To achieve a successful project delivery, your project team can use various tools and methodologies.
Action items, for instance, play a significant role in defining tasks, ensuring accountability and driving progress toward the project’s objectives. Whether implementing a new Enterprise Resource Planning (ERP) system or embarking on a high-rise construction project, mastering action item management is essential for achieving favorable outcomes. Let’s explore what action items are and go over best practices.
What Is an Action Item?
In its most simple form, an action item is a step that needs to be executed within a larger, more complex project. Each action item represents an achievable task that moves the project forward.
Each action item is assigned to an individual and has a clear deadline. Due to its granular nature and simplicity, an action item breaks down projects into manageable, bite-sized pieces and translates plans into tangible outcomes. They are the building blocks of project management!
Key Attributes of an Action Item
- Description: Action items should clearly articulate what must be done and not leave room for ambiguity or misinterpretation.
- Responsible Resource: Each item must be assigned to a single owner to maintain clear accountability and prevent ambiguity from having multiple owners.
- Due Date: Set realistic due dates considering relevant factors like complexity, resource capacity, etc.Priority: Clearly label each action item with its priority level based on dependencies, urgency and importance. This offers the team a simple approach to prioritize task execution.
- Status: The team should track and record its progress through tasks by updating the status (on hold, in progress, in review, completed, canceled, etc.) or percent complete field of the action item. This gives all stakeholders a clear view and understanding of the project’s progress.
- Resources: To ensure optimal communication throughout the project, every item should have a designated accountable, consulted, and informed resource. Identifying who is accountable for making sure the tasks are completed on time, who should be consulted before or during the action item completion and who should be informed of the task status and outcome is critical. The RACI framework is a widely used project management framework that assists in establishing the Responsible, Accountable, Consulted and Informed resources to clarify responsibilities and optimize efficiency. Consider developing a robust communication plan to specify how information related to action items, such as status updates, will be communicated.
Action Item Best Practices
Effective Communication
Project managers should gain alignment on action items by asking the project team if they are comfortable with the tasks assigned and their workload, clear on what must be completed, and whether the due date looks reasonable. Unrealistic deadlines can lead to frustration, so ensure the team is on board with the critical path and timeline.
Definition of Done
At which point can we consider action items completed? Clarify the definition of done with the project team to ensure a consistent understanding of the completion criteria and reduce the risk of incomplete outcomes.
Tracking
Project managers can use various tools for action item monitoring. Digital tools such as task and management software and spreadsheets can be useful for remote or large teams and complex projects. Frequent tracking and follow-ups are good practices, and the project manager should decide the best way to do so, and the frequency based on their organization and project needs. In some cases, daily standups may be necessary.
Recognition
Recognize and celebrate the team’s progress and accomplishments. This contributes to a positive work environment and is a powerful tool for motivating and uniting the project team.
Takeaways
Effective crafting and management of action items is critical for project managers in guiding their teams toward success. By breaking down large projects into clear and actionable steps, your project team can approach work clearly and efficiently. Action items reduce the likelihood of misunderstandings and misaligned efforts, promote accountability and encourage productivity, ultimately leading to more tremendous project success.
Author: Isabelle Filion, CPA, CSM | [email protected]
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