Project Management Central

Please login or join to subscribe to this thread

Practice Areas: Change Management, Communications Management, IT Project Management
Stay on top of Action Items list(s)?!
Network:2634



How do you as Project and Program Managers stay on top of multiple projects action item lists. In some cases, many of the action items actually sit with other people. I've tried spreadsheets, One-note, Outlook tasks, and Trello, only spreadsheets or status reports seem to have really stuck for me. I'd love to hear what others have been successful with.
Sort By:
Page: 1 2 next>
Network:195



I track all action items in a separate MS Project file that I keep on my local machine. Many of the action items have dependencies, so MS Project works well for me. I use a custom field to denote to which project each action item belongs, and I can create custom filters and groups to help me track the items.
Network:1134



I track the project on separate MS EXCEL sheets which i can access 24/7 on mobile and update it regularly. Like Eric i also use a custom field to denote to which project each action item belongs, and I can create custom filters and groups to help me track the items.
...
1 reply by Eric Simms
Mar 22, 2017 8:15 AM
Eric Simms
...
MS Excel's easy accessibility by a wide audience is definitely a point in its favor; I have to export my MS Project action items when I want to share them. The only thing that makes me still prefer MS Project is its date scheduling features. For example, when someone takes longer on their action items than they thought, I can easily change the duration of the action item and observe the impact on associated action items.
Network:195



Mar 22, 2017 7:45 AM
Replying to Mudassar Khan
...
I track the project on separate MS EXCEL sheets which i can access 24/7 on mobile and update it regularly. Like Eric i also use a custom field to denote to which project each action item belongs, and I can create custom filters and groups to help me track the items.
MS Excel's easy accessibility by a wide audience is definitely a point in its favor; I have to export my MS Project action items when I want to share them. The only thing that makes me still prefer MS Project is its date scheduling features. For example, when someone takes longer on their action items than they thought, I can easily change the duration of the action item and observe the impact on associated action items.
Network:2634



Excellent ideas Mudassar and Eric. Can I ask you to take it one step further? What are your primary fields that you are using? Project name, owner, action, status I imagine...
Network:1070



If the organization uses SharePoint, then I'd suggest a simple task list in SharePoint. Provide everyone access, and also mobile accessible. This centralizes the content, reducing overhead, duplicates, etc.

@Eric, you could also sync your MS Project with the task list, or create in SP, and open/edit in MS Project, using the reporting feature to track some metrics.

Additionally, you can use the timeline feature of both SP and MSP to visually depict movement on a task.

@All, of course you can also export your SP list to excel if need be.
Network:1610



Normally three places; meeting minutes to document the action item, issues and risk logs.
Network:88



I use a mixture of Microsoft OneNote and use the Task option in it so i can integrate it with the task list in Microsoft Outlook. Then I get in the habit of that being the first thing I check when I get in to work in the morning.
Network:208



Any tool can be used excel,one note, ms project...

If the concern is not able to manage/follow up all items that is different problem than just a tool/list
Network:193



We are all in the same boat. Trying to find that perfect "tool" that is as accurate and easy as possible so we don't get projects that run off the rails.

I personally use a combination of MS Project and internally created MS Excel sheets with action items (with check boxes and notes which include but not limited to: cost, schedule, manpower, and deliverables status bla bla) which are tailored to the individual projects which I have in the tabs. As project progresses, I go through the schedule and any cost reports and check off what is completed or not and make any notes which are used for my weekly reports.

I also do on the ground assessments, which is casual questions and discussions with team members NOT necessarily the project leads. The meetings with the project leads are once/week and I match up their reports with what I solicited and where my trusty schedule and excel sheets say I should be and what is coming up.

Great question.
Network:2634



Great points everyone, Andrew wish we had SharePoint, I do love the task list. Marcus, your combination of Excel and MS Project is great for juggling multiple projects. Justin, I had no idea OneNote had a task option, I'll check it out!

Certainly, these are just tools. Often though, I find that no one ever takes a class that explains how to handle email, filing, note taking, or keeping track of action items. We often just learn and grow as we go. A big part of it is determining what actually works for you. Thank you for all the ideas and input!
...
1 reply by Ali Akbarnia Kalhoudashti
Jun 26, 2017 8:12 AM
Ali Akbarnia Kalhoudashti
...
Great Discussions and good points shared. Thank you.
Page: 1 2 next>  

Please login or join to reply

Content ID:
ADVERTISEMENTS

"I'm not afraid to die, I just don't want to be there when it happens."

- Woody Allen

ADVERTISEMENT

Sponsors