Exploring the guiding principles of effective Project Management as we work together and gain from the lesson’s learned in our projects.

Guiding Principles

The principles below can be applied to any project management tool because they are general project management principles.

1. Names should be descriptive enough to be clearly understood when read outside of the context of the project. (See Task Naming video)
2. Project names should include: a unique 3-5 character project code, an Action 
on an Object to produce a Result
3. Project Action Words should try to use these standard words: Deploy, Implement, Draft, Build, 
Develop, 
Configure, Design, Research, Document
4. Tasks names should include a verb to indicate the action/results to be accomplished when the item is complete. (See Task Naming video)
5. Task name prefix should include a project code (the 3-5 character project code) if in a project. If the task is not in a project it might have a 3-5 character non-project indicator code followed by a “ - “. This task coding helps in grouping similar tasks.
6. Nesting should be avoided as it reduces visibility in a variety of views. If it can not be avoided then keep them to no more than 2 deep.
7. Folders often are just labels and do not serve well for organizing project phases or communicating status.
8. Tasks are activities a single person can take care of in a day or other predetermined time frame.
9. Checklists are a list of steps added to a task description to remind the task assignee the steps of a process.
10. SubTasks should be avoided. If a task has checklist items that need to be assigned to specific persons a task should be created at the same level as the original task. This way stakeholders in the project can monitor task completion with a single glance and not be required to probe into sub tasks.
11. Assign tasks to one person so everyone knows who is responsible and accountable. Encourage others to follow the task if they are interested.
12. Workflows - All projects should use the Default Workflow to support standardized reporting across the organization. Items from the Default Workflow typically have a broad general meaning so they can be applied to all projects.
13. Backlog: something that could be done. Typical project phase - Initiate.
14. Upcoming: something that will be done. It is getting prepared to be worked on. Typical project phase - Planning.
15. Working: active. Getting worked on. Typical project phase - Executing.
16. Waiting: needs to be done but is not active because is is held up by something but can still be accomplished.
17. Blocked: cannot be completed in the current context. Something must be done that is outside the control of the assignee. This is a call to stakeholders that the item needs attention or it is at risk of failure.
18. Cancelled: dropped from the project.
19. Not needed: will not be worked on as it is no longer a part of the success requirements.
20. Completed: work is finished according to the stakeholder’s definition of done. Typical project phase - Closed
21. Custom Workflows - Within some types of projects specialized workflows may be required for tracking progress of the tasks across a variety of status. In this case custom workflows can be assigned to tasks in that project type.
22. Dashboards -
23. Reports -