Project Mgmt Guidelines
1. Timeline & Milestones
Track major phases and milestone achievements across the full project lifecycle.
- Define clear milestone criteria for each project phase
- Use backward planning from launch deadlines
- Review progress weekly with burndown charts
- Assign milestone owners for accountability
- Include review gates for quality assurance
2. Tasks & Deliverables
View key tasks assigned by role and module. Track status and accountability.
- Break work into weekly sprints with defined outputs
- Use RACI chart for clarity on roles and ownership
- Sync task list with shared project management tools
- Label tasks by priority: critical, high, medium
- Conduct daily stand-ups to unblock progress
3. Dependencies & Risks
Identify cross-functional blockers and priority risks for mitigation planning.
- Map upstream/downstream dependencies visually
- Define risk owner for each critical dependency
- Track mitigation plans in a shared log
- Tag external vendor/API delays as top risks
- Update risk probability/impact biweekly
4. Team Roles & Access
Directory of contributors and permission level.
- Maintain access levels (Read, Write, Admin) by role
- Assign backup leads for each functional area
- Clearly define decision-making authorities
- Use team charters to clarify expectations
- Ensure onboarding for new collaborators includes permissions setup
5. Client Updates & Notes
Summarized activity log for client-side visibility.
- Share progress updates every Friday via email or portal
- Document meeting notes and client feedback weekly
- Summarize metrics visually (e.g., progress bars)
- Highlight decisions pending client approval
- Track changes to scope or timeline in an updates log
6. Budget & Resources
High-level allocation snapshot (non-financial).
- Allocate budget buckets by function (dev, design, ops)
- Forecast resource usage monthly
- Document licensing/subscription tools in use
- Log hours spent on each module for retrospectives
- Reallocate flex capacity based on sprint velocity
7. Key Decisions
This section captures critical decisions made during the project lifecycle.
- Document each decision with date and context
- Identify who proposed and who approved the change
- Link decisions to associated risks or scope changes
- Include rationale to preserve institutional memory
- Review key decisions at each stakeholder review
8. Risk Watchlist
Ongoing list of known risks and mitigation focus.
- Team bandwidth for multiple launches in parallel
- Client feedback implementation cycles
- technical reliability during growth phase
- Legal/compliance review delays for regulated sectors
- Data integration challenges with external systems