Handling Task Estimation Problems

By maimuna Hussaini

Estimates might be inaccurate even when they are created by experienced project management professionals. Even though they occasionally are miles off, they are typically just a bit off when they do occur. However, because these estimates are used so extensively throughout the project management process, even a small error can have a significant influence on the team's ability to succeed.

It can be tough to deal with estimation inaccuracies. A thorough examination into the factors that led to an inaccurate estimate is frequently given low priority by the Project Team due to the workload it is under. Egos can occasionally act as a roadblock since people may be reluctant to admit when they've done something incorrectly or worried that their coworkers might not like them.

Sadly, if these factors are allowed to get in the way of identifying and fixing estimating errors, they will probably happen again. It doesn't have to be a difficult or uncomfortable process to address the issue. Project teams may overcome their concerns and effectively handle faults by taking a few simple steps.

1. Analyze the impact of the inaccuracy on the estimate: It's crucial to comprehend how the inaccuracy affected the final estimate because doing so could make it easier to identify such mistakes in the future. It's also helpful when the team starts attempting to correct any downstream mistakes that may now exist, or when support teams or outside vendors examine their own data to determine whether changes are required on their end of the deal.
2. To prevent making the same mistake again on next projects, review and adapt the Project Team's processes: Any procedures or practices that contributed to the error occurring in the first place (or being included in the final estimate, depending on where the mistake originated) should be reviewed and revised in the interest of continuously enhancing the team's performance and guaranteeing repeatable success. If the team is worried that the same mistakes may happen again, it might also be wise to establish a procedure for double checking estimations.
3. Recognize the mistake: Ignoring or obstinately denying that errors have happened and the estimate is or was erroneous will accomplish nothing. Although it is not required to apologize, it is wise to inform anybody who may need to change their own actions about the error, including stakeholders, other members of the project team, the organization's leadership team, end users, vendors, consultants, etc. Be careful not to let the situation devolve into a round of accusation, as such an atmosphere serves no one. Mistakes do occur.
4. If still practicable, distribute an updated estimate: It may still be possible to correct a mistake and redo the estimate if it is found early enough in the process. The distribution of the modification to those who might have utilized the original information as a foundation for their own actions is a crucial component of this stage. They might now need to make updates to the data or actions that fall under their purview. Tell them who to contact if they need more information, and be clear about which data the new estimate replaces. There is no time for random contact at this moment.
5. Establish the point at which the error entered the equation: Discovering how the error occurred in the first place is the first step towards preventing such errors in the future. A variety of factors, including basic math errors and misunderstandings regarding information obtained from outside partners, have been known to introduce inaccurate data into estimates. Estimates frequently need to be modified as a result of shifting conditions like material availability. Perhaps the most pressing issue is the data's timeliness.

Conclusion

In other words, deep analysis of root cause, proper communication with all team members and knowledge of team skills and capacity can help in tackling estimation issues if done properly.