Managing by Exception: A Must Have in every Project Managers Toolkit - Karin Van Rooyen – Co-Founder – pm.ideas
In the ever-changing world of project management, staying on top of every detail can be daunting. Yet, the ability to maintain control over a project’s trajectory is crucial for success. One approach that can significantly enhance a project manager’s effectiveness is “managing by exception”. This strategy allows project managers to focus on high-priority areas while leveraging key project management tools like risk, issue, change, dependency, and assumption logs. Here’s how project managers can benefit from this approach and ensure project success.
What Is Managing by Exception? Managing by exception is a strategy where a project manager only intervenes in situations that deviate from predefined thresholds. Instead of micromanaging every aspect, the focus is on significant deviations from the plan. This allows for better time management, more efficient use of resources, and the ability to address critical issues promptly. Incorporating managing by exception into your project management practice means setting clear boundaries for when action is needed. These boundaries could be based on time, cost, scope, or quality parameters that, if exceeded, require intervention.
The Power of Logs in Managing by Exception
To effectively manage by exception, project managers need reliable tools to monitor and track project progress. This is where logs or registers come into play. Maintaining detailed risk, issue, change, dependency, and assumption logs enables project managers to identify when exceptions occur and make informed decisions.
1. Risk Log
A risk log documents potential risks that could impact the project. By managing by exception, project managers can focus on high-impact risks that exceed the predefined threshold. This targeted approach allows for proactive risk mitigation and minimizes the chances of project derailment.
Benefits:
- Prioritization of critical risks
- Efficient resource allocation for risk mitigation
- Reduced likelihood of unforeseen project impacts
2. Issue Log
The issue log captures current problems that need resolution. Managing by exception means only escalating issues that significantly affect the project’s progress. This ensures that the project manager’s attention is directed where it’s most needed, rather than being spread thin across minor issues.
Benefits:
- Timely resolution of critical issues
- Maintenance of project momentum
- Prevention of minor issues escalating into major problems
3. Change Log
Change is inevitable on projects. Projects will undergo changes, whether in scope, timeline, or resources. A change log helps track these modifications. By managing by exception, project managers can focus on significant changes that impact the project’s baselines. This ensures that only essential changes are escalated for decision-making.
Benefits:
- Prevention of scope creep
- Focused attention on impactful changes
- Streamlined decision-making process
4. Dependency Log
Dependencies highlight the relationships between different project tasks. Managing by exception in this context means monitoring key dependencies that could cause delays or complications if not met on time. By keeping an eye on critical dependencies, project managers can prevent bottlenecks and keep the project on track.
Benefits:
- Prevention of project delays
- Improved coordination between tasks
- Clear visibility of task interdependencies
5. Assumption Log
Assumptions are factors or conditions that are presumed to be true, real or certain at a point in time. An assumption log helps track these conditions. By managing by exception, project managers can quickly identify when an assumption is no longer valid, which could affect project outcomes.
Benefits:
- Early identification of risks arising from false assumptions
- Informed decision-making based on current realities
- Increased project predictability
Managing by exception is an essential technique for project managers. It allows you to focus on what truly matters while maintaining control over the project’s progress. By filtering out less significant data, project managers can prioritise critical issues, use resources efficiently, make informed decisions, and maintain focus on high-impact areas.
By utilizing risk, issue, change, dependency, and assumption logs, project managers can ensure that they are informed of critical deviations that require their attention. This not only enhances efficiency but also improves the likelihood of project success.
Managing by exception, supported by comprehensive logs, ensures that your focus remains on steering the project towards its goals, rather than getting bogged down by every minor detail.
By embracing managing by exception, you empower yourself to lead with precision, agility, and confidence, ensuring that your projects are completed successfully, and your stakeholders are delighted.
