Milestones are the most basic project planning and tracking tool. In this video, I’ll answer the questions: What are milestones, and what are milestone monitoring and milestone tracking?
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Milestones
Milestones are moments in time. We use them to mark either a significant event in a project, like the completion of a big task or a set of tasks, a decision, or the delivery of a product.
We also use them to mark a clear point along a process.
An Example of Poor Milestone Tracking
I have a three-week piece of work that I allocated to Peter.
I agree with Peter that three weeks is about right. Being a good manager, towards the end of the first week I ask Peter, ‘How’s it going?’
Peter responds, ‘Yeah, it’s going alright.’
At the end of the second week, I also go and see Peter. This time when I ask him how it’s going he says, ‘Yeah, it’s going okay, I think.’
Midway through the third week we’re getting close: ‘Peter, how’s it going?’
‘Yeah, it’ll be alright. I’m sure it’ll be fine.’
And when it gets to the end of the third week when I’m expecting a delivery, ‘Peter, how’d it go?’
‘Ah, yes, well, I know what the problem is, and I’m sure we’ll have it fixed in no time, I think.’
What was the problem?
Throughout the project, I had no objective way to be sure about how well the work was going.
An Example of Good Milestone Tracking
Instead, when I work with Jack, not only do we agree that three weeks is the right amount of time for the work, but I also agree with Jack about what he expects to complete at the end of the first week. I also agree what he expects to complete at the end of the second week and halfway through the third week.
This way when I ask Jack how things are going, it’s either going to be that he has:
- completed that piece of work or
- not completed it.
And this gives me a fact.
Like your best friends, milestones will always tell you the truth.
Milestone tracking is about understanding where you are with respect to the milestone.
If Jack has achieved his milestone, then we’re both happy and he can carry on. If he hasn’t achieved his milestone, I can ask him, ‘How long till you achieve it? Is it a matter of minutes or hours or days?’
From this, I can make choices.
I’ve got a choice to:
- help Jack
- advise Jack
- take the piece of work and give half of it to someone else, or possibly even
- take all of the work and give it to someone else, or to
- reschedule other activities around the expected delay.
The sooner I find out that there is a potential delay in Jack’s work, the more choices I have. The more choices I’ve got, the more control I have over my project.
Summary of Milestone Tracking
So, milestone monitoring, or milestone tracking is the process of keeping on top of where your project is, with reference to your milestones:
- Which have you completed?
- Which are coming up?
- Which do you expect to be on time, late, or ahead of schedule?
Once you know these things, you can assess the problem points on your project and address the issues. Your goal, of course, is to bring the project back on schedule.
Recommended Videos and Articles to Help with Milestones
Carefully curated recommendations for you:
- What is Milestone Planning? | Video
- What is a Deadline? | Video
- Milestone or Deadline? What’s the Difference? | Video
- Monitor & Control Cycle: What is it? All You Need to Know
- Monitoring and Controlling: What is The PMBOK 7 Measurement Performance Domain?
What Kit Does a Project Manager Need?
I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list. I added my own.
Check out the Kit a Project Manager needs
Note that the links are affiliated.
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