How do you use project progress data and insights to inform future planning and decision making?

1 Collect and analyze project progress data

The first step is to collect and analyze project progress data from various sources, such as tasks, milestones, deliverables, resources, costs, and feedback. You can use tools like project management software, dashboards, reports, surveys, and interviews to gather and visualize the data. You should also apply relevant metrics and indicators, such as scope, schedule, budget, quality, and stakeholder satisfaction, to measure the progress and outcomes of your project.

2 Identify project progress trends and patterns

The second step is to identify project progress trends and patterns from the data analysis. You should look for changes, deviations, and anomalies in the data that indicate the status, performance, and issues of your project. For example, you might notice that some tasks are taking longer than expected, some costs are exceeding the budget, or some deliverables are not meeting the quality standards. You should also compare the actual data with the planned or baseline data to assess the variance and alignment of your project.

4 Communicate project progress data and insights

The fourth step is to communicate project progress data and insights to the relevant stakeholders, such as team members, sponsors, clients, and users. You should use clear, concise, and consistent methods and formats to share the data and insights, such as emails, presentations, meetings, and updates. You should also tailor the content and frequency of the communication to the needs and preferences of each stakeholder group. For example, you might provide more detailed and frequent reports to your team members, and more summary and periodic updates to your sponsors.

5 Update project progress plan and actions

The fifth step is to update project progress plan and actions based on the data and insights. You should review and revise your project plan, scope, schedule, budget, quality, and stakeholder management plan to reflect the current situation and expectations of your project. You should also define and implement the actions to address the risks and opportunities, such as corrective, preventive, or adaptive actions. For example, you might reassign or add resources, reschedule or re-prioritize tasks, or change or improve deliverables.

6 Monitor and review project progress data and insights

The sixth and final step is to monitor and review project progress data and insights regularly and continuously. You should track and measure the results and impacts of your plan updates and actions, and compare them with the expected outcomes and objectives of your project. You should also collect feedback and lessons learned from your stakeholders and yourself, and use them to improve your project implementation process and performance. For example, you might adjust your metrics and indicators, refine your data analysis methods, or enhance your communication skills.