- Key Point: Save time by using MS Project to automatically mark tasks that have failed to complete on time
On large projects that I've managed (200+ line items), it's always been a pain and a time-waster to actually read the "Finish By" dates to see if any particular task is late. I've seen some PMs who would, before their weekly status call with stakeholders, manually read through 100+ line items and manually highlight late tasks in red! And then on their status call, would ask the respective owners to provide new ETAs so the tasks would be on track.
But there's a better way of showing late tasks.
Automatically indicating which tasks are late in finishing is easy to implement: five minutes at the most. Moreover, as shown in the screenshot, MS Project has some nice visual indicators that you can use to indicate four states:
- NO BALL: Task has completed
- GREEN BALL: Task still has a chance of finishing on schedule
- RED BALL: This really late task has missed planned finished date by more than a few days
- YELLOW BALL: This semi-late task is missing planned finished date by 1-3 days
As you can see, it's easy for the eyes to focus on all the really late tasks (RED BALL) and semi-late tasks (YELLOW BALL). And in future posts, I'll show how you can filter on really late or semi-late tasks: management will like this filtered view since they're only in interested in focusing on problem tasks (late & semi-late tasks).
ReplyDeleteTag: PM202A52. Let me share all of you about #5 Tips for Project Management Success,, I hope you enjoy it
1. Plan your day using time management techniques
As a project manager, time management skills are essential because you are dealing with a wide range of tasks that demand a quick turnaround time. Planning your day will go a long way in keeping you organized and increasing your productivity. Assist your task planning by using project management software which helps you track the work of you and your team.
If you are not very tech savvy, a simple to-do list can also be a great organizational tool. Prioritize your most important tasks by putting them at the top of the list and less important ones at the bottom. Having a visual plan of your daily tasks helps to keep you on track and aware of time.
Related post: Free ebook 104 secrets to become a great project manager
2. Include stakeholders in important project conversations
While you will have plenty of responsibilities regarding the project, don’t neglect your clients.
Good communication is essential is keeping both parties informed of project progression, curtailing scope creep, and apprised of changing requirements. Some clients may have different expectations when it comes to communication, so make sure to establish the frequency and type of communication (like emails, phone calls, and face-to-face conversations) at the beginning of your project.
Establishing communication expectations early helps alleviate stakeholder uncertainty about communication frequency and delivery.
3. Regularly communicate with your team
Daily team communication helps keep misunderstandings and unclear requirements under control. Keeping your team informed in every step of the project is essential to project management success.
For example, a study published by Procedia Technology found that good communication skills were the cornerstone of project management. The study examined over 300 “construction project managers, architects, construction managers, engineers and quantity surveyors” and their successes and failures on various construction projects.
4. Anticipate project setbacks
Even the best-laid plans often go awry.
Remember that even with a high amount of planning and attention to detail, your project may still encounter some challenges. Pay attention to complaints from stakeholders or colleagues, and other warning signs, like a missed deadline or cost overrun, that there may be a problem.
Preventing a crisis will keep your project running smoothly, save you a lot of time, and keep you, your team, and your stakeholders confident in progressing with the project.
Unfortunately not every complication can be avoided. Crisis management skills are essential for dealing with the unexpected. Project managers need to be flexible and pragmatic. Improvise and make sharp decisions when needed.
Related post: 92 free project management templates
5. Stay focused on the details
A common problem project managers encounter is having the project aims not aligned with the organization’s objectives. A great project manager will strategize a plan for the project to lead back to the overall success of the business.
Know your project’s scope by heart and avoid wandering outside of the project’s requirements. It’s too easy to get lost in minor details and forget what your focus is, so a well-planned project scope is essential for success.
And final, you should use KPI to measure effectiveness of the project, here are full list: 76 project management KPIs