9. Implement Project Status Tracking

A good project status tracking plan will help you keep track of what's going on, and keepyou apprised of the status of tasks and deliverables.

Make it easy for the team members instead of yourself. If you hope to get your team members to provide timely information, you'll need to make it easy for them to submit updates and status reports. For example, if you are using a project management tool, you may find it easy to let them enter status directly into the software. On the other hand, if they are not familiar with the tool, it may be easier for them to email status reports in a standard format, so that you can enter the update into the software yourself. Your team members are more likely to provide accurate and timely information, if you've taken the trouble to streamline your project status tracking process, to document it, and to make it as easy for them as possible.

Get enough information to recognize a problem.  I've actually heard a project manager say to his team members, "Listen up, people! I don't want to hear any bad news. Just get the job done the way it's supposed to be done, so we can all go home!"  Wrong approach. It's nice if the news is always good, but you absolutely want to hear the bad news. There are several things you should be tracking and insisting on getting from your team:

• Tasks that are taking too long 
• Tasks that are costing too much 
• Tasks that should have started but haven't 
• Tasks that are not sufficiently completed for the time spent 
• Tasks that should be finished that aren't 
• Tasks being worked that aren't on the schedule 
• Completed Tasks and Deliverables that don't meet requirements 

Avoid negative reactions to bad news. Your team is less likely to be honest about bad news if you react badly when presented with it. Insure that you response to bad news is non-judgmental. You want to be appreciative of the fact that the team member has updated you and present an attitude of optimism and confidence. Phrases like, "It's not what I was hoping to hear, but I appreciate the update." You can also ask for recommendations. Some times the solution to a problem will be obvious to the team member if not to you, simply because they are closer to the problem. Don't be afraid to ask. Remember, you are a central component of your project status tracking system and your team members need to be comfortable with your approach.

Arm your team with information on what is expected. You can prevent a lot of problems if you supply your team with a copy of the requirements, the budgeted cost and schedule information on the tasks to which they are assigned. If team members know what is expected they will consciously and unconsciously attempt to meet the expectations. It is surprising how many project managers keep their team in the dark, in the hopes that they will accidentally exceed the schedule requirements.

Promptly assess the impact on the project. As soon as you have the team's updates from your project status tracking system, you'll want to apply those to the overall working plan in order to assess the impact and take corrective action. You'll also want to compare the project progress to the original baseline plan so that you can identify variances and missteps that might affect the conclusion of the project.

Next in the series: Implement Issue and Problem Tracking

-Jake Alexander