Process Improvement

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Issue Management
Network:767



How to handle Daily Issue Management in a better way?
Can anyone suggest some of the best practices.
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Network:305



- have a co-located team to the extend possible
- have a project environment that supports f2f communication
- consider daily stand-ups as a possible practise
- use visual project management with visible boards
- use digital tools as second choice
- use timeboxed iterations with specific goals to keep the team focused and not getting confused over a myriad of issues that a not important at a certain point of time and only cause waste
...
2 replies by Kevin Drake and Tapadhir Bhattacharya
Jan 06, 2018 10:26 PM
Tapadhir Bhattacharya
...
Hello Peter,
Thanks for your valuable insights.
I would like to know best tool for Project Management - Issues Handling.
With Warm Regards
Mar 31, 2018 7:21 PM
Kevin Drake
...
Excellent approach, Yes F2F is the key.

I worked for a short period of time in a company (one of the biggest private master developers in the world) who believed that if you are serious to sort out a management issue in a branch, site or anywhere even inside the same building. "Just fly there meet the people face to face discuss it and work out a solution together and then move on, keep monitoring of results".
Network:1510



It is hard to say. As Peter said, you need a lot of tools and mechanism to be able to do so. The more you systematically be able to manage the thing, you better manage daily issues.
Network:100605



I fully agree with Peter and stress on face to face communication.
Network:536



Firstly, ensure you are able to do proactive risk analysis so they don't turn into issues. The best and most efficient way is to somehow(daily communication- email/virtual meeting/face to face- whichever works based on the team's structure) establish daily routine of identifying risks, mitigating existing, assigning owners etc. This way, you are able to prioritize risks and address the high and critical ones so the impact is low. If all fails and you are facing issues, a few things can be followed- Prioritize the issue- Critical/High...do all escalations and homework(by having even quick checkpoints- 3 times a day). This will help the team understand the importance of issue management and correcting measures and put a sense of responsibility. If you keep both risk and issue management going together, it will create the sense of eliminating risks and proactive thinking as well as making sure the issues are resolved. Hope this helps.
...
1 reply by Tapadhir Bhattacharya
Jan 06, 2018 10:29 PM
Tapadhir Bhattacharya
...
Hello Deepa,
Thanks for your valuable inputs.
I would like to know more about the Tools and Techniques on Proactive Risk Analysis, which will avoid turning into issues.
With Regards
Network:21



Daily issue management can be coming from people, finance, client and etc. The process handling the issues might be using a different approach. First of all, update your issues log, categorize it in areas and set your deadline when the issues to be resolve. Create a column what are the dependencies that interrelated to the issues and propose a mitigation plan for each issues. This is a starter template to drive you more clearly how to resolve the issues by priority and category.

Once the issues log created, start calling the respective team to highlight the issue and discuss further with your propose mitigation plan. Please accept all ideas from the floor due some other departments can link to another internal operation issues. Digest all ideas and pick up the most strategic mitigation plan that everyone agreed in the meeting.

By having all the above, you shall not wasting other peoples time by meeting them daily since you already deeply digest the issues and you already know who are the stakeholders should be called to help you to mitigate the issues.

Second option daily short scrum meetings should help but everyone attending teh scrum should obtain the same momentum as yourself that proactively want to solve the issues imemdiately rather than keeping the solution of the issues more than 2 days.
...
1 reply by Tapadhir Bhattacharya
Jan 06, 2018 10:40 PM
Tapadhir Bhattacharya
...
Hello Ismail,
Thanks for your valuable inputs.
Kindly provide more insight on following things -
(A) Mitigation plan and how to adopt best strategic mitigation plan
(B) Scrum Meetings, which will resolve the issues immediately
With Regards
Network:1559



Good input from the group.

Peter mentioned visible board. Use a Kanban board to track your issues. It opens your eyes when you visualize the issues.
...
2 replies by Drake Settsu and Tapadhir Bhattacharya
Jan 06, 2018 10:44 PM
Tapadhir Bhattacharya
...
Hello Drake,
Can you provide best Software Tool, which have Kanban Board?
Basis on your inputs, we will explore.
With Warm Regards
Jan 07, 2018 6:19 AM
Drake Settsu
...
Hi Tapadhir,

I use MS Excel to create my Kanban Board. I keep it simple.
1) Create a master template with a To Do column, In Progress column, and Done column.
Make as many columns as you see the need to track the progress to resolve the issue.
2) Create a tab for the issue dates so you can organize the issues by dates.
3) Put the spreadsheet in Sharepoint or a shared network drive so the team can update it.

Once you create your spreadsheet you will see the value in it. You will end up customizing it to your needs once you see it in action.
Network:13915



Track issues like you do risks, in an issue log.
...
1 reply by Tapadhir Bhattacharya
Jan 06, 2018 10:57 PM
Tapadhir Bhattacharya
...
Hello Sante,
I would like to throw some more insight on how we do in risks?
With Regards
Network:767



Jan 05, 2018 10:40 AM
Replying to Peter Ambrosy
...
- have a co-located team to the extend possible
- have a project environment that supports f2f communication
- consider daily stand-ups as a possible practise
- use visual project management with visible boards
- use digital tools as second choice
- use timeboxed iterations with specific goals to keep the team focused and not getting confused over a myriad of issues that a not important at a certain point of time and only cause waste
Hello Peter,
Thanks for your valuable insights.
I would like to know best tool for Project Management - Issues Handling.
With Warm Regards
Network:767



Jan 05, 2018 12:25 PM
Replying to Deepa Kalangi
...
Firstly, ensure you are able to do proactive risk analysis so they don't turn into issues. The best and most efficient way is to somehow(daily communication- email/virtual meeting/face to face- whichever works based on the team's structure) establish daily routine of identifying risks, mitigating existing, assigning owners etc. This way, you are able to prioritize risks and address the high and critical ones so the impact is low. If all fails and you are facing issues, a few things can be followed- Prioritize the issue- Critical/High...do all escalations and homework(by having even quick checkpoints- 3 times a day). This will help the team understand the importance of issue management and correcting measures and put a sense of responsibility. If you keep both risk and issue management going together, it will create the sense of eliminating risks and proactive thinking as well as making sure the issues are resolved. Hope this helps.
Hello Deepa,
Thanks for your valuable inputs.
I would like to know more about the Tools and Techniques on Proactive Risk Analysis, which will avoid turning into issues.
With Regards
Network:767



Jan 05, 2018 1:21 PM
Replying to azrul shah ismail
...
Daily issue management can be coming from people, finance, client and etc. The process handling the issues might be using a different approach. First of all, update your issues log, categorize it in areas and set your deadline when the issues to be resolve. Create a column what are the dependencies that interrelated to the issues and propose a mitigation plan for each issues. This is a starter template to drive you more clearly how to resolve the issues by priority and category.

Once the issues log created, start calling the respective team to highlight the issue and discuss further with your propose mitigation plan. Please accept all ideas from the floor due some other departments can link to another internal operation issues. Digest all ideas and pick up the most strategic mitigation plan that everyone agreed in the meeting.

By having all the above, you shall not wasting other peoples time by meeting them daily since you already deeply digest the issues and you already know who are the stakeholders should be called to help you to mitigate the issues.

Second option daily short scrum meetings should help but everyone attending teh scrum should obtain the same momentum as yourself that proactively want to solve the issues imemdiately rather than keeping the solution of the issues more than 2 days.
Hello Ismail,
Thanks for your valuable inputs.
Kindly provide more insight on following things -
(A) Mitigation plan and how to adopt best strategic mitigation plan
(B) Scrum Meetings, which will resolve the issues immediately
With Regards
...
1 reply by azrul shah ismail
Jan 07, 2018 12:22 PM
azrul shah ismail
...
Hi Tapadhir,

Here answering your question below :

(A) Mitigation plan and how to adopt best strategic mitigation plan

There are so many ways to perform the mitigation exercise and plan but its solely based on the category of the issue that I've mentioned in my earlier post. The strategic mitigation plan should be coming from your project schedule. I believe critical thinking, assumptions and visualize the project future outcome and your final WBS can lead you in better way to provide each mitigation plan for each activity stipulated in your schedule. Its not only apply for issue management, but its good for risks profiling for the overall project. There is no project 100% perfect but its depending on how you manage the project until its completion, get the acceptance and sign off the project in the closure phase. In between to success, the project shall not be a perfect sailing.

(B) Scrum Meetings, which will resolve the issues immediately

I can call this meeting as a micro manage approach. We are forcing people to attend the daily morning meeting to update their tasks status. Sometimes, when the issues its only within the project team, it can be resolved during the meeting before it change to a huge problem later on. But if the issue its dependency to your client expectation or any technical issues that need to involve your principal or management beyond the project team, this may lead you for another special technical or management meeting with the relevant stakeholders. Try this, and I believe some of the issues can be resolved in a short time frame.

Thanks
Azrul
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