What is a project? Interactive playground
Learn → practice → apply → reflect. Figure out what makes projects different from business as usual through real scenarios.
🚀 Welcome to Your Interactive Learning Experience
Welcome to this mindcast where I share interactive learning experiences to help you apply theory into practice in an innovative and interactive way.
This isn't just another blog post. It's a hands-on way to master project vs BAU thinking through real scenarios.
🎯 What you'll do: Make decisions, test knowledge, reflect on your work
📱 Works on: Desktop, tablet, mobile
🚇 Works offline: Especially useful when on the train or tube once you've preloaded this
How it works:
- Start with "The Story" to understand the context
- Learn the definitions and characteristics
- Test yourself with real scenarios
- Make decisions as a project manager
- Check your knowledge with a quick quiz
- Create your personal action plan
💡 The magic happens in the reflection section - that's where real learning turns into action.
That freezing night in 2012
Picture this: I'm working a night shift at Finsbury Park depot, fixing track under floodlights. It's freezing cold, and I'm curious about some tracks we never seem to work on.
"Why don't we ever work on those tracks over there?" I ask my team leader.
"Because there's a contractor delivering a project to improve the platforms," he replies.
That was the first time I heard "project" used for something that wasn't a school assignment. It stuck with me. What made it different from the work we were doing that night?
That one moment sparked an obsession that shaped my career.
What is a project?
A project is a temporary piece of work designed to create a unique outcome.
- Has a defined start and finish
- Uses specific resources
- Results in a change or transformation
- Creates something new that didn't exist before
What is Business as Usual (BAU)?
BAU is the ongoing work that keeps services and operations running smoothly.
- About maintaining the current state
- Routine and repetitive
- No defined end date
- Sustains what already exists
Why this distinction matters
I've lost count of how many times I've been in meetings where "project" meant five different things to five different people. Without shared understanding, things slip through the cracks before we even get going. In complex environments, that confusion can slow things down or lead to delivery risks.
Four key characteristics that define every project
Click each characteristic to see real-world examples
⏱️ Temporary
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What it means: Has a defined start and finish. It's not ongoing like BAU work.
Examples:
- Olympic Games project: 7 years to plan and deliver, then it's over. The venues remain, but the project finishes.
- Software deployment project: 6 months to implement a new CRM system. Once it's live and handed to support, the project ends.
- Building renovation: 3-month project to refurbish an office. Start date, end date, then back to normal operations.
🎯 Unique outcome
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What it means: Creates something specific that didn't exist before.
Examples:
- New product launch: You've never launched this product before. Even if you've launched others, this one is unique.
- Custom software solution: Building a bespoke system for a specific business need that doesn't exist yet.
- Process improvement initiative: Designing and implementing a new way of working that transforms how the team operates.
👥 Dedicated resources
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What it means: Uses specific people, materials, and funding allocated for this purpose.
Examples:
- Project team roles: A project manager, business analyst, and 3 developers assigned specifically to deliver this project.
- Budget allocation: £500,000 ring-fenced for this project, separate from operational budgets.
- Specialist skills: Hiring external consultants with expertise you don't have in-house, just for this project.
🔄 Drives change
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What it means: Transforms ideas into reality, represents an investment opportunity.
Examples:
- Digital transformation: Moving from paper-based processes to digital systems changes how everyone works.
- Infrastructure upgrade: Installing new railway signalling transforms operational capacity and safety.
- Organisational restructuring: Creating new departments and roles fundamentally changes how the business operates.
Click image to zoom in
The real-world constraint
The same people often work on both projects and BAU. A maintenance engineer might support a project to introduce new equipment, then return to routine inspections. Without awareness of when the mindset needs to shift, urgent BAU issues often overshadow project work, leading to delays and misaligned priorities as projects lose focus and momentum.
Test your understanding with real scenarios
For each scenario, choose whether it's a project or BAU. Get instant feedback on your answer.
You're the decision maker
You're Alex Johnson, Project Manager. An urgent email just landed in your inbox:
Hi Alex,
We've got a critical situation in operations. The customer service system has been running slow all morning and complaints are mounting. We need 2 of your engineers (ideally James and Priya) to drop everything and help the BAU team investigate and fix this immediately.
I know your project deadline is tight, but this is affecting live customers right now. Can you release them for the rest of the week?
Need your decision in the next hour.
Thanks,
Sarah Mitchell
Operations Director
Use what you've learned about projects vs BAU to guide your decision:
The real lesson
This isn't about choosing projects OR BAU - it's about understanding both are essential. Projects create change and future value. BAU keeps the organisation running today. The skill is in finding the balance, not treating one as more important than the other.
Knowledge check
Test what you've learned. No pressure, this is about building practical judgment.
Your reflection
The best learning happens when we connect new insights to our own experience and commit to action.
📝 Key takeaways
Tick each one as you reflect on what it means for your work: