- Ensure the project’s success with a structured analysis
- How to proceed in detail
- Challenges of implementation
Ensure the project’s success with a structured analysis
Someone who leads and manages a project faces many challenges – they must plan and organize the project while considering all disciplines of project management; and they must take into account soft factors as well as the specific areas of the project.
Often, they forget the question of whether the project itself is healthy and what the current state of the planned approach is. Are all necessary steps of the project approach fulfilled? Are there areas that must be improved? What is working really well so that it can serve as best practice across the whole organization?
Five fundamental problems in projects
Many problems in projects can be summarized in the following five points:
- Too much information is overwhelming for project managers and they are can no longer make assessments correctly or separate important and unimportant information.
- Wrong perception: Project managers only see what they want to see and not what is actually happening.
- Limited view: Everything that is happening behind the scenes is hidden from them.
- Complex project handover: The task of handing over a project to a project manager is often handled poorly.
- The reporting is fixed on the milestones so that methods, strategy and, most of all, the project’s goal are forgotten.
The solution: the Project Health Check
So what can project managers do? Allow me to introduce a unique concept for your daily work as a project manager – the Project Health Check:
- Structured analysis of the applied project approach and methodology
- Can be used proactively – rather than only in times of crisis
- Covers all project management tasks, project management disciplines or knowledge areas of the PMI framework
- Completely embedded into the governance structure of the organization
How to proceed in detail
1. Concept and structure of the Project Health Check
The Project Health Check is an Excel workbook. It contains an overview with the name, goal, etc., of the project, the date, the people involved in the Project Health Check and the current phase of the project.
In the Result sheet, you’ll find a list with the different areas of project management. Additionally, there is the software development life cycle process.
The heart of the Project Health Check can be found in the tabs in the lower section of the sheet: about 130 – 140 questions that you have to answer in order to analyze the methodology applied in your project. Some questions can be classified as “killer questions”. If you rate a killer question worse than the result you expect, then it will have a stronger effect on the whole area’s rating than a normal question.
You can adapt the Project Health Check to different circumstances. The smallest version contains 15 questions, the most extensive one up to 150. It takes from fifteen minutes to four hours to answer them.
3. Time for the check
The best time to use the Project Health Check in your project is – always. The earlier, the better. You can do a Project Health Check in every phase of your project.
I recommend an external moderator, especially if you’ve never done a Project Health Check before or if the project is prone to conflicts. In the end, you want a realistic assessment, not a favorable one.
The project manager but also every other person who can do a valuable constribution to answering the questions. If the project is large, you should involve the PMO (Project Management Office).
6. Duration and recurrence
Depending on the number of questions, a Project Health Check may take up one to four hours. You should repeat it every six to eight weeks to quickly identify your progress.
7. Reporting of the results
You’ll find the Project Health Check results in a sheet for the project’s overview:
In the top right there is a spider chart that visualizes the results. With one glance, you can identify which project areas have to be improved and which areas are better than average. In the table underneath, you can find recommendations for action that are based on the rating.
Challenges of implementation
1. Necessary adjustment to/consideration of PM methodology in the organization
You can apply many questions of the Project Health Check on a great amount of project approaches. However, I recommend stringently adjusting questions and possible answers to the specific approach.
2. Embedding into project governance
The Project Health Check can be easily integrated into the current project governance and the culture of the organization or project – some organizations just need more time than others.
3. Can be mistaken as audit tool
It is possible to mistake the Project Health Check for an audit tool – and again, it strongly depends on the organization whether they see it in a positive or negative way. This is why I recommend introducing it in the project context or through reliable sparring partners.
- Identifying areas of improvement and best practices: With this diagnosis tool, you can quickly identify the areas of your project that need to be improved or name steps to improve them. Best practices can also be identified.
- Measurable: The questions are measurable and comparable because the tool offers a structured approach with the same questions. Thus, you can measure the progress of the project itself and the progress of projects in different areas as well. In this way, you can identify weak spots in your organization.
- Progress: If you found a problem during the Health Check, then you can easily understand the progress you made after six to eight weeks.
- Catalyst to communicate project problems to relevant stakeholders: If you need support from your senior management, you can use the tool to help you. Structures, graphics, diagrams, an ordered approach to reach your goals – these are the best prerequisites to gain management’s commitment.
- Common idea/language/perspective for the project management mechanisms in the project: The Health Check standardizes the language, idea and perspective of the applied project management methods. This means: People involved in the project will develop a common understanding of the project management basics.
- Handing over a project will have a better structure: A very important advantage of the tool is that it facilitates handing over the project to a new project manager. The successor understands what is happening behind the scenes by doing a Health Check together with the previous manager.
The world has become more complex in the last 20 years and with it, the projects in which we work day after day. To consider this increased complexity, it is important to view projects from different perspectives. The Project Health Check introduced here does just this. It provides a structured approach with which you can analyze and assess your project and the applied approach during the whole life cycle. This helps you in finding best practices and improving areas of the project. You can easily see and communicate the progress and success of the project since you do a Project Health Check several times during the project.
Here, you can download the free “Project Health Check” e-book that explains the concept in more detail:
When you have downloaded the e-book, you will receive a link to a website on which you can order the Excel template with the questions as well as a three-hour-long audio book.
Torsten Koerting – THE GAME CHANGER
projectyzer GmbH – Mondorfer Weg 1d – D- 61352 Bad Homburg