Question

You are the PM on a software upgrade project. You find out from a senior team member that the project is starting to get out of control due to certain employees performing unplanned overtime, misunderstandings of the project’s deliverable, and changes being made to the original plan without any oversight.

Discuss what documents, tools, and/or processes could help to get the project under control or could have prevented it from getting out of control in the first place.

Answer 1

To get the project under control or prevent it from getting out of control, several documents, tools, and processes can be implemented, including a project plan, change management plan, regular progress reports, project management software, task management tool, communication platform, regular team meetings, and change control boards.

Step-by-step explanation:

To get the project under control or prevent it from getting out of control, several documents, tools, and processes can be implemented.

1. The first document that can help is a project plan. This plan should outline the project's objectives, deliverables, timeline, and resources required.
2. In addition, a change management plan can be useful. This plan would provide guidelines for making changes to the project plan and ensure that changes are properly assessed, approved, and documented.
3. Regular progress reports can also be helpful. These reports should be shared with the team and stakeholders to provide updates on the project's status, identify any issues or risks, and propose solutions.

Along with these documents, several tools can aid in project management:

1. A project management software can help track tasks, deadlines, and resources. It can also facilitate communication and collaboration among team members.
2. A task management tool can assist in assigning and tracking individual tasks, ensuring that everyone is clear about their responsibilities and deadlines.
3. A communication platform can promote effective communication within the team, allowing for quick and clear exchanges of information and updates.

Lastly, implementing certain processes can contribute to project control:

1. Regular team meetings can provide an opportunity for team members to discuss their progress, identify any challenges, and collaborate on finding solutions. These meetings can also be used to review and adjust the project plan if needed.
2. Change control boards can be established to review and approve any changes to the project plan, ensuring that they are aligned with the project's objectives and properly managed.