Point Lookout: a free weekly publication of Chaco Canyon Consulting
Volume 5, Issue 19;   May 11, 2005: Nine Positive Indicators of Negative Progress

Nine Positive Indicators of Negative Progress

by

Project status reports rarely acknowledge negative progress until after it becomes undeniable. But projects do sometimes move backwards, outside of our awareness. What are the warning signs that negative progress might be underway?

Chris pushed back from his desk and stared at his display. The earliest completion date was now three months later than before his latest schedule changes. Resting his chin on his left fist, he let out a deep sigh.

A traffic sign warning of trouble aheadJust then, Warren walked by, waving as he went. 'Uh-oh,' Chris thought.

Sure enough, Warren stopped, turned back, leaned into Chris's office and said, "You don't look happy."

Chris looked up. "Dropping the Bluefield requirements didn't help. Actually, it got worse."

Warren looked at his watch. "Well, if you don't figure this out by Eleven, let's all meet in my conference room."

Chris and Warren are having a familiar conversation. When we make changes that ought to speed things up, things usually slow down.

Knowing about impending negative progress can be helpful. Here's a collection of tactics and events that can indicate the potential for negative progress.

Denying negative surprises
When you deny the significance of bad news, you start losing time immediately. Review carefully all denials of the significance of surprises.
A drumbeat of bad news
When you deny the
significance of bad news,
you start losing
time immediately
Troubles often travel in herds. When things aren't going well, staying the course could be a questionable strategy. See "Flanking Maneuvers," Point Lookout for September 8, 2004.
Outdated, inadequate, or shared equipment
Using obsolete or worn out equipment, or having to schedule the use of essential equipment, costs time and creates delay. See "The Cheapest Way to Run a Project Is with Enough Resources," Point Lookout for March 21, 2001.
Extremely tight or very lax deadlines
Reasonable deadlines encourage risk-taking, which is essential for discovering innovative solutions. Extreme pressure — or the absence of all pressure — threaten both creativity and quality. See "Make Space for Serendipity," Point Lookout for September 25, 2002, and "Critical Thinking and Midnight Pizza," Point Lookout for April 23, 2003.
Fractional people
When too many projects depend on a few people with critical skills, their time becomes fragmented, and they must constantly switch between tasks. Often their productivity falls as fast as the quality of their work. See "When Is Change for a Dollar Only 82 Cents?."
Relaxing requirements to maintain schedule
In today's environment, requirements do change. But relaxing requirements solely to maintain schedule could be a warning of trouble ahead. The tactic rarely saves time, and it often has the opposite effect.
Adding staff
Adding staff always slows things down, even if your intention is to speed up.
Meetings consistently running overtime
In a well-run project, some meetings run over — but some finish early. If you always run over, look out for trouble.
Underused consensus
Consensus produces the most durable decisions. If you never use consensus, even when time does permit, some decisions could be flawed. More important, avoiding the use of consensus could be an indicator of trouble on the team. See "Decisions, Decisions: I," Point Lookout for November 17, 2004.
Closed communications
If an elite group deals with bad news, making critical decisions without participation of the team at large, and controlling the circulation of information about the bad news, then it's possible that the bad news is worse than many people believe. See "See No Evil," Point Lookout for March 30, 2005.

Most projects exhibit at least some of these traits from time to time. Track their incidence. When many are present, and when they settle into a stable pattern, you might be in for a wild ride. Spend a little extra time looking around the next turn. Go to top Top  Next issue: Irrational Self-Interest  Next Issue

52 Tips for Leaders of Project-Oriented OrganizationsAre your projects always (or almost always) late and over budget? Are your project teams plagued by turnover, burnout, and high defect rates? Turn your culture around. Read 52 Tips for Leaders of Project-Oriented Organizations, filled with tips and techniques for organizational leaders. Order Now!

Reader Comments

Ron Thompson, Eiscon Group, Ltd. (www.eiscon.com)
One of your best yet! I have stories about all of your nine indicators (I think eight of them come from the same project). I wanted to pass along a couple.
On adding staff I was once able to head this off. I was leading a pressure project where we were tracking on time, but tight. The manager asked me when we could deliver if he gave me another person. I looked him in the eye and said two months later. He never brought it up again (and we delivered on time).
On meetings consistently running overtime I was on a project that was running extremely late, so the manager started holding daily status meetings that usually ran at least an hour. At one, he asked if anyone had ideas to get the project back on track. A co-worker (and friend of mine) quietly says from the other end of the table, "We could try getting back to work instead of sitting in this ******* meeting." The manager never did get a clue and the project ended up dying a slow death.
On closed communications Even worse, the project team invents rumors that the bad news is worse than many people believe, even if the "elite group" isn't even dealing with bad news!

Your comments are welcome

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          human being. No machine intelligence was involved in any way.Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.

This article in its entirety was written by a human being. No machine intelligence was involved in any way.

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Related articles

More articles on Project Management:

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When projects near completion, we sometimes have difficulty letting go. We want what we've made to be perfect, sometimes beyond the real needs of customers. Comfort with imperfection can help us meet budget and schedule targets.
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Negotiating contracts with outsourcing suppliers can present ethical dilemmas, even when we try to be as fair as possible. The negotiation itself can present conflicts of interest. What are those conflicts?
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Facilitators of synchronous distributed meetings (meetings that occur in real time, via telephone or video) can make life much easier for everyone by taking steps before the meeting starts. Here's Part III of a little catalog of suggestions for remote facilitators.
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When bad things happen, despite our plans and our best efforts, we sometimes feel responsible. We failed. We could have done more. But is that really true? Aren't some things beyond our control?
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Much is known about scope creep, but it nevertheless occurs with such alarming frequency that in some organizations, it's a certainty. Perhaps what keeps us from controlling it better is that its causes can't be addressed with management methodology. Its causes might be, in part, psychological.

See also Project Management, Critical Thinking at Work and Problem Solving and Creativity for more related articles.

Forthcoming issues of Point Lookout

A well-festooned utility poleComing June 26: Additive bias…or Not: I
When we alter existing systems to enhance them, we tend to favor adding components even when subtracting might be better. This effect has been attributed to a cognitive bias known as additive bias. But other forces more important might be afoot. Available here and by RSS on June 26.
A close-up view of a chipseal road surfaceAnd on July 3: Additive bias…Not: II
Additive bias is a cognitive bias that many believe contributes to bloat of commercial products. When we change products to make them more capable, additive bias might not play a role, because economic considerations sometimes favor additive approaches. Available here and by RSS on July 3.

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