Alexandra Faunce October 31, 2020 Project Management
A detailed schedule is one of the best tools that a project manager can have. By scheduling yourself in advance to do all of the necessary management tasks, you stay much more organized throughout your project. You know exactly what you need to do to get started, what you need to do for the planning stage, and so on. Plus, before you commence work on your project, you can ask yourself: how often do I want to meet with my team? how often do I want to conduct project reviews? and schedule yourself to do these periodic tasks.
Most larger organisations have well developed and run IT departments. They usually have formal project offices with established plan templates and standards, with project office staff and automated plan analysis systems (for example seeking orphan tasks / missing dependencies and so on to measure overall `plan quality`). Smaller organisations - for example, `IT solutions houses` - may lack this level of sophistication but will certainly use detailed project plans.
Then you bring in your techies to ask them to prepare a project scope document along with a report, in which the specific technologies and the steps to carry out the plan are decided. The scope and the feasibility of it are studied and a decision on whether to take it up or to pass on the offer is made. This official document contains everything from primary goals of the scheme to the deliverables expected of it. Once the document is perused and the upper management gives it a green signal, the project is considered as taken!
Online tools for projects allow business groups or teams to collaborate, coordinate and track the progress of their projects using a centralized system. Unlike traditional tools, web-based management tools are automated so as to ensure a more productive and efficient management of a project. Managers who want to be sure their project management process is more effective and efficient opt for a system for managing their project. Usually, the size of the project and the budget will often determine the project management tool used by the managers.
The next phase is the execution phase. Here the project must be monitored and managed. A schedule is derived which includes work breakdown, followed by allocation of tasks to people, allocation of resources and finally setting up deadlines for tasks. It is very important to have both a short-term goal and a long-term goal. While the long term goal is to get the product done, the short goals must be imposed by the project manager, who helps in guiding and motivating the members of the team working on the plan. Two important documents namely the issue log and the risk log which are both maintained by the project manager. The issue log keeps track of issues raised by the stakeholders and the risk log considers the vulnerabilities of a system.
All projects have control points and required deadlines, where progress is monitored and measured. In the event that a deadline is missed then the overall impact on project completion time can be assessed, and if necessary new timetables drawn up, re-negotiated and agreed. Action Plans are lists of tasks/individual actions that are carried out to achieve a single and objective or outcome - in this case, the specific project. Action Plans focus on the achievement of a single goal, the action may then be translated in to a to-do list/diary cum calendar which cover many goals.