How to Create Project Request Forms5 simple steps to calm the chaos of incoming work requests

IntroductionWhether you receive your project requests in the form of last-minute phone calls, IMs, hallway conversations, emails, meeting shout-outs or some other form of interruption, they make everyone miserable.That’s usually due to a complete lack of process something you can easily fix. It all begins with a great request form. Following are a few tips to get you started on your project request forms…

Tip #1: Apply the Goldilocks PrincipleWhen you build your request form or creative brief, stick with the Goldilocks Principle—not too long, not too short, just the necessary information. If you ask too much, your requestors won’t take the form seriously, and if you ask too little, the request form won’t do its job for you.

Tip #2: Focus on the factsWhen you build your request form, focus on the standard information: what, where, when, and how…

A. What is being requested?Depending on the type of deliverable you create, you’ll want to ask for details about the project itself.For example, if you’re being asked to build a brochure, you’ll want to ask about copy length, brochure design, etc., to help you in the creation of the piece.

B. Where will it be used?This is where you’ll get information about the usage of what you create.For example, if you’re asked to create a new shared folder, you’ll want to know who should have access, how large it should be, and whether it requires outside access.

C. When will it be used?This is obvious—you’re asking for a date.Too often, however, this question is answered with “ASAP.” That’s not a useful answer.Insist that you get actual calendar dates, and work with your teams to make sure they don’t pad the date unnecessarily and create a rush.

D. How will it benefit the business?This is the hardest question to answer, but it’s the most important when you’re assessing your work requests. If your requestors can’t answer this question—and answer it well—then they haven’t thought through the request and may need to go back to the drawing board.When the business benefits roll up to team/department/company KPIs, you know you’re working on the most strategic work first.

Tip #3: Make the request form useful to youRequest forms have a two-fold purpose: first to give you and your team the information you need to kick off a project, and second, to give the requestor an opportunity to define the project.Ensure that your request form gives you the information you’ll need to get a project started without a lot of additional detail from the requestor.

Tip #3: Make the request form useful to youFor more complex projects, you’ll likely need a kickoff meeting to get all of the team members aligned around project details and deadlines.

Tip #4: Create the minimum necessary variablesIf you have certain request types that are wildly different from others, definitely create separate request forms (see #3). However, the more variations you have, the more confusing and complicated the process will become for your requestors.Keep variations to a minimum and make it easy for your requestors to tell one from another.

Tip #5: Establish a submission processNow that you have a request form/creative brief, you need a set way to submit that information to your team or project manager.Make sure that the process you set up cant be ignored or overlooked. For example, asking people to add request forms into a shared folder won’t work unless the project will receive an alert that it was uploaded, or if they have a process to routinely check the folder for request forms.

Getting back to sanityBy following these five simple steps to set up a clear work request process, you’ll be able to document and define the work in your queue and cut back on the unnecessary requests that weren’t thought out to begin with.It’s a step in the right direction to a more sane work experience.