I recently had a conversation with a friend of mine about what makes a great project manager. It was prompted by her experience with a poor project manager, and the frustration caused when information is unevenly communicated throughout the team. The situation caused me to think back over my own good and bad experiences with project management – and I came to the realization that the “great” experiences weren’t the projects that had no risks or issues (does that ever happen?), but rather those projects where the project team was able to effectively and clearly communicate the issues to all relevant parties in a timely manner.
Keeping track of project risks isn’t easy. Project teams relying on email might struggle to compile a complete list of all of the open issues, while other teams use shared spreadsheets where team members can update the status of each issue as things change. (If your team is anything like most project teams I’ve worked on, there’s a fight to update that one shared spreadsheet the morning before a weekly status meeting!)
policyIQ can make it much easier to track project risks – and the impact they might have!
Email and spreadsheets can be effective for small projects, but as a project gets larger, those methods become unmanageable. For those larger initiatives, consider how policyIQ can help you to track those issues.
In simplest terms, you may simply choose to create a Template for Project Issues, with fields to capture the Severity of the risk, the Description of the issue, the Impact on all areas of the project, and the Remediation Plan currently in place. You’ll probably also want to track the person responsible for managing the issue and the dates when the issue is expected to be resolved.
Allow every member of the project team to enter Issues into policyIQ, and be sure that they continue to update those Issues as the situation changes or dates get shifted. Before a weekly status meeting, run a report of those issues and be sure to review the entire list of issues with the team. If an issue impacts more than one area of the project, be sure that all team members are up to date on the status and what they can do to work around it or help to resolve it.
Take it a step further by Linking Issues to Tasks
If you want to fully utilize the capabilities of policyIQ for project management, track Tasks, as well as Issues. (Along with Milestones, Deliverables, Meeting Minutes and more!) When an issue is documented by a team member, she can link that Issue page to all of the Tasks that may be affected. If the Issue is a delay in development of an application, for example, items in testing and training may be affected.
When running the weekly list of Issues, create a report that also shows all of the Tasks that are affected by open Issues to be sure that all Tasks are updated with appropriate dates and next steps.
Stay tuned for more!
In the next few weeks, we’ll bring you more ideas for using policyIQ for managing projects and initiatives, such as how to utilize RSS feeds or Custom Alerts to push status reports out to management groups automatically – and how to use forms to gather information from team members.
Questions? Contact our support team and we’ll be happy to help you!
Ideas? Let us know in the comments section how you might use policyIQ to manage your internal projects and initiatives!
And don’t forget to register for our CPE training event on November 18th!