Project Management

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Preparing your project for any possible absences

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Tim PM Project Manager| NHS Yes, United Kingdom
There is obviously a risk currently that Project Managers may be suddenly unavailable to continue with their projects, due to illness or to being transferred onto more critical projects. What are the minimum preparations everyone should be making for this eventuality, so that another PM could pick up the project with the minimum of disruption. Any additions to this are welcome:

Ensure the following are up to date and located somewhere accessible:
• PID
• Project Plan
• Issue and Risk logs
• Contact list
• Recent highlight reports
• Timesheet system
• Financial Status report
• List of upcoming meetings
If you have a PM Information System then update that too.
Review the current issues and resolve as many as possible
Brief the Sponsor and other key stakeholders

What have I missed? All thoughts welcomed
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Michael Delaney Partner| Delaney Management LLC West Chester, Pa, United States
Mar 23, 2020 1:31 PM
Replying to Thomas Walenta
...
1. Establish a succession plan for the project manager and for key people on the project. Including the process to replace a role.
Look at the existing team, the organization, outside.
Potential successors should agree to this and get an introduction if possible.

2. if onsite, work in two shifts, so they shift teams do not infect each other

3. go back to the portfolio owner and make them establish a risk response if project resources are reduced overall and might need to be re-allocated - which projects to continue, which ones can be stopped - delayed or cancelled

4. besides documentation, make sure you own the deliverables as they are produced - some contracts only shift ownership when the project closes (e.g. do you have access to SW code, even before it is tested and handed over)
Well organized response and spot on
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