Lesson Learned #3 - Tracking Issues

Every project has many issues.  Some have a few; can count by the fingers, while others could have overwhelming numbers over the life of a project.  Project issues include specific problems that need to be resolved by the project manager, project team, concerns raised by management or external parties that required consideration by the project team, legal compliance issues to be resolved and tasks that need to be finalized prior to Cut-Over (Go-Live), especially if they will be a risk to the successful completion of the project.

 
Project issues should be discussed, communicated, resolved amongst project team and as a practical project manager; we need to track in some fashion such as Google docs Project Tracking Issue Template
 
One of key advantages by using Google docs, the issue tracking can be shared and updated real-time by project teams so as a project manager, we can update quickly. With Google Docs, the tracking issue could be updated with new issues and also update for any updates/resolutions to existing issues amongst team member. 

Generic entity for project tracking issues such as (with Google docs, the field can be customized as required):

• Issue ID
• Issue Title / Summary
• Description
• Date Issue Raised (and possibly who raised the issue)
• Priority (e.g. High, Medium, Low)
• Assigned to/Responsible Person for resolving issue
• Due Date
• Status (e.g. New, Open, In Process, Resolved, Closed, Deferred, etc.)
• Comments
• Resolution Steps

Being practical project manager, we must be able to communicate these issues those who have a material interest in the project including the project team periodically, project management meeting (involve many parties), steering committee meeting.  They look to the project manager for a status of the project; communicating issues and the plans to resolve and mitigate issues is of primary importance to these entities.

Since issues is daily bread and even potential showstopper of any project, the key role of the project manager to handle and communicate issues is cornerstone of project management.  By successfully addressing and managing issues in a timely manner, the project has a greater chance of success to Cut-Over (Go-Live) and beyond.

Coffee Time

For project management, there is two type of meeting, which is formal meeting and informal meeting. Formal meeting normally such as periodic project meeting, Steering Committee Meeting, etc. The interesting one, during the project, we have also informal meeting, let’s call it “Coffee Time”.

Coffee time is very useful media to interact, communicate, discuss, debate to find solution, conclusion, alternative, comprise that makes project runs smoother. During Coffee time, people tends to relax, loosen up, easy to communicate with, laughable and in that moment as a project manager, we can use it to know more about project team member, their interest, hobbies, make joke out of problem, discuss problems/challenges, solutions, literally anything and that is crucial to make more bonding amongst project team members.

Coffee time does not merely have to be in the coffee shop and drinking a cup a coffee. Coffee time is just symbolic moment that as a project manager can use it, in non-formal mode, to discuss anything to make more bonding amongst project member so the project can runs smoother.

Have a good Coffee Time!