Throughout the life of a project, it is common for problems of any kind to arise, incidents that threaten to interrupt or cause damage to our work and, consequently, affect our productivity.
It is important to be prepared for this type of unforeseen events in order to deal with them in an efficient manner, otherwise it could result in very negative results for our project.
Issues (problems, incidents, unforeseen events, etc.) need to be recorded once they occur. One way to do this is through an Issue List that allows you to report and communicate what is happening in the project. This will ensure that problems that have arisen are analyzed and resolved quickly and effectively.
Conversely, without a defined process, there is a risk of overlooking certain problems or not giving them the importance they deserve, to the point that it may be too late to deal with them effectively.
If issues arise unexpectedly, how can we deal with them efficiently?
Good question. An Issue list could be defined as the simplest and most efficient logging tool to manage your business issues. The list itself is very simple, but used proactively, the results are spectacular.
Issues management through a checklist is very effective in identifying and documenting problems and issues that arise during a project. The process also makes it easier to evaluate the problems, their potential impact and develop a plan to resolve them.
An Issue List helps to capture each issue in detail so that the project team can consult the status of the issue and who is responsible for resolving it. This way of documenting issues provides a multitude of useful ideas that can be used to refine and improve the results in future projects.
What information must be included for the Issue List to be effective?
The information we enter when listing issues directly influences the outcome of corrective actions. The following data is essential when describing the Issues:
- Issue Type: Categories of problems that may arise. Establishing these in advance will help you control them and assign them to the right person to resolve. For example:
- Technical problem
- Problem in the design
- Modification (In the company, the customer, the environment, etc.)
- Resources (Material, equipment, personnel, etc.).
- Third parties (suppliers or any other external factor).
- Identifier (Person and means of identification. For example, an audit)
- Date of identification and expiration date.
- Description of the incident.
- Priority:
- High: critical problem that seriously affects the project, even interrupting it.
- Medium: a problem that will significantly affect the project, although it will not interrupt it.
- Low: a problem that will not affect the tasks related to the project or its continuity, but must be taken into account in order to solve it.
- You do not have to be the one in charge of proposing a solution, but you do have to be in charge of monitoring it and ensuring that it is given the importance it requires according to the priority it has.
- Corrective action to be implemented.
- Issue Status:
- Ongoing, open, but not yet addressed.
- Pending solution
- Finished and resolved
- Canceled
What are the benefits of an Issue List?
- It gives you the confidence of having a secure method that allows the team to record their incidents.
- You can keep track and assign a person responsible for each task.
- It makes it easier and more convenient to analyze and prioritize problems.
- Record the corrective action of a problem and keep it as a reference for the future, which will help us to be more proactive within the project and to foresee possible risks.
- It allows you to visualize in a general way the status of the project.
With Kapture.io it is possible to forget about paper documents, which can always get lost, mixed up and lead to confusion or huge waste of time, thanks to the cloud format of its platform, designed for the convenience of the customer and for him to get the maximum benefit.
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