Using your Online Project Management Software solution to get the information you need

I am often asked about my technique of using frequent status reports to manage projects effectively. The bottom line is that it works extremely well and can accomplish the following for your group:

1. It will shore up the cracks in your organization. The little details that typically get forgotten about and otherwise overlooked will be better managed.

2. Allow you to manage by exception.

3. Shorten your status meetings.

I recommend that you create a template in your group’s trusted system for status reporting. Without a template, it is too easy for this activity to become too cumbersome and not provide you the value it should. Your team should be able to bring up a template that might look like this:

Today’s Status Report

Things of note that I accomplished:

• x
• x
• x

Challenges I encountered but overcame:

• x
• x
• x

Challenges I encountered and did not overcome:

• x
• x
• x

It’s very simple, but very effective. I don’t recommend soliciting more than three categories of information. It needs to be dead simple and easy or it won’t be done right.

With this information coming into your perview every day, week or month, you will now have the correct view you need to manage the project. You won’t need to spend a large amount of time in your status meetings because you are already in the know on most issues.

Bonus tip: Use a coding system for every input on the status report. I prefer to use the following:

AR = Action Required

NAR = No Action Required

These codes allow you to see exactly what your team feels you need to deal with directly as the manager. The majority of the items will be NAR, but for those items that need your special attention, they can use the AR tag and alert you accordingly.

It is very simple, but VERY effective at keeping you in the know on all your projects. Implement status reporting in your group and your productivity will definitely increase.

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