It's common wisdom that metrics are critical to how successful your project will be perceived. What's less often discussed is exactly how formal an approach one should take when communicating those metrics to the relevant audiences.When trying to determine the appropriate level of formality for a particular project I’ve found it helpful to ask the following questions:
|
Question |
Answer |
|
Will you be able to meet face-to-face with your project sponsor on a regular basis? |
Yes = 1 points |
|
Is your project team physically located in the same work area? |
Yes = 1 points |
|
Is your project team employed by the same organization? |
Yes = 1 points |
|
Is this an internal project which will not directly impact customers? |
Yes = 1 points |
Add up your answers and compare the results to the table below:
|
Total |
Recommendations |
|
4-6 |
Consider employing informal reporting methods including ad-hoc face-to-face/telephone discussions that focus primarily on functionality and less on budget/timeframe. |
|
7-9 |
Consider utilizing an electronic communications channel (e.g. email). Send messages at regular intervals and include a high level summary of budget, time and percentage complete along with any project issues requiring team attention. Note any scope changes and estimate impact. |
|
10+ |
Go for the full Monty of formality. Schedule recurring project review sessions. Formally track budget, time and percentage complete. Track all open project issues to resolution. Manage scope carefully and generate formal scope change documentation when appropriate. An good formal project report template is available at: http://www.dir.state.tx.us/eod/qa/monitor/status.htm |
