Project Control
Key Focus | Key Process Steps | Key Milestones | Important Things to Do Now
Key focus: How do we keep the project under control throughout?
This is not really a phase at all, it is an ongoing process throughout the project. It is a critical element of project success. If projects are not under control as they progress it is very hard to get them back under control at a later stage. It is always easier to start out the way you mean to go on.
Many project management experts focus on copious documentation as necessary to deliver successful projects. While adequate documentation is important, it is useful to consider what 'adequate' means for each individual project. I firmly believe that if a one page diagram is sufficient to explain something then that can be considered adequate. However, some organisations respect large piles of documents and do not believe that the project is under control unless these can be produced. This is really a matter for the client, if they want to pay for unnecessary documentation it is not the project manager's role to stop them.
In reality, for most small to medium business & technology projects there are 3 key items that are necessary to keep a project under control. These items should be freely available for all project team members to view and to add items.
- issues register - don't let anyone discuss issues that are not officially logged, but do consider all issues that have been logged (even if trivial)
- decision register - get the sponsor or designated decision maker to approve all decisions in writing, that way there can be no debate on what official decisions were made & when they were made
- action items register - this is the best way to ensure people know what to do and when it needs to be done by, use it for both project team members and external resources delivering input
Key Process Steps
- Project Sponsor appointed and involved at all stages
- Clearly defined scope and S.M.A.R.T. objectives
- Regular project status reporting to Sponsor and Stakeholders
- Risk analysis and ongoing reviews
- Ongoing stakeholder involvement
- Budget management
- Schedule management
Key Milestones
- Agreed and signed-off scope, schedule, budget, quality
- Signed-off requirements, user acceptance and project closure
Important Things to Do Now
- Keep meeting and action item registers
- Keep file notes of important discussions
- Maintain a decision register for the sponsor or key decision maker to sign
