Example Actions Tracker for a Fictional Project

Below is a simple action items tracker for a fictional project named "Orion upgrade." This table outlines four actions that need to be done, their priority, when they need to be done, who is responsible, progress notes and where each task stands. This shows how project managers can use a simple spreadsheet to keep tabs on all actions during the project.

Introduction to Project Actions

Project actions, also known as action items or action points, are specific tasks or activities identified during the course of a project that require attention, decision, or further work. They are a fundamental component of effective project management, serving as the building blocks that drive a project forward and ensure its successful completion.

Project actions typically arise from various project activities and events, such as:

1. Team meetings and discussions
2. Risk assessments
3. Change requests
4. Stakeholder feedback
5. Project reviews and audits
6. Problem-solving sessions

The primary purpose of project actions is to capture and track all necessary steps required to address issues, mitigate risks, implement changes, or capitalize on opportunities within the project lifecycle. By clearly defining these actions, assigning responsibility, and setting deadlines, project managers can:

• Ensure accountability among team members
• Maintain project momentum
• Address potential roadblocks proactively
• Keep stakeholders informed of progress
• Align team efforts with project goals and objectives

Effective management of project actions is crucial for several reasons:

1. Clarity and Focus: Actions provide clear direction on what needs to be done, helping team members focus their efforts.
2. Progress Tracking: They allow for easy monitoring of project advancement and identification of areas that may be falling behind.
3. Decision Making: Actions often require decisions, prompting timely resolution of issues.
4. Communication: They serve as a basis for status updates and progress reports to stakeholders.
5. Continuous Improvement: Tracking actions can highlight recurring issues, leading to process improvements.

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Are Project Actions different from the Tasks that appear on the Gantt chart?

Project actions are related to tasks or activities on the Gantt chart or schedule, but they have some key differences. Let me explain:

Traits of Project Actions:

1. Origin: Often arise spontaneously during project execution, meetings, or in response to issues.
2. Scope: Can be smaller, more specific, and more tactical than Gantt chart tasks.
3. Timeline: May not always have a predefined place in the project schedule.
4. Purpose: Often used to address immediate issues, risks, or opportunities.
5. Duration: Can be short-term and may not significantly impact the overall project timeline.
6. Flexibility: More dynamic and can be added or removed as needed throughout the project.

Traits of Tasks/Activities on the schedule:

1. Origin: Typically planned in advance during project planning phase.
2. Scope: Often represent larger work packages or phases of the project.
3. Timeline: Have a defined place in the project schedule with clear start and end dates.
4. Purpose: Represent the planned work necessary to complete the project.
5. Duration: Usually longer and directly impact the project's critical path.
6. Flexibility: More structured and changes may require formal change management processes.

While there can be overlap, project actions are generally more flexible and reactive, whereas Gantt chart tasks are more structured and proactive. Some project actions may eventually become tasks on the Gantt chart if they are significant enough to impact the project timeline or deliverables.

In practice, effective project managers often use both:

• The Gantt chart for overall project planning and scheduling
• An action list or log for managing day-to-day issues, risks, and opportunities that arise during project execution

This dual approach allows for both structured long-term planning and agile short-term problem-solving.

Types of Project Actions

Project actions can be categorized into several types based on their nature and purpose:

1. Corrective Actions: These address existing issues or deviations from the project plan. For example, adjusting resource allocation to catch up on a delayed task.
2. Preventive Actions: Aimed at mitigating potential risks before they occur. For instance, conducting additional training to prevent quality issues.
3. Defect Repair Actions: These focus on fixing identified defects in project deliverables or processes.
4. Update Actions: Related to keeping project documentation, plans, or stakeholders up-to-date with the latest information.
5. Improvement Actions: Focused on enhancing project processes or deliverables, often arising from lessons learned or continuous improvement initiatives.
6. Decision-Required Actions: These are items that need a decision from stakeholders or management before the project can proceed.
7. Follow-up Actions: Tasks that emerge as a result of completed actions or decisions made.

Understanding these types helps in categorizing, prioritizing, and managing actions more effectively.

Using SMART Criteria for Project Actions

To ensure project actions are clear, achievable, and effective, I suggest using SMART criteria:

• Specific: The action should be clearly defined and unambiguous. It should answer the questions: What needs to be done? Who is responsible? Why is it important?
• Measurable: There should be clear criteria for determining when the action is complete. This could be a quantifiable metric or a clear deliverable.
• Achievable: The action should be realistic given the available resources, time, and constraints of the project.
• Relevant: The action should align with project goals and objectives. It should contribute meaningfully to the project's progress.
• Time-bound: There should be a clear deadline or timeframe for completing the action.
Example of a SMART action:
"John to complete the user interface design for the login page by Friday, June 15th, ensuring it meets the approved style guide criteria."Using SMART criteria helps ensure that actions are well-defined, manageable, and contribute effectively to project progress.

Five Ways to Prioritize your Actions

Effective prioritization of project actions is crucial for managing time and resources efficiently. Here are some commonly used prioritization techniques that I find useful:

1. MoSCoW Method:

• Must have: Critical actions that must be completed.
• Should have: Important but not critical actions.
• Could have: Desirable actions if time and resources allow.
• Won't have: Actions that are not priority for this time period.

2. Eisenhower Matrix:

• Urgent and Important: Do immediately.
• Important but Not Urgent: Schedule for later.
• Urgent but Not Important: Delegate if possible.
• Neither Urgent nor Important: Eliminate.

3. Value vs Effort Matrix:

Plot actions on a 2x2 grid based on their value to the project and the effort required to complete them.

4. Numerical Scoring:

Assign numerical scores to actions based on factors like impact, urgency, and alignment with project goals.

5. Pareto Analysis (80/20 Rule):

Focus on the 20% of actions that will deliver 80% of the project's value.

The choice of prioritization technique may depend on the project's nature, complexity, and the team's preferences.

Twelve Best Practices for Managing Project Actions

1. Clear Documentation: Record actions in a centralized, easily accessible location.
2. Regular Review: Schedule frequent action review meetings to track progress and update statuses.
3. Accountability: Clearly assign each action to a specific individual.
4. Realistic Deadlines: Set achievable due dates, considering the action's complexity and the assignee's workload.
5. Follow-up: Consistently follow up on overdue or at-risk actions.
6. Communication: Keep stakeholders informed about critical actions and their progress.
7. Integration: Link actions to relevant project documents, risks, or issues for context.
8. Closure Process: Formally close completed actions and document any lessons learned.
9. Categorization: Use a consistent system to categorize actions for easy filtering and reporting.
10. Prioritization: Regularly reassess and reprioritize actions as the project evolves.
11. Resource Allocation: Ensure assigned individuals have the necessary resources to complete their actions.
12. Continuous Improvement: Regularly analyze action trends to identify areas for process improvement.

Ten Common Challenges and Solutions

1. Challenge: Action Overload
   Solution: Regularly review and prioritize actions. Don't be afraid to close or defer less critical items.
2. Challenge: Lack of Accountability
   Solution: Clearly assign each action to a specific individual and ensure they understand their responsibility.
3. Challenge: Missed Deadlines
   Solution: Set realistic deadlines, send reminders, and address blockers promptly.
4. Challenge: Poor Follow-up
   Solution: Implement a regular review process and use project management tools to track actions.
5. Challenge: Unclear Actions
   Solution: Use the SMART criteria to define actions clearly and unambiguously.
6. Challenge: Action Silos
   Solution: Ensure good communication channels and make the action list accessible to all relevant team members.
7. Challenge: Difficulty in Tracking Progress
   Solution: Use a standardized status reporting system and consider using project management software.
8. Challenge: Actions Not Aligned with Project Goals
   Solution: Regularly review actions against project objectives and be willing to close or modify misaligned actions.
9. Challenge: Resistance to Completing Actions
   Solution: Explain the importance of each action, provide necessary support, and recognize completed actions.
10. Challenge: Information Overload in Action Lists
    Solution: Use categories, tags, or filters to organize actions and make the list more manageable.

By anticipating these challenges and implementing these solutions, project managers can significantly improve their action management process.

The contents of the Project Actions Template

Project details and reporting period

Document:

• Project title
• Project manager
• Project sponsor
• Reporting period
• Date of report
• Report author

 

Action Item No.

Give each action a unique ID so that it can be tracked easily and cross referenced for example in a Change Request or a Risk Register. Example: AI01, AI02, AI03...

 

Date Opened

The date the action was opened, i.e. the date that the project team agreed that the action needs to be completed.

 

Description

A clear description of the action to be taken along with any relevant cross references e.g. to a change request or risk.

 

Priority

A simple rating that categorises the importance and/or urgency of the action. "H" denotes High Priority. "M" denotes "Medium Priority." "L" denotes "Low Priority." To change the menu items go to the Data Tab > Data Tools > Data Validation. Select the settings tab and enter the new menu items in the Source: field.

 

Responsible Party

The individual responsible for ensuring that an action item is carried out in the agreed upon manner. This isn't necessarily the person who will actually complete the action, but they will take ownership and accountability for the action.

 

Due Date

The date the action item is expected to be closed or needs to be closed.

 

Completion Date

The actual date the action item was closed.

 

Progress Notes

Progress of an action item to date. Start with the date, and then briefly describe what has been accomplished. EXAMPLE: "MM/DD/YYYY - Enter Notes."

 

Status

In this section, please select which action items have been Open (not resolved yet,) Cancelled (No Action Deemed Necessary,) Closed (resolved,) Deferred (put on hold.)

Project Actions Template

Excel download - Project Actions Template (Excel .xls)

Excel download - Project Actions Template (Excel .xlsx)

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