Blog for Project Management Practices by Pravin

It really becomes important to keep track of all projects, when you are responsible for multiple projects. You know teams are doing great they are capable of doing what is required though being a leader you need to make sure things are in right direction.

How frequently you keep reviewing the items in different projects and how early you want to review before it slips.

It really becomes important to keep track of all projects, when you are responsible for multiple projects. You know teams are doing great they are capable of doing what is required though being a leader you need to make sure things are in right direction.

How frequently you keep reviewing the items in different projects and how early you want to review before it slips.

Created some basic rules should be useful for everyone.

a. Always create a reminder list for each milestone and set two reminders one is before the n days and another 1 day before. Before n days to give enough time to review.

b. Use tools to set tasks and reminders for yourself and your team. Create one distribution list of Email address that goes to everyone in team.

c. Always keep two sets of task list for yourself 1. Regular, when you review each project on a fixed duration. 2. When you review critical items on demand.

d. Apart from your deliverables, you need to plan for Performance Reviews, Training of resources, holidays and your own activities. Set a frequency to review such items once in a month and don't forget to add a reminder.

Use whatever tools you like and are more comfortable using it but the use is most you cannot remember everything.

Created some basic rules, should be useful for every one.

a. Always create a reminder list for each milestone and set two reminders one is before the n days and another 1 day before. Before n days to give enough time to review.

b. Use tools to set tasks and reminders for yourself and your team. Create one distribution list of Email address that goes to every one in team.

c. Always keep two set of task list for yourself 1. Regular, when you review each project on a fixed duration. 2. When you review critical items on demand.

d. Apart from your deliverables, you need to plan for Performance Reviews, Training of resources, holidays and your own activities. Set a frequency to review such items once in a month and don't forget to add a reminder.

Use whatever tools you like and are more comfortable using it but the use is most you can not remember everything.

It always remains an art to report the current health of your project to your stakeholders. If this is done carefully and diligently, it helps a lot and reduces the follow-up questions.

Few tips from practices following/followed:

Try to include the status of last week's target and you have any unplanned tasks accomplished. No one likes to postpone the planned tasks for unplanned tasks but if it adds value in any form, which can be shown in report, justifies everything.

Define the next week's targets with risks and expectations. Do not give warnings as these items are planned by you!

Most important part of any status report are incomplete items, which could not be completed due to any reasons. You must highlight these with clear reasons and do not forget to give the next target date for each of these item.

Do not forget to include summary or comments for each of these items.

It is always beneficial to include occurrences of formal discussions/meetings happened with Stakeholders with dates. I used to provide duration but that could be optional. 

<<Week Summary>> <<Week#>>

<<Activities Planned, Completed/Progressed>>

      <<Activities Planned, Not Done>>

       << Activities – Unplanned, Completed>>

<<Activities Planned for Next Week>>

<< Issues/Comments>>

<< Meetings and discussions>>

Hope this is useful. Share your experiences as well.

Multitasking – Reality or Myth 

Organizations want their resources to multitasking. Is really feasible? Can human brain do parallel processing. Not at all possible; brain can not do the parallel processing. 

What does it really mean multitasking? Handling different tasks from different buckets such a way that all task from each bucket is done with full control over bucket. 

How it can be done?

Prioritize – Tasks from each bucket must be prioritize such a way….one bucket at a time
Do – Some tasks must be done by you!
Delegate – Delegate to your team!
Review – Review progress of each bucket….set Frequency..May be daily, once in two days, weekly, M-W-F
Re Prioritize – Again, if something doesn't work

All buckets are becoming Empty!