Transform Guesswork into Precision: Mastering Project Tracking for Unprecedented Success in Project Management!
In the absence of a baseline or consistent tracking, any answers given to the progress question would be speculative at best.
In my experience, teams generally excel at tracking at the project's inception. As the project progresses, the immediate tasks tend to supersede tracking, leaving the reporting to fall by the wayside. Despite this shift, as a project manager, the necessity for this information persists.
Four strategies can amplify the efficacy of tracking, thereby enhancing the quality of reporting and communication:
1. Enhance Visibility: A common reason for dwindling interest in tracking is the perception of having nothing substantial to report. If the reporting requirements demand significant accomplishments before anything can be reported, team members may feel their work is undervalued. Breaking down deliverables into smaller tasks creates frequent reporting opportunities, keeping the team engaged and the stakeholders informed.
2. Simplify the Process: If your project doesn't mandate specific reporting formats or templates, involve your team in designing the process. This could be a shared spreadsheet, a physical log, or daily email updates. Garnering input can foster a sense of ownership and encourage compliance. Even within rigid reporting structures, it's beneficial to get feedback from the team on how to streamline the process.
3. Provide Purpose: An organization I once worked with saw team members complain about tracking, believing that the information provided was never used. In reality, senior management was using the data for various decision-making purposes. This disconnect between the project teams and the management resulted from a lack of transparency about the use of reported data. Ensure that team members understand the implications of their tracking efforts. Who sees their reports? What decisions are made based on their input? How might it impact the project or their roles? Understanding the value of their contributions can transform tracking from a tedious task to a valued responsibility.
4. Promote a Safe Environment: Once the team is aware that their tracking data is being utilized, it's important to communicate that reporting accurate data is more crucial than reporting pleasing numbers. Effective reporting encompasses both success and failures. Team members should be encouraged to report issues without fear of blame, with the assurance that the response would be supportive, focused on solutions rather than seeking a scapegoat. A safe reporting environment encourages honest reporting, which is key to effective project management.
Tracking might not be the most glamorous aspect of project management, but these strategies can instill a greater appreciation for this critical practice, leading to improved project outcomes.
Have nice projects.
Grp2ALL
About the Authors
All the writers in this blog are certified Project Management Professional with over a decade of experience in the field. They have managed various successful projects in diverse industries and now share their knowledge and insights through writing and teaching.
