Project team members are involved in specific tasks, whereas the project manager is responsible for all project tasks. Monitoring and tracking project activities help the project manager see the entire expanse of the project in a way that no task-oriented team member can. Successful monitoring and tracking help the manager quickly address problems and take advantage of opportunities to improve performance.
When a well-designed project succeeds, these tasks have been performed well, or at least well enough to keep the project on track. When a well-designed project fails during implementation, one or more of these tasks have been ignored or given short shrift. It’s important to note that the assessment, analysis, and one-to-one communication skills required in this stage of the project life cycle are often different from the skills that were required to design, develop, and promote the project.
Monitoring Project Progress!
You monitor a project by systematically and intentional’ collecting data about the status of each project task. Data can be collected asseverate ways:
• During project team meetings
• In one-on-one discussions with team members
• Electronically they using email
• From team members’ written reports
• As a result Of see or meetings with project vendors and suppliers
• From support departments, such as purchasing and receiving
It’s easier to monitor progress when status reports are standardized. Project 2000 has two tools for collecting project status reports. Project Central Is used to exchange messages using an Intranet- or Internet-based Web. If all your team members have access to a relatively current email system, use email Project 2000’s email work group features (which Include Team Assign, Team Status, and Team Update) provide a consistent format for status reports. If you need information that isn’t included in the Team Status form, shown in Figure 3.2, you can customize the form by adding fields (see Chapter 23, “Customizing Fields and Forms”). Data from Project’s work group tools are automatically entered in your project plan.
If team members don’t have access to MAPS-compliant email, the company’s intranet. or the World Wide Web, you can collect data manually. You may also choose manual data collection for a small project with a limited number of team members. Because you need to enter the data in your Project 2000 file, a standardized format is still important. Decide which data you want to collect and how frequency you want to collect it. Don’t collect data more frequently than you can enter and analyze it.
Choose a collection method verbal or written reports at weekly meetings, telephone interviews, or fixable forms are all useful methods hell provide a format for team members to use, you increase the probability that you’ll receive useful data that can be easily entered in Project 2000. Design your forms so hey are easy for your team members to complete.