This week we will look at creating project management tool and artifact templates for the organization:

In many organizations the project management templates are created and maintained by the PMO or the project management team. Regardless of which group owns this task there are some very important things to consider when creating the templates.

• The first thing is decide the artifacts/tools needed for small, medium, and large projects. Start by defining small, med, and large projects
• The next task is to design a generic template to define the look and feel of all the artifacts. Consistency is very important in these.
• When creating the templates for the project management artifacts use standard names such as project charter, risk matrix. Avoid "cute" names
• As you create the templates look at other templates available on the internet or other sources for ideas or even starter templates.
• Design your templates to be minimalistic. You don't need a 10 page risk management plan. Concise and accurate documents are more useful.
• Always use full words in the templates. Avoid abbreviations and acronyms so that documents created with the templates are easily understood.
• Use revision numbers and dates for the templates so you can easily issue updates and so that others know which versions are the current ones

  When creating templates make it easy to add or remove unneeded sections to account for project differences and project size.

Next week it is time for my annual rant on project status reports. Stay tuned!

This week the tweets covered the top tools and artifacts I like to use when managing a project. Next week will be part two of this series.

Tool # 1- Status Reports. Not just a report but also a call to action for executives and sponsors. Brings focus to milestones, budget, risks. Tip – There should be one and only one template for status reports used in the organization! Consistency is important for stakeholders.

Tool #2 - Risk Log and Management Plan Used to identify risks before they become issues and define strategies to deal with them. Tip - The Risk Log should be reviewed regularly and updated. I like to assign this to another team member to bring added focus to it.

Tool #3 - RequirementsTraceability Matrix. Provides a great way to ensure all requirements are covered throughout the project. Tip - The requirements traceability matrix should be organized by major functional area. Also include technical, security, and usability requirements.

Tool #4 - Scope Statements. Usually found in the charter. They serve as the anchor for the projects deliverables. Tip - I usually will copy the scope statements from the charter and put them on a seperate document to make it easier to socialize them to the team, stakeholders, and the organization.

Tool #5 - The Project Plan. Details how the project will be executed and managed. Contains the sub plans such as communication and QA plans. Tip - The project plan should only have the sub plans needed. Smaller projects do not need all of the sub plans that larger ones do.

So we are into the second half of the year. Q 3 is when a lot of project work is delivered in the IT world. Now is a good time to review the project plan and schedule for projects that have a Q 3 delivery date. Here are some key things to look for:

• Ensure that the critical path has not changed and that you are tracking to the schedule for the critical path tasks. If you are behind schedule prepare the remediation plan immediately.
• Make sure you have up to date vacation schedules from the team. The next two months are heavy vacation times.
• Review the requirements tracebility matrix to ensure all requirements are accounted for.
• Review the risk log and update it. Makes sure that risks that have been triggered are being addressed.
• Get the project team together and do a 90 day walkthrough to make sure all tasks have been accounted for.
• Check with the business areas to make sure they are well into their planning for the implementation.

Here is the second part from my series of tweets on the top 20 things I have learned as a project manager. Here are numbers 10 - 1.

#10 - When a project starts getting behind schedule you need to address it right away as the schedule slippage can snowball very quickly.

#9 - Escalation is not a four letter word. Escalating issues is part of the PM's job and if done well will help keep the project on track.

#8 - The most important skill to develop as a PM is communication. The better you can communicate to others the better you can manage.

#7 - Estimating tasks as a team will usually be more accurate than having individuals estimate tasks by themselves.

#6 - Trust but validate is your friend. Check with the team on the status of tasks ahead of their due date. Make sure they are not stuck

#5 - The only real failure is not learning. When things go awry document them for future reference.

#4 - Never hide issues. Be open and honest. It is better to say something is behind schedule than to tell them that the project has failed.

# 3 - Keep project documentation up to date, concise, and well written. Poorly written docs will cause unneeded rework and confusion.

# 2 - Do not try to create the prfect plan or schedule. There will be issues and changes. Plan ahead and be prepared.

# 1 - If you worry about getting fired you probably will be. Focus on the work, be confident and be positive.