Project insights #

Project insights are a way of understanding more about what is happening with a particular project. We track these in real time and provide a simple colour coded guide to the various categories:

This what a project could look like. #

Let's talk a bit about what the insights mean...

1. Work Tracking #

• What it is: This insight emphasizes the importance of tracking work clearly and ensuring that it is up-to-date.
• Benefit: Clear work tracking allows everyone involved to understand the current status of the project and what still needs to be done. It ensures transparency and helps prevent any tasks from falling through the cracks.
• How to use it: Regularly update work tracking tools e.g. Jira and ensure that all team members know where and how their tasks are tracked. Link it to your project in Project and goal tracking.

2. Estimated Target Date #

• What it is: This insight highlights the need to keep a clear understanding of the project's timeline and when tasks should be completed.
• Benefit: By monitoring the target date, you can avoid missed deadlines, better allocate people, and keep the project on track.
• How to use it: Regularly review and adjust the timeline as needed. Hold team meetings to reassess priorities if the project is running behind schedule and communicate any changes to stakeholders.

3. Regular, Meaningful Updates #

• What it is: This insight stresses the importance of consistent and detailed updates on the project’s progress.
• Benefit: Regular updates keep everyone informed, reduce misunderstandings, and help identify issues early. This ensures that the project remains aligned with its goals and stakeholder expectations.
• How to use it: Provide your updates on the project at the end of the week. Take that 5 mins and write a bite-sized update on what has been happening. Ensure that these updates are comprehensive, focusing on the highlights, risks and dependencies.

4. Related Projects are Tracking Well #

• What it is: This insight checks whether projects that depend on others are progressing smoothly.
• Benefit: Managing dependencies effectively ensures that your project is not delayed by the progress (or lack thereof) of related projects. It helps in better coordination and planning.
• How to use it: Regularly communicate with teams handling dependent projects to ensure their timelines align with yours. Monitor their progress and adjust your plans accordingly if there are delays.

5. Ownership and Accountability #

• What it is: This insight focuses on ensuring that each project has a clearly defined owner who is responsible for its success. When ownership changes quickly it can indicate that the project may not be getting the attention it deserves.
• Benefit: Clear ownership prevents ambiguity about who is responsible for what. This accountability drives progress and facilitates decision-making.
• How to use it: Assign specific individuals or teams as owners for different aspects of the project. Ensure they understand their responsibilities and are empowered to make decisions.

6. Clear Purpose and Shared Understanding #

• What it is: This insight stresses the importance of having a unified vision and understanding of the project’s goals.
• Benefit: When everyone understands and agrees on the project's purpose, it increases motivation, collaboration, and ensures that efforts are aligned toward a common goal.
• How to use it: Start the project with clear statements of what we're doing, why we're doing it and what success looks like, Revisit these periodically to ensure they remain relevant and are well understood by all team members.

7. Risk Management #

• What it is: This insight highlights the need to identify, assess, and manage potential risks that could impact the project.
• Benefit: Proactively managing risks minimizes the chances of project failure and prepares the team to handle unexpected challenges effectively.
• How to use it: Conduct regular risk assessments, especially at major milestones. Develop contingency plans and allocate resources for potential risk mitigation. Track your risks, assign owners and follow up on them regularly.

8. Dependency Management #

What it is: This insight focuses on the importance of your project status and the impact on related projects to ensure that your project doesn't impact them (project depended on by), and they don't impact your project (depends on).

Dependencies are tasks or projects that must be completed before or after this project to ensure success.

Benefit: Proper management of dependencies ensures that your project remains on track, even when it relies on the completion of other tasks or projects. By understanding and monitoring these interdependencies, you can anticipate potential delays and adjust plans proactively, preventing cascading effects that could jeopardize the entire project.

How to use it: Start by mapping out all dependencies at the beginning of the project. Identify which tasks or projects are critical to your timeline and which are reliant on your project's completion. Continuously monitor the status of these dependencies throughout the project lifecycle. If delays or issues arise, adjust your project plan accordingly to mitigate risks.

• Risk Scenarios:
  • If your project is at risk or off track: Evaluate if it has at least one 'depended on by' project that is scheduled to deliver after yours. If so, this could create a critical bottleneck for them. If there are 'depends on' projects but your project delivers before them, set the insight to amber. Prioritize actions to get your project back on track, as the owner can influence their project’s outcome directly.
  • If your project depends on other projects: Check if the dependent projects are at risk or off track. If these projects are scheduled to deliver after yours, the insight to red will be red, indicating a significant risk to your timeline. If the dependent projects deliver before yours, the insight will be amber, acknowledging the risk but with some buffer to adjust.

By actively managing these dependencies, you can ensure a smoother project flow, minimize risks, and maintain a clear path to successful delivery.

Summary: #

Using these insights provided by Project & Goal status tracking for Jira helps increase the chance of success in a project, enables clear communication, and proactive management. By taking advantage of these you can improve project outcomes, ensure smooth progress, and achieve your objectives more efficiently.