Project Management

166 Project Management

is a thorough review and analysis of the condition of each activ-
ity currently under way. Finally, you should always have your
eye on the future by asking for information on the predicted
outcome of each activity. (We’ll discuss this aspect in more
detail later in this chapter.)

Forms and Templates. A number of methods exist for gathering
information. Among the most straightforward and reliable meth-
ods is simply to provide your team members with fill-in-the-
blank forms and templates. If the forms and templates are
designed properly, they should make life easier for team mem-

Completed Activities

Actual results should be

recorded for these activities

Current Activities

These require progress measurement and

would be the focus at team meetings

Future Activities

These require no measurement,

but are subject to reforecasting

Reporting Frequency

(4% of total project duration)

Figure 9-1. Choosing meeting frequency

Focus on Reasons and Benefits

Designing and using forms and templates to gather informa-

tion requires consideration and thought.Whenever you ask

people to do something that may seem to them to be additional work

(such as regularly filling out data input forms), you must help them under-

stand why you’re asking them to do it and how it will make their life easi-

er. If you fail to do this for the forms you create, team members will view

them as “busy work” and are likely to resist this process or ignore it.