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Mar 1, 2013 by Patrick Icasas in Project Management 101 & Tools

Get a Project Update the Hands-off Way

hands up

Project managers have their own problems to deal with, and we can’t afford to run around everywhere begging for a project update. We’ve blogged in the past about how to get project updates from your team without being a pest, but really, it’s just not the best use of your time. The ideal scenario is for updates to come to you, in an environment that allows a quick and easy flow of information.

Set up a Process

The easiest way to get the project update to come to you is to set up a work process that dictates it. You can set up the frequency as per your need, but remember that if people spend most of their time reporting, very little actual work will get done. What I suggest is set different report lengths based on their frequency. Daily (or hourly, if you need them) reports can be as quick as a short paragraph detailing the day’s work, while weekly updates will be more extensive. You can also set up a separate reporting procedure for issues to be reported as they happen, so that your team takes a proactive angle and approaches you with the problem instead of you having to track it down.

Get Accurate Time Estimates

Half the reason deadlines are missed is because the schedule wasn’t correctly defined in the first place. Deadlines have to be reasonable and realistic if the team is to have a snowball’s chance of meeting it. And this includes getting accurate time estimates from your team. You have to remind your team that you are partly basing the project schedule on their estimates, and any pinches or crunches that they experience may stem from half-assed time estimates.

Make a Note of Everything

Project managers have to be attentive all of the time. You never know what random thing you overhear or gets thrown into a conversation will come back and bite you. I’ve lost track of the number of client meetings where I think the client made a side comment about a feature or edit that turned out to be something they consider very important.

Keep a log of every meeting, call, email, or consultation you have, whether it’s with a client, a manager, or a team member. Don’t rely on your memory to keep things straight. Not only is writing it down a better way of tracking things than keeping it in your head, but you can also use it as evidence when two accounts conflict.

Use Reporting Tools

Most project management software has powerful reporting tools that you can use to get a fairly accurate idea of your project’s health. Gantt charts, task assignments, and time sheets will provide you with enough information for you to act on (or not act, as the case may be).

But remember: garbage in, garbage out. Make sure your team updates the software religiously, so that you and everyone else has a true picture of what’s going on.

Image credit, Johnny Grim, Flickr

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Patrick Icasas

Patrick Icasas is a former marketing project manager with 7 years of marketing and PR agency experience, managing creative projects for brands such as Nokia, Verizon Wireless, and Adobe. He now spends his time helping people make the most out of their project management software and entertaining his 5 year old daughter.

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