Action items and issues that arise during a project need to be captured, assigned to an owner from the project team, have next steps defined, and then be tracked by the project manager and the project team until they are resolved. Tracking project action items is an important part of project management.
- As we execute projects, there are always surprises that come up. In this lesson, we'll see how to track these issues and make sure that they're getting resolved so that you can keep your project moving forward smoothly. Most people that call the surprises that come up during a project, issues, but I think issues sounds too negative, so I prefer to call them action items. When I'm leading a project, I make sure that every action item gets logged in a spreadsheet.
There are seven things that I always wanna know about every action item, and these need to be captured in the spreadsheet. What are we calling it? How can we describe it? Who identified it? When was it identified? Who is going to do something about it? What are they going to do? And when will it be done? This is the approach that H+ Sport is using in their project too. And guess what, the team just ran into an action item.
One of the fork trucks that they were going to use during the project has broken down. Here's how they entered it into their Action Item Tracker. They gave the item a name and added a description. The item was reported by the shift supervisor and assigned to the fleet manager. Next steps were suggested and a target date set. You can see how collecting information like this and keeping it up to date will help the team at H+ Sport stay ahead of the items that arise during their project.
Now, try it for yourself. Open up the sample Action Item Tracker and spend five minutes documenting some of the surprises that have come up or that might come up during a project that you are working on. Using an Action Item Tracker is a great way to stay on top of the surprises that come along during the execution phase of a project. Keeping tabs on what needs to happen, who needs to do it, and when it needs to be done will help you and your team be successful.
- Name who is responsible for approving the resources for the project.
- Recall what the spine of a fishbone diagram represents.
- List characteristics of the environment.
- Identify the tools used for mapping processes.
- Recognize what needs to be captured on the action item list.
- Recall what project metrics should be related to.