The Beauty of Project Management

When most people think of project management, they think of fields like IT, construction or engineering. However, the same methodologies are also applied in other industries such as cosmetology, retail and education. Whether you realize it or not, you may be using project management in your industry.

That’s why I decided to get the CompTIA Project+ IT certification, even though I don’t work in IT. My background is primarily a mixture of the beauty industry, event planning and business. A bit eccentric, but that’s what makes me unique! Read more to see how I apply project management skills to hairstyling.

Defining the Project

A project is a temporary endeavor that has a definite start and end date. In my world, that’s someone requesting a hair service. For example, let’s say a client books an appointment for 1 p.m. to have her hair colored and styled for an evening event, and she needs to leave the salon no later than 5 p.m. In this example, the project is the color and style and the start and end time is 1 – 5 p.m. on the same day.

Validating the Project/Business Case

This is where we answer questions like: What prompted the idea? What’s the reason?

As stated above, the client has an event to attend, and she wants a new look. She wants to show up and show out!

Understanding the Project Management Knowledge Areas

The project manager oversees every aspect of the work required to complete the project by using a variety of tools and techniques.

In my case, the project manager is the cosmetologist or hairstylist. Just like any other project, the knowledge areas many not have equal importance on every project or service.

Here are the 10 project management knowledge areas as they may pertain to cosmetology:

1. Integration Management: Helps the business/salon by gaining clients, meeting the salon’s objectives and meeting stakeholder (the client getting the service) request(s) for service.
2. Scope Management: The details of the hair service and the course of action. In this case, it would be a “client consultation form.” This form would include key deliverables (hair color processed correctly) or milestones (hair treatment is completed), an estimate of the cost for the service ($425) and may include total salon time (about 3 hours).
3. Time Management: Time management means managing the salon/appointment book – in other words, your schedule –for the day or week and keeping track of how much time is left to complete the service before the next client arrives. This includes knowing how and when to book clients and services.
4. Cost Management: In other words, this is keeping track of expenses. This may include opening a new location, adding services to the salon menu, remodeling the salon or purchasing additional supplies or tools. Going back to the hair coloring service, if my budget was $100 to get supplies to perform the service, I need to be mindful of that figure and stay below $100. Determining how much to charge the client for the service plays a part in this as well.
5. Quality Management: You must pay attention to time, especially when performing chemical or intense hair services. Another example is lightening the hair. You don’t want the lightener to process too fast because that could weaken the hair strand (a risk) causing excess breakage and resulting in a poor-quality hair coloring service and damaged hair. You must ensure you are monitoring and controlling the service at all times.
6. Resource Management: Following proper appointment-setting protocol will make a world of difference. Confirming a stylist is available to perform the service and has adequate time available before booking the appointment is key. Resource management also includes ensuring you have the right tools to perform the service (the color in stock), supplies needed (gloves, towels) and equipment (blow dryer).
7. Communication Management: Make sure both parties are on the same page. One of the first things I do is have my client sign off on any forms or service agreements before services begin. The last thing you want to do is start the service and surprise them with the bill when it’s checkout time. While the service is underway, I also make a point to keep the client updated and ask for feedback. When the service is complete, I make notes about the service and formulas used and then archive that in my files. During checkout, I re-book the client for their next service. The final step in the process is to follow up with the client within a week to check in with them.
8. Risk Management: Managing risk in a salon presents in a number of different ways. First, I make sure the stylist is not running behind to prevent a schedule backup for the rest of the day. Of course, the client could be late or not show up at all. Another example is realizing the salon is running low on – or completely out of – the supplies you need. To prevent these scenarios, you must manage your book correctly, reach out to clients to confirm appointments and perform routine inventory controls.
9. Procurement Management: In most cases, the supplies and tools you need to perform a service are readily available in the salon. However, if a specialty service is desired – for example, a customized wig application – you’ll have to procure the wig from somewhere else. Once the wig is sourced, you are now ready to proceed with the service. Of course, this requires some advanced planning.
10. Stakeholder Management: Keeping updated data regarding customers is important. For the most part, this piece is used for client information management, marketing purposes, tracking address changes and communication preferences.

Stakeholder Roles and Responsibilities

A stakeholder is a person or firm that has a vested interest in the project. In other words, they have something to gain or lose as a result of performing the project.

These people can be identified in the salon in the following ways:

• Customer: The person who is getting their hair done
• Project Sponsor: The salon owner or manager – the stylist could also be the project sponsor if he or she is an independent contractor
• Project Manager: The cosmetologist/hairstylist – the person who will be performing the service from start to finish
• Project Coordinator: The salon assistant helping the project manager with all aspects of the project
• Project Scheduler: The receptionist, or the person responsible for maintaining the schedule
• Project Management Team Members: The shampoo person, a hair braider for extension services or color bar dispensary person – to name a few
• The Project Management Office (PMO): The salon office or receptionist’s desk – any past, present and future services would be stored in the salon point of service (POS) software system or in file cabinets

As you can see, project management is heavily used in the hair industry. While it all begins with someone wanting to get their hair done, the project management steps outlined above must be considered to result in a happy customer.  

Sometimes you don’t even realize that you are following these project management channels. It took me a minute to recognize that I was doing more than making people look and feel beautiful. I have always been, in fact, following a project management protocol – and  that’s the beauty of it.

CompTIA Project+ covers the project management skills needed to manage small- to medium-sized projects – in IT or other industries. Download the exam objectives for free to see what’s covered.