Is It a Project or Not? (And Why You Should Care)

Before we dive into project management together, I have an important question: Is what you're working on actually a project?

To figure that out, let’s go straight to the source—the Project Management Institute (PMI).

According to PMI, “A project is a temporary endeavor undertaken to create unique products, services, or results.” More specifically, a project consists of structured tasks, activities, and deliverables executed to achieve a desired outcome.

That’s the official definition. But here at Out of the Paper Bag, we like to keep things simple. So let’s break it down:

Is It a Project? Ask Yourself These Two Questions:

☑ Is it temporary?

☑ Does it create something new or implement a change?

If you answered yes to both, congrats—you’ve got yourself a project! 🎉

And yes, this distinction matters. If it’s a project, there’s a framework for that. But if it’s not a project and instead just a process, don’t overcomplicate it.

Project vs. Process: What’s the Difference?

A project is temporary and creates something new. A process is ongoing and repetitive.

To keep it simple, ask yourself:

☑ Is it ongoing?

☑ Is it repetitive?

If you answered yes to both, congratulations—you have a process, not a project.

And that’s important because you don’t want to use the wrong tool for the job. Think of project management as a new tool in your professional toolbox. Just because you got a shiny new hammer doesn’t mean everything is a nail. 🔨

Now, let’s hammer that point home (sorry, I couldn’t help myself) with a few examples of what isn’t a project.

Not Everything Needs a Gantt Chart

Just because something feels overwhelming doesn’t make it a project. A long to-do list doesn’t automatically turn into a “multi-phase strategic initiative.” Sometimes, it’s just a lot of work that needs a checklist, not a project plan.

💡 Example:

✅ Project? Launching a new client onboarding system.

❌ Not a project? Cleaning out your inbox (even if it feels like an archaeological dig).

If It’s Routine, It’s Probably Not a Project

Projects are temporary and unique—they have a clear start and end. If you’re doing the same thing every week, that’s just operations. Don’t turn routine work into a project unless you really want to spend time writing a charter for “Operation: Weekly Team Meeting.”

💡 Example:

✅ Project? Designing a new company-wide training program.

❌ Not a project? Sending the same weekly report you’ve been sending for three years.

If There’s No Change, There’s No Project

Projects create something new—whether it’s a product, service, or process. If nothing is changing, you’re just maintaining the status quo (which, while important, is not a project).

💡 Example:

✅ Project? Implementing a new software system for HR.

❌ Not a project? Logging into the old system and hoping it still works.

Just Because It Has a Deadline Doesn’t Mean It’s a Project

Yes, projects have deadlines. But so do dentist appointments, tax returns, and that friend’s birthday dinner you totally forgot about until your calendar reminded you (again). Urgency does not equal project.

💡 Example:

✅ Project? Organizing an industry conference.

❌ Not a project? Trying to get across town in rush hour because you’re late (again).

Let’s Wrap It Up

At Out of the Paper Bag, my goal is to make project management as accessible and straightforward as possible.

✅ If you have a project, use project management principles—they’ll help.

❌ If it’s not a project, don’t overcomplicate it. Mislabeling work just makes things harder than they need to be.

When people confuse projects and processes, it creates unnecessary complexity—which can make project management feel burdensome instead of helpful. That’s the last thing we want!

So, when in doubt, ask yourself:

✅ Is it temporary?

✅ Is it unique (not routine) or does it create change?

If yes, congrats—you’ve got a project! If not, stop making it harder than it needs to be.

👉 Want to make things even easier? Subscribe to my blog! Let’s get you out of the paper bag and into project success. 🎉

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Disclaimer: The views and opinions expressed in this blog are solely my own and do not reflect the views, positions, or policies of my employer, DLA Piper. The content is for informational and educational purposes only and should not be considered professional or legal advice.