What if your Project Management System were more effective? How much more would you and your team accomplish? How much time would be saved and other waste reduced?
Here’s a checklist of important steps in project management. If only one of these ideas can be used to improve your System, you will have made it more effective. (If your current Project Management System does not contain most of these elements, contact me about how to easily implement a System.)
1.Project name — Each project should be given a descriptive name.
2. Responsible party — This is usually the Project Leader/s.
3. List of tasks per project PLUS expectations for each — Each project will have a list of tasks. It is important that any and all expectations or standards be communicated in writing.
4. Start date — For each action
5. Due date — For each action
6. Resources — What resources do you need for each action? List them. Create a New Task within the Project if you need to secure additional resources.
7. Project Notes — This step is crucial. Each person is to take a moment to record his/her actions taken in regards to each task. It is equally important that the person sign his/her name and date the notes! Each person on the project is to take personal responsibility for doing his/her part and communicating all the info necessary so others can do their part.
8. Check for OTIF — Ultimately this is the Project Leader’s responsibility; however, we strongly suggest that each person on the project take responsibility for determining if the project is being completed On Time and In Full (or per specifications).
9. Make necessary adjustments — This step reminds the team to make adjustments as needed to complete the project OTIF.
10. Record date completed — Recording the date (and time if important) that the project is completed brings closure to the project. It’s also important to remember to celebrate the completion of those projects that took extra time and effort!
These steps are built around the Continuous Improvement model, Plan, Do, Check, Act/Adjust (PDCA). Steps 1-6 are the planning phase. Step 7 indicates what is being Done. Check at step 8 and Adjust at step 9. Step 10 can serve as an additional quality check as well as project closure.
One final thought. Some people think Project Management has to be complicated. Good news: It really doesn’t. A very important part of good project management is being disciplined enough to make notes, which can be taught and practiced.
Our Project Management System workshop can be taught in-person or by video conference. In addition to the workshop, we include the Umberger Project Management System and resources for other systems that can be modified to fit your projects. Contact Jo at JoUmberger@TrainSpeakCoach.com to discuss how improving project management can improve productivity and efficiencies. Check out clients’ results
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