Once we’ve established the heartbeat of the project, a conference call is conducted weekly together with the core members of the team.
This is to record the progress of the project. It includes all decisions made in the meetings along with actions, dependencies, issues, risks and the mitigation of them.
After each meeting minutes are sent out to the Core Team, along with an updated RIADDA. Following this, an agenda is then drafted for the following week.
This effectively maintains control of the project and its people, ensuring that there are no surprises and that everything is anticipated for. If issues do come up, this process affirms that they are dealt with swiftly, and in the best possible way, taking into consideration all of the client’s processes.
Thereafter, the project manager facilitates all communication with the necessary members of the Core Team who have been tasked with actions and then subsequently documents any changes that happen throughout the week leading up to the next telecon.
Any information that needs to be considered that is outside the Core Team’s ability can be done by the project manager.
The document & tracking process includes the following:
- Structuring and management of controlled documents
- Gantt Charts
- RIADDA (Risk, Issue, Assumption, Dependency, Decision, Action)
This is the “brain” of the project, and all aspects of the project are documented and contained within this document – this enables the Core Team and Key Stakeholders full visibility of the entire project at any time.
- RAG Analysis
- The distribution of minutes of the weekly teleconference and a new Agenda for the next Core Team meeting
- Performance tracking
- Risk Mitigation – management of project costs
- Follow up on deadlines/commitments
No matter the length of the project, this process is followed rigorously until the hand over takes place. This is when sign off will occur.