Dennis DavisConsultant| Davis ConsultingAntioch, Ca, United States
Hello All,
I've noticed throughout my career that one of the most used yet least talked about tools is an action item list. If your like me, you probably have just gone into Excel and created a new action item log for each project or maybe you were feeling adventurous and you built a really cool Access database. But just today, an apple fell on my head and it occurred to me, 'if I spend so much time in MS Project anyway, why not build an action item log right in there and save 1 extra trip through my windows explorer?' OK, first comes the disclaimer: I fully realize that probably many of you have done something similiar before and its nothing revolutionary but hey, just let me bask for a day in my own brilliance!
Anyway, what I did was to use the standard Gantt view and took the following steps:
1. Changed task name to Action Item
2. Changed Resource name to Owner
3. changed start date to Date Assigned
4. Used Date1 field for Due date
5. Added Text1 field for 'Open/Closed'
6. Added the notes field
7. Used baseline finish date field and changed name to Date Resolved
Incredibly quick and easy but wow, now I've got a nice, handy action item log right in project. In fact, I even used 'text2' field and renamed it project so I could add items for multiple projects.
Has anyone else out there done something similiar (perhaps even better) that they would like to talk about? Is this even a tip that others would find helpful? I've attached a file to show how it looks.
Feel free to write back as I finish my day of brilliance! :-) Saving Changes...
Evan SandersProject Manager| Health CatalystUt, United States
Nice work Dennis!
I admit that I have primarily used Excel as my tool for action item management, as well as various web-based tools (e.g. Basecamp) and even just tracking short-term items through an email thread.
My decision on which tool to use is based not just on what is easiest for me, but what will be most convenient to the people who need to review and follow up on their action items. In my current environment, most project team members do not use MS Project, therefore I would probably fail if I tried to distribute an action item list in this format. I found that Excel or other common formats is beneficial since almost all project team members use these tools regularly. I can then avoid the problem of somebody saying "sorry, I didn't see where that item got assigned to me".
My lesson learned for action items is to consider the needs of the project team and then use a format and method that provides for effective communication. So even if I could save time by consolidating action items into MS Project, I would probably end up losing time by the additional follow-up needed with the owners of the action items. Saving Changes...
