IN AN IDEAL WORLD, it would be common to deliver all projects on time and within budget. However, project management statistics tell us a very different story across the globe. In fact, the reality is that many projects still fail—even though they're a significant part of how organizations deliver core services and strategic change. Even if a project does meet its budget and schedule, it still may not deliver the expected benefits or meet stakeholders' ever-increasing expectations.
As the saying goes, “Prevention is better than cure.” Avoiding some of the bigger problems that projects encounter is increasingly important, as many project managers and their teams are so involved in daily activities that risks and issues go undetected at times.
Project health checks can provide part of the solution, supplying independent and impartial guidance to identify obstacles that may prevent successful project delivery. The primary purpose of a project health check is for a project management office or program manager to increase the level of confidence sponsors and project managers have in the status of the initiative. To ensure consistency and accuracy, health checks should consist of the following phases:
Assessment
Set expectations with the sponsor and project manager on what is required from a project review and the intended benefits. See how the project is performing in terms of scope, time, cost and risk. Then review relevant documentation to come up to speed quickly and identify any areas of focus for the review.
The next step is to conduct interviews with key stakeholders to get their perspective on how the project is progressing and whether any areas of improvement exist. To encourage those interviewed to express their true feelings, mention that the report will not identify specific individuals. It is good practice for the reviewer to ask open-ended questions, retain an open mind regarding innovation and be prepared to change direction quickly if more important issues emerge.
Reporting
Discuss the health check's findings with the sponsor and project manager to ensure there aren't any surprises. Validate any findings that are not clear. Create a simple report that includes recommendations of practical, workable actions to improve project performance if necessary.
The health check can provide peace of mind if a project is going well, or it can provide any relevant details to make informed decisions about the initiative's future. To encourage a spirit of togetherness, be sure to thank all review participants for their valuable input.
Support
The final step of a project health check is helping the project team implement the recommendations. Begin this support as soon as the report is complete by developing an implementation roadmap and monitoring progress toward achievement.
Value Added
The process is similar regardless of when in the project life cycle a health check occurs. It provides a snapshot view at a point in time, and should adhere to the general principles of being quick, accessible and valuable to a project.
Health checks can assist in several ways beyond the primary purpose of providing sponsors and project managers with confidence in the project's status. They are a great way to capture best practices for future projects. This feedback loop is integral to an organization's ongoing development of project management maturity. PM
Reuben Levett is a senior project manager at the telecom company Vodafone New Zealand in Auckland, New Zealand.