Improve project management and the internal communication of your team
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My weekly PDCA was created to improve project management and communication within your team. It aims to be the answer to the excessive use of e-mails, the messages sent and never read as well as many other problems that often affect communication.
To achieve the goal however, you can’t act alone.
First things first, let’s identify the two key steps that will help you make communication more effective in your team:
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The Perfect Meeting cycle
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The Gantt chart for Team visual coordination.
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Our version of the Gantt Chart
For better team communication, it is essential that all participants are involved and informed about the project planning. This must be true for the initial phases as well as for the entire duration of the project. For this reason, two very important entries appear in our proposal for the Gantt chart:
1. You’ll find room for the signatures of all the team members. It simply proofs that everyone has read and confirmed the planning studied.
2. A box indicating the day and time of weekly update meetings, during which each participant will update the team about the status of the tasks he/she is responsible for.
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VISUAL MANAGEMENT is key!
Everything has to be visible and easy to find. Print the Gantt and hang it in plain sight on a wall accessible for all team members, so that everybody can see it and notice periodic updates!
Do not send updates by e-mail but instead use the Gantt and require a signatures in case changes are made. This way you’ll make sure that everyone will have read and confirmed the plan again!​
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​​How to incorporate MY WEEKLY PDCA in your team?
The suggestions below will help you to better understand how to use MY WEEKLY PDCA to coordinate tasks and people when implementing your project:
Print it to don't lose your time during the next meetings!
USING MY WEEKLY PDCA TO MANAGE A TEAM:
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If you are in charge of a team, ask your team members to show you the actions they have written at the end of each meeting or discussion. Check that they have noted down the actions you have requested. Consider that discipline is the only way to achieve effective communication! Also, do not forget to be a good example for your team members by carefully taking notes of all the support requests that team members are making.
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If you are part of a team, tell the group the actions and ideas for which you are asking for support. Propose to the person with the most appropriate resources to write it down on his/her PDCA.
If you follow the steps described, week by week, you will be able to organize your work more efficiently, making it simpler and monitoring successes as well as failures. By continually improving yourself, I am sure that you will get the satisfaction you are looking for. Good luck with your work!
