a solution for that. Recently, we have created a small temporary team that contains 8 developers and 2 project managers. That team acts when an ad hoc task pops up. The team’s obligation is to find a quick technical solution for the requested task, allocate resources, and act immediately, and their first priority is to work on ad hoc projects. If there are no ad hoc projects, the team’s obligation is to handle technical debt, which is a lower-priority task in this case. ”

Tip #4: Celebrate the completion of an ad hoc project with your team

After so much effort put in to finish the ad hoc project, marking the completion of it may have a restorative effect on the team. This tip is an important step in Timea’s team management: 

“ Every ad hoc project brings a certain level of additional stress to the team, so, in my opinion, it is crucial to give credit to the people working on it, show your appreciation and, of course, be there for your team, even if it is just for a ‘venting session ‘.”

Manage your ad-hoc projects with Plaky

Since ad hoc projects are always unexpected and need to be dealt with quickly, you need flexible task management software that’s able to adapt to constant changes.  

Using a free task management tool such as Plaky can help you stay on top of all your projects. It offers an array of features for: 

• Task management, 
• Team collaboration, 
• Progress tracking, and
• Administration (such as permission control, grouping similar tasks, and choosing who can see what). 

Plaky is a cloud-based tool that can act as a centralized hub for all your project work. It supports unlimited users, spaces, and projects.

It’s highly customizable, and you can easily add an item for each ad hoc task and create a dedicated space for your ad hoc projects. 

The information you need to create an ad hoc task is usually the following:

• Task description,
• The assignee, 
• The resources that should be used,
• The person you report to, and

All of this is simple to do through Plaky. Also, with Plaky, you can share updates with your team members and directly communicate with them. They get notified about new tasks, updates on current tasks, and when they are tagged using the @mention feature. 

You can use either Kanban, Table or Gannt view to track project progress and changes using Plaky’s activity log at either the item or board level.   

You can also integrate Plaky with Clockify , a world-renowned time tracking tool. Since ad hoc projects are usually time-sensitive, you can track the time it takes to complete them.

The best way to deal with your ad hoc requests and projects is to use project management software. This way, you can have all the relevant information documented in a single platform. Sign up for Plaky’s free account and manage your ad hoc projects with ease.

Ana Miljkovic is a project management author and researcher at Plaky who enjoys writing articles on diverse project management topics. This way, she manages to link her love of in-depth research, efficient organization, and fine writing. As a former English teacher, she strongly believes reading is one of the best ways to learn. Therefore, the aim of her articles is to simplify complex topics and make them helpful and easy to understand for everyone.

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How to Handle Ad Hoc Projects (When You Really Don't Have Time)

There are only so many hours in the day - and for Project Managers, most of those hours are likely already accounted for. That's why it can be so disruptive and pressuring when ad hoc projects or requests get pushed onto your team. You're suddenly in a position where you have to make time open up out of nowhere.

And because they don't come through the official channels, ad hoc projects are vulnerable to missing those important parts of the planning process that protect projects from going awry. What sounds like a fairly straightforward project at first can contain hidden complexities. But these might get missed if the project is accelerated past the initial checks and procedures that would otherwise be standard practice. This is particularly a risk when time is scarce.

It certainly isn't an ideal set of circumstances. But, as a Project Manager, it's inevitable that you will face ad hoc projects occasionally. Let's look at some things you can do to rein in the chaos and make a success out of a challenging situation.

What are Ad Hoc Projects?

How to tackle an ad hoc project when time is limited, the benefits of tracking ad hoc projects, how tech can help you handle ad hoc projects.

Any unscheduled, unexpected project that ends up on your desk can be thought of as an ad hoc project. Ad hoc projects often arise reactively, as the result of a particular issue or problem that has been identified. And for this reason it might be even more time-pressured than a regular, scheduled project.

Examples of an ad hoc project might include a PR or customer education campaign responding to an issue that has suddenly come to light in the media, or a sudden need for IT systems improvement - perhaps in response to a security threat that had been overlooked.

Because you don't know when an ad hoc project is going to crop up and what the nature and scope of the work might be, preparing ahead of time is extremely difficult. 

Though ad hoc projects come out of the blue and you've got limited time to play with, there's no reason to abandon procedural thinking in order to get them done. The key is to find a methodical approach that you can action quickly, supported by the right tools.

1. Determine the real urgency of the request

As previously mentioned, ad hoc project work often arises as the result of a problem that needs to be fixed, right now. Whoever brought you the ad hoc request would no doubt like for their work to take priority - but project management is a perpetual balancing act.

Your time is precious and everything else that your team is working on will not simply disappear just to accommodate this request. You need to be realistic and determine a delivery timeframe, but you can only do this once you have understood just how urgent the work is.

Is there a specific deadline that needs to be hit? Is it just “as soon as possible”? What risks would be associated with pushing this work back? All of these considerations will help you determine the objective urgency of the work. And if the work can be pushed back to fit a more realistic timeframe, it should be.

2. Assess the risks

Even if you are extremely short on time, it is not worth skipping risk assessment. But, in order to keep the timeframe for your risk assessment manageable, you will have to be realistic. The assessment might not be comprehensive, but it should certainly capture the main risks that could arise from undertaking the project. Prioritize contingency planning for these primary risks.

Learn more about how to create contingency plans and assess risk using an Impact-Probability Matrix.

3. Consider your resource capacity

Amidst the regular project work they have going on, your team might not have room for the ad hoc project without something else taking a hit. It might be that the ad hoc project has to take priority - but, in that case, you should try to assess whether this will result in delays on a different project.

It can all get very complicated very quickly, unless you have a clear method of visualizing your resourcing . A resource heatmap, such as the one below by Forecast, can help you quickly determine how much capacity your team has for additional work. 

A dynamic resource heatmap will help you quickly visualize your team's capacity

If possible, you want to make sure that only some of your team are allocated to the ad hoc project. It’s ideal if most of your team can keep working towards their regular, scheduled project work to avoid setbacks as far as possible.

4. Don't skimp on planning...but let automation lend a hand

Once you’ve figured out how urgent the work is, and your resource availability, you can estimate how long the work is going to take. Depending on how complicated the project is, producing a work breakdown structure can help you make an accurate assessment of the time it will take to complete the project.

Creating the work breakdown structure might be time-consuming, so if you're short on time, the key is to get the most value out of this activity. If you break down the work in a project management tool like Forecast - scoping out the work from top-level phases, down to individual tasks  - you can leverage the power of automation to turn your WBS into a fully mapped out Gantt Chart at the click of a button.

5. Complete (and track) the work

If work comes in off the cuff, it might be tempting just to treat it in the same casual manner - fit it in around everything else, and don’t put much thought into tracking it. This might seem like the most time-saving option in the moment, but over the long term it's not going to do you any favors.

Just because the work was unscheduled does not mean it should not be tracked through your regular project management software. Your team’s time is valuable. Just because a team member is working on a quick fix or unscheduled request does not mean that this work should go under the radar- even if they don't see the need to record it.

Encourage them to record their time on these ad hoc tasks as normal - we’ll dig into why later.

6. Do a retrospective

Again, just because the project was unscheduled does not mean you should abandon your regular retrospective or post mortem process. There is value to be found in going back and reviewing the project, from start to finish, and even if you are short on time, there might be particular lessons to be learned from an ad hoc project that could help save time down the line. For instance, did the additional time pressures reveal that your team is struggling to collaborate quickly and effectively?

Reviewing how your team has dealt with an ad hoc project might help you achieve a more streamlined workflow for the future, so don't lose the opportunity to turn the project into a learning opportunity. Make sure you plan the retrospective in ahead of time, so the team knows that it's coming up. Ideally, schedule the meeting to happen within a few days of the work getting wrapped up, so the project is fresh in everyone's minds.

By definition, ad hoc projects are initiated to serve a particular purpose; they may be a one-off scenario, significantly different from the work your team typically undertakes. But even if this is the case, there are plenty of benefits to be had from tracking the project, much as you would with your regular work. 

When you’re caught up in the day-to-day, you might not necessarily notice the recurring patterns that lead to persistent problems. But tracking can help you see the bigger picture.

Perhaps ad hoc requests keep hitting the same one or two functions on your team. Maybe it’s your graphic designers who keep getting roped into unscheduled projects, for instance. Track their time on these ad hoc tasks - if there is recurring additional need for their skills, this is the best way to notice it. 

Your records can help you build a case: if it’s not more hires that you need, maybe it’s process improvement? When you have sudden crisis requests landing on your plate every other week, this is a sign that something isn’t working quite right. Ad hoc projects are, by their nature, reactive. Improving the processes and creating a more proactive approach to planning might be the solution. For instance, perhaps your organization needs to work on  identifying potential risks to help limit the amount of ad hoc work needed to fix problems. 

Tracking your ad hoc projects is a time investment - but if it leads to process improvement, it may well be an investment that saves you time in the future.

The frustrating reality of ad hoc requests is that often the person requesting the work wishes it could have been done “yesterday”. Under this kind of pressure, it is tempting just to dive into the work as fast as possible just to get it done. But, equally, if you fail to do any preparation and planning before getting your team to tackle the work, you invariably (as the saying goes) prepare to fail.

The sweet spot is in finding a way to plan and track ad hoc projects as robustly as you can, without it taking too much time. You should be using technology to help you. By using Forecast to automate your project schedule and allocate tasks based on resource capacity, the planning that could take hours or days is cut down to a matter of minutes. Get ad hoc work turned around fast, but do it with a plan.

If you want to try Forecast for yourself, it's free for 14 days. Sign up below, and see how much time you can save.

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How to develop an ad-hoc project management workflow.

Updated on April 5, 2023 by Michelle

Published on December 28, 2020 by Michelle

Ad hoc project management skills are required in any company that is growing and which has ad hoc workflows or must do tasks or projects arise that need to be completed in a timely fashion.  Fortunately or unfortunately every experienced project manager has experienced Ad-hoc workflows popup in their regular project cycles especially when  — things are running along smoothly in your workflow and then suddenly receive an email with the subject: “URGENT — need ASAP.” And just like that, an ad-hoc project becomes a top priority and falls directly into your lap.

Ad-hoc projects or requests are unexpected and can catch you off guard. When you have your through-the-years-perfected process to follow around scope requests, work structures, financial analysis, risk assessment, and everything else in your pipeline, a last-minute request can feel like a little storm raining on your parade that derails you from that process.

When not handled correctly, ad-hoc requests can derail team productivity and send them on a wild goose chase to complete every task on their list, regardless of order or priority. While these kinds of projects are inevitable and, most times, necessary, it’s crucial to understand that working on too many things at the same time or having unclear priorities is a critical factor in decreased productivity and efficiency.

Ad-hoc projects can be challenging for a number of reasons, including restraints on time, resources, or impact. This might take your focus away from larger issues at hand, forcing you to rush and deal with these urgent requests.

1. Ad-hoc Time Restraints

When someone places an ad-hoc request, they usually want it done yesterday, or even better — last week. When you already have an established workflow for an existing project, it can be challenging to analyze and confirm a new timeline for a request or fit it into a current timeline that already has clear timelines and dependencies.

2. Lack of Resources 

Another challenge of ad-hoc requests is a lack of resources, whether that’s financial or personnel, to deal with the project. This is why it is so important to do the right process for business forecasting , reserve budgets for planned activities, but reserve for Ad-Hoc opportunities that make sense. Whether that’s finding an increased budget to complete it or finding the right people to handle the task, ad-hoc projects can put a project manager into a bind while they figure everything out. All resources are probably fully allocated to other projects, so project managers might have to scramble to put everything in place.

3. Smaller Impact

Ad-hoc projects also tend to have a more localized impact than fully fleshed out projects. While they might be smaller in scale, that doesn’t necessarily mean that they’re less important. They’re usually focused on a specific goal that may or may not feed into the larger picture.

Even with these challenges, it’s a project manager’s job to anticipate and manage the unexpected. Since you’re expected to act as your team’s buffer, it’s essential to put a plan into place to deal with these kinds of requests. Trial and error lead to better preparation, and so here are some best practices that we’ve learned from dealing with ad-hoc projects.

4. Stay Flexible 

Flexibility is vital when dealing with a shortened timeline and fewer resources. In this situation, Agile project management, a style that prioritizes flexibility and iteration , could be the best choice as opposed to the Waterfall style — a more traditional technique and structured process that requires more planning. An agile approach reinforces communication and collaboration, which will benefit your team while reducing bottlenecks.

5. Prioritize Risk for Ad hoc Projects

Tracking risk is one of a project manager’s primary responsibilities, and this becomes even more true on an ad-hoc project that might not have undergone a full risk assessment. One way to keep things moving along is to anticipate weaknesses or vulnerabilities. It can be time-consuming to conduct a full risk assessment, so keep it targeted to risks in project value — the ones that present both high probability and high impact. If a risk doesn’t appear to fall in either of those two categories, note it and keep moving forward.

6. Be Transparent with Ad hoc Workflows

Transparent communication is genuinely beneficial to teams working on ad-hoc requests. Project managers should implement more frequent team updates to promote increased accountability. When everyone knows who is responsible for what, it drives efficiency and saves time. Transparent communication also adds context to a project, which connects people to the full meaning of their work. This transparency, in turn, drives value and engagement among team members.

7. Work Efficiently in Ad hoc Project Management

And of course, if you receive an ad-hoc project or request, create a plan to work more efficiently . A cloud-based software such as Nifty can help all of your team members get on the same page to allocate resources and information more effectively. Using project management software helps project managers visualize their team’s capacity while tracking hours worked on specific projects. It also aids project managers in redirecting time and attention away from less critical or less time-sensitive tasks to more urgent strategic initiatives. It also helps automate specific tasks, giving you back some precious time to allocate to any resource restrictions.

8. Formalize the Request Process for an Ad hoc Request

Many ad-hoc requests come by way of email or just the casual line of “So, I was hoping you could help me with this…”. These unofficial asks can add up and distract from time-sensitive projects. By formalizing the process, you’re adding more validity to incoming requests and can better assign and manage workloads. Having a centralized location that provides oversight on all projects and tasks while storing relevant information will go a long way towards maximizing efficiency and productivity. It also makes a project manager’s job easier by ensuring that they know exactly what’s going on at all times. Even if you didn’t have a formal system in place at the time of your most recent project request, implementing one now will save time and energy in the future.

By developing a plan for dealing with ad-hoc projects, you’re setting your team up to be more proactive instead of reactive, thereby enabling them to focus on the key strategic initiatives to drive the business forward. These plans empower project managers to support and manage their teams while preventing team burnout and confusion.

The sign of any great project manager is being able to handle whatever comes their way. By implementing an ad-hoc project management plan and utilizing the right software tools, you’re able to calmly juggle more projects to drive business growth and success.

Nifty is a project management software that focuses on empowering teams by driving communication, organization, and efficiency.

Try Nifty for free today and learn how your projects, both planned and ad-hoc, can be better executed and more productive.

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when you should create ad hoc tasks and why are they important?

In the realm of project management, tasks are generally categorized as routine or ad hoc. While routine tasks are predictable and occur regularly, ad hoc tasks are unique, not part of the regular workflow, and arise based on specific needs or circumstances. These tasks, often unplanned, require immediate attention and swift execution. Their spontaneous nature can challenge traditional project management approaches, making them an intriguing subject for team leaders and project managers. This article dives deep into the significance of ad hoc tasks, discussing when they should be created and why they play an essential role in successful project outcomes.

Understanding Ad Hoc Tasks

What are ad hoc tasks.

Simply put, ad hoc tasks are one-time, non-recurring tasks that are outside the regular workflow. These tasks arise in response to particular circumstances or needs, often requiring immediate attention. For example, addressing an unforeseen technical issue during a project or responding to an unexpected client request can be classified as ad hoc tasks. The nature of these tasks can vary significantly based on the project or business scenario .

Characteristics of Ad Hoc Tasks

Ad hoc tasks are characterized by their unpredictability and urgency . They are not part of the routine workflow, and thus, cannot be anticipated. When they arise, they often require swift action and resolution. Moreover, these tasks can significantly vary in complexity and duration, ranging from simple quick fixes to complex problem-solving tasks that may take days to complete. Understanding these characteristics can help you better manage ad hoc tasks when they arise.

When Do Ad Hoc Tasks Arise?

Ad hoc tasks can surface at any point in a project lifecycle, often as a result of unexpected situations or sudden changes. For instance, a project manager might need to address an unforeseen technical issue, satisfy a last-minute client request, or resolve a conflict between team members. These are examples of situations that can give birth to ad hoc tasks.

Trigger Events for Ad Hoc Tasks

Various events can trigger ad hoc tasks. An unexpected change in project requirements, unforeseen issues , urgent client requests, and changes in team dynamics can all lead to the creation of ad hoc tasks. As a project manager, being prepared to handle such tasks can make a significant difference in the overall success of your project .

The Importance of Ad Hoc Tasks

Enhancing flexibility and adaptability.

Ad hoc tasks play a crucial role in enhancing your project's flexibility and adaptability . In an ever-evolving business landscape, the ability to swiftly respond to changes and disruptions is vital. Ad hoc tasks, by their nature, require this swift response. As such, effectively managing ad hoc tasks allows you to navigate unexpected twists and turns in your project journey, ensuring that your project stays on track towards its goals .

Balancing Routine Work with Ad Hoc Tasks

To maintain a well-rounded project management strategy, it's important to strike a balance between routine work and ad hoc tasks. Both types of tasks contribute to the overall success of a project. While routine tasks maintain the project's momentum and provide a sense of stability, ad hoc tasks allow for flexibility and adaptability in the face of unexpected circumstances. A balanced approach can help you effectively navigate both predictable and unpredictable elements of your project, leading to better project outcomes.

Increasing Responsiveness

In terms of project management, increased responsiveness means being able to effectively handle emerging demands and disruptions. This quality is especially important when dealing with ad hoc tasks, which are often unpredictable and require swift action . A well-managed ad hoc task can be seen as a demonstration of your team's adaptability, showcasing your ability to respond to sudden changes or unforeseen challenges. Thus, the ability to manage ad hoc tasks effectively can significantly enhance your team’s abilities , contributing to overall project success.

Building an Agile Team

A key factor in managing ad hoc tasks effectively is having an agile team. An agile team is one that can quickly adapt to changes and is capable of handling unexpected tasks or challenges with proficiency. This level of agility allows your team to navigate ad hoc tasks with efficiency, ensuring that these tasks do not disrupt your overall project workflow. Building an agile team is, therefore, a significant step in enhancing your ability to manage ad hoc tasks effectively.

Stimulating Creativity and Innovation

Interestingly, the unpredictable and challenging nature of ad hoc tasks can serve as a catalyst for creativity and innovation within your team. These tasks often require unique solutions and fresh ideas, pushing your team to think outside the box . By handling ad hoc tasks, your team has the opportunity to tap into their creative potential and generate novel solutions, contributing to the innovation of your projects.

Promoting a Creative Culture

The freedom to undertake ad hoc tasks can help promote a creative culture within your team. This culture encourages team members to propose and implement novel ideas, leading to more innovative solutions and enhanced project outcomes. Therefore, embracing ad hoc tasks can be a strategic move to foster creativity and innovation in your team.

Ad Hoc Tasks and Tools Like Edworking

Task management with edworking.

As an all-in-one remote work platform, Edworking provides comprehensive tools that can effectively support ad hoc task management. With its task management feature, you can easily create, delegate, and track the progress of both regular and ad hoc tasks. This allows for a seamless management process, ensuring that all tasks, irrespective of their nature, contribute positively to your project.

Real-Time Communication and Collaboration

Beyond task management, Edworking offers real-time chat and collaboration tools that can significantly enhance the execution of ad hoc tasks. By facilitating communication and collaboration among team members, these tools can help your team address ad hoc tasks efficiently.

Ad hoc tasks, though unpredictable and challenging, play an integral role in the success of a project. They provide opportunities for flexibility, adaptability, and innovation , and their successful management showcases a team's agility and responsiveness. By leveraging platforms like Edworking , you can effectively handle ad hoc tasks, ensuring they contribute positively to your project. So, embrace the challenges brought on by these unique tasks and discover the significant benefits they can bring to your project management strategies.

What is an ad hoc task in project management?

An ad hoc task refers to a spontaneous, unplanned task that arises due to an unexpected situation or a sudden need within a project. Unlike routine tasks that are preplanned, ad hoc tasks are introduced in response to unforeseen developments or issues, and they typically require immediate attention to ensure the smooth continuation of the project.

When should I create an ad hoc task?

Ad hoc tasks should be created when unforeseen problems or emergencies arise during a project, disrupting the initial plan. They're also necessary when there's a shift in project requirements, whether due to changes in the market, client needs, or project objectives. Ad hoc tasks help in smoothly adjusting the project according to these new conditions.

Why are ad hoc tasks important in project management?

Ad hoc tasks are critical in project management because they facilitate a quick response to unexpected changes or emergencies, thereby maintaining the project's momentum. They introduce flexibility to the project, allowing for customization to address immediate issues. Moreover, by promptly addressing specific issues, ad hoc tasks can prevent project delays, ultimately enhancing efficiency and productivity.

How can I effectively manage ad hoc tasks?

Effective management of ad hoc tasks involves recognizing the need for such tasks, creating them promptly, and using the right tools to manage them. Tools like project management software can be particularly helpful, as they allow for the tracking of these tasks, ensuring they are completed in a timely manner without disrupting other project activities.

Can ad hoc tasks affect the overall project timeline?

While ad hoc tasks are often urgent and require immediate attention, they are typically managed in a way that minimizes disruptions to the overall project timeline. Their autonomous nature allows them to be executed alongside other tasks. However, it's essential to manage them effectively to ensure they don't cause significant delays.

Are ad hoc tasks only relevant in project management?

While the term is often used in the context of project management, ad hoc tasks are not exclusive to this field. They can arise in any area of business or organizational operations where unexpected situations occur or sudden needs arise. This could include departments such as HR, customer service, IT, and more.

What's the difference between an ad hoc task and a routine task?

Routine tasks are planned, regular, and often repetitive tasks that form part of the standard operational procedures of a project or an organization. On the other hand, ad hoc tasks are unplanned, non-routine tasks that arise spontaneously in response to sudden needs or unexpected situations within a project or an organization.

Can ad hoc tasks be avoided?

Given their nature, ad hoc tasks are often unavoidable as they arise from unforeseen developments or problems. However, proactive planning and risk management can minimize the occurrence of such tasks. Nonetheless, when they do arise, managing them effectively is crucial to ensure project continuity.

Are ad hoc tasks more important than regular tasks?

Neither ad hoc tasks nor regular tasks are inherently more important than the other; both play crucial roles in the successful management of a project or organization's operations. Regular tasks ensure the smooth running of routine operations, while ad hoc tasks allow for flexibility and adaptability in the face of unexpected situations.

How can I prepare for ad hoc tasks?

While you can't fully predict ad hoc tasks, having flexible and responsive systems in place can help you respond effectively when they arise. This includes having a dynamic team that can adapt quickly to changes, as well as using comprehensive management tools that allow for the tracking and execution of these tasks.

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