System vs. Tool

Recently I realized it was not my project management tool that under-performed, it was my system.

If we break it down to nouns and verbs, the tool is tied to the noun (vessel) and the system is tied to the verb(s) (load/review/manipulate). How did I improve my system? I focused on the following core elements of a good system: timeliness, completeness, accuracy, and review.

** Timeliness **

The information must be fresh and relevant. We often forget information can be correct but not fresh. Working with stale data can be a true buzz killer for any team.

** Completeness **

Managing deliverables and tasks based on incomplete data is a recipe for disaster. Looking at the data "in aggregate" it is easy to argue that incomplete data is inaccurate data.

** Accuracy **

Once a team loses confidence in the accuracy of the data, the project is in serious jeopardy. Motivation can nearly grind to a halt and regaining confidence can become an uphill battle.

** Review **

Your tool can quickly become useless if it is not reviewed with the appropriate cadence. Reviews should be performed as often as it takes to feel in control.

Of the elements listed above I feel the easiest one to overlook is review. We often associate review with redundancy, which feels counterproductive. I am amazed as I notice the things that surface as part of my review process.

Once I improved my system, complete with a solid review process, I was able to make my project management tool perform as expected. As we invest the time to improve our system, once we have our tool in hand, please take inspiration from Abraham Lincoln. "Give me six hours to chop down a tree and I will spend the first four sharpening the axe."