When perfiorming a migration of any size, I need to bring all my tools to ensure that I have a successful outcome. A tool that I cannot live without and Microsoft has made even easier to implement is the R.A.I.D. list.
15 years ago, I had a notebook where coded each entry with the corresponding letter. Each status meeting was spent flipping back and forth to find the item so an update could be given. Imagine 5 people on the phone doing the same thing. Nothing got done.
Over the years, tools were introduced to manage a Raid list better, but before I get to the best tool yet, Let’s Review what R.A.I.D. stands for:
- Risks represent those things that could go wrong, either in the execution of the project (project risks) or in the underlying business being changed or created (business risks). For each risk I normally estimate the probability and impact of it happening, and also any actions the team are taking to mitigate against it. I also normally assign an owner, who is responsible for monitoring and mitigating against the risks, and set a future review date on which it will next be assessed.
- Actions represent all the things that need to be done. These are typically actions that arise during project meetings and don’t necessarily include all of the actions already on the project plan. Each action should have an owner, a due date, and eventually a date on which the action was completed. Each project meeting should review actions, to mark off those completed and review progress against those not yet completed.
- Issues are known problems within the project or the business being changed or created. Many people think of issues are risks which have already happened. Issues are typically notified up the management chain, for example to a project steering committee or business executive team. For each issue, you should identify what you intend to do about it, who should do this, and when it should next be reviewed. Issues should be marked as resolved once the problem is sorted out or the project moves past or around the obstacle.
- Decisions are simply a list of decisions made in a project. They are simply listed as a record of decisions made. You can also record when the decision was made, and by whom it was made.
Here is the best Tool that I have found in the Microsoft Environment to implement a RAID list. I use Microsoft Planner, where I can code, review, and assign each item to a team so that the project can move forward faster.
Prior to this tool coming out, Excel Online or Access was used to track. This tool is integrated with Outlook and you can view items on your phone. Great for a distributed team.
To power through a project and make sure nothing gets missed, use this tool. I do and my projects are coming in much quicker.
View this video for more info:
Brad R. Holt is a IT Consultant with over 15 years of Project Management and Implementation expiernece. He focuses on SharePoint and Office 365 Migrations. Follow Brad on Twitter @bradholt_IT