Project Management - Best Practices

Roles and Assignments

  • there are leaders, co-leaders, members and inactive members.
  • sub-team leaders are called co-leaders in Redmine/forge
  • co-leaders are assigned to a category
  • by assigning a task or feature to a category, it is assigned to a co-leader, who can then delegate this to a member, by assigning it to him. He/she is however still responsible for the issue in question.

Responsibility of the Co-Leader

  • (sub-)team task management includes the following duties: adding tasks (title, description, quality criteria, assigned to, deadline), checking any status changes against the quality criteria, closing tasks, re-assigning tasks.
  • the status has to be updated once per week until thursday 24h CET
  • a sub-team has at least two members. if a sub-team has less than two people to manage (= people that actually execute tasks) it is dissolved. One of those can be the team leader himself, if he/she has any tasks.
  • everybody is free to choose if they want to organize the work in a sub-team (which means there needs to be a sub-team leader willing and able to manage tasks) or not. If not, the task management work is done by the project manager (= leader on the forge).
  • all co-leaders can require help with project management tasks from the project manager, if in need. If they constantly do not fulfill these tasks, they should not be co-leaders.

Task descriptions:

Here is a rule to go by when entering and describing tasks on the forge:

It is called SMART and it says, that tasks should be described in a way that they are:

*S*pecific , meaning all necessary details for their execution is included
*M*easurable, meaning criteria for fulfillment are included in the description
*A*ttainable, meaning they can be achieved under the circumstances
*R*ealistic, meaning they will be achieved with the resources at hand
*T*ime-bound, meaning they have a deadline.

Scope of work and avoiding redundancy:

It is very important that all contributors strictly observe at all times that their work stays within the limits that are assigned to them on the forge. If that is not adhered to, we get redundant and consequently double efforts!

If you feel like taking over some bit outside of your scope, talk to project management first, so it can be agreed on and reflected on the forge.

Handling exceptions

  • if a task is not finished in time and can't be re-assigned to another ressource that will finish it in time, notify the project manager. deadlines should never be shifted without a message!
  • resource management: if a person that a task is assigned to does not respond in time, don't wait, but suspend the team membership immediately to "inactive membership" status. Only that way it is possible to see vacancies and resource problems at a glance!
  • right after a resource fails without prior notice, the search for a replacement begins.
  • changes of scope: it could be that tasks are changing over time. Please always update the description.
  • management problems: If any team leader feels they can't handle the task organisation in such a manner for whatever reason, please tell the project manager as soon as you realize this, so the sub-team structure can be changed.
  • a general rule about texts in the forge: no excuses, no prose! just the plain facts!