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Issue Management by Plan and Process

Issues are omnipresent in a project. A Project Manager needs to always begin with a plan that would define the activities and business rules that may be used to manage or control issues. To create a concrete plan you need to first identify the issues and classify it into some types based on its impact or priority. 

 Majorly all issues may be classified into these four categories namely.
  1. 1) Major Problem: These are problems that could bring your project to a standstill and requires immediate attention and action. For example, A technical failure in a computer system can be classified as a major problem as it would cause the shutdown of the system. 
  2. 2) Concern: These are problems that may not have any instant repercussions but may balloon into something big if left unattended for long. You need to be aware of them constantly to make sure they do not develop into a major problem. A fine example would be a shortage of materials or delays in a dispatch that is not bringing a supply chain to a stop but is still important to be rectified before materials get over or dispatch is rejected.
  3. 3) Situation: This problem is one that is purely situational standpoint and can be a concern or major problem based on its impact. A problem with the staff of your suppliers would be classified as a situation issue. 
  4. 4) Opportunity: These are just issues that are unforeseen but are positive in their impact. An opportunity for a successful promotion will be an opportunity and not an issue that requires solutions.
Finding your way to managing most issues
These are just the tips on how you can prepare to manage the project issues before they demolish your project.
  1. a) Provide a system of reporting. There is a need to provide a process or tool that allows reporting of an issue as it may get forgotten during the busy times of a project. Reporting an issue also requires notifying others so they can keep you updated whether the issue remains or is resolved. 

  3. b) Create a log on everything. Detailed records have to be maintained of the process as no part is too small or insignificant. Logs can sometimes hold the key to the solutions of the issue and be a key reference for future use. 
  4. c) Give prompt report. Swift reporting is important as time lost is an opportunity never taken to resolve an issue before it becomes too difficult or expensive. Some times delay can result in loss of the project itself. 
  5. d) Resolve the issue promptly. Reporting is not the solution. Prompt reporting should be followed by prompt resolutions. Delaying working on the issue is like inviting trouble onto yourself. 
  6. e) Make sure to escalate appropriately. Resources are key to finishing a project in time and properly. Spending them more than required to resolve an issue is an unnecessary waste. On the other hand, not giving enough resources would prevent timely recovery from the issue by creating roadblocks. 
  7. f) Validate issue status regularly. Issue statuses are important to keep a record. Resources need to be reassigned if the issue is resolved as keeping resources assigned on a resolved issue would itself be constituted as an issue. 
  8. g) Notify everyone frequently. Issue statuses should be shared with everyone, the same way as the status was shared. To prevent allocating resources by someone else they need to know the status as resolved.

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