The Power of the Checklist

One of the most powerful tools that a project manager can use is the checklist.  The simple checklist has been around in various forms forever.  I use a checklist daily to keep my project deliverables in check and to make sure I followed the process and framework.  The checklist is important, even if the process has been done a hundred times.

I find that people get into problems with process when they skip the steps in the checklist.  Most processes and procedures can be boiled down into a checklist for the project.  No project is done in a vacuum and that is why the project manager needs to have checklists regarding the processes of the overarching organization. The product of the project will have to be integrated at some point.

Checklists are even important for the internal workings of the project.  One of the most useful tools that I use is the battle rhythm.  The battle rhythm is a checklist with all the standard project deliverables and the due dates.  It is something that I adopted from my time in the Navy and still use it to make sure program deliverables are delivered timely and complete. This is useful for communicating with the project team the deliverables and due dates

For me, making a checklist is a continuous process.  The first pass at a checklist will most likely not be complete and there will be tasks or process nodes that are skipped.  One this first draft is developed, it needs to be shared with subject matter experts for opinion and refinement.  One the checklist is ready for prime time it should be shared with the project team and used.  One way to ensure the checklist is used is to require the checklist as part of the products from the product team. The checklist will continue to be refined as processes change due to technological or organizational change.

How Do You Eat An Elephant?

One day I was in a Navy course and the instructor asked a question.  This question was "how do you eat an elephant?" We scratched our heads, what do elephants have to do with construction projects? Well, the answer is something that all successful project managers know; "one bite at a time."

I was reminded on this simple concept today when I received this graphic from Dave Ramsey in my email.

It is true that many great things are started by small steps.  Projects need to be divided into manageable chunks, this allows two things.  The first thing that smaller chunks allows the project team to earn work complete on a more regular basis.  This is important because it allows the project manager to accurately estimate when the project might be completed and it will show upper management where the budget went.  The other thing that small chunks allows the project manager to keep the team motivated.  By seeing the project tasks getting done, the project team keeps motivated.  Keeping the team motivated to project end is very important.

One word of caution is not to make the chunks too small.  This will prove to me too time consuming for the team as they are constantly finishing tasks and going through gate reviews and other acceptance criteria.  I prefer something around the 2 week or 80 hour time frame.

This concept of eating an elephant one bite at a time has helped me to control and manage projects.  It allows me to explain to upper management the project status and to keep the project team motivated.