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Project Milestone Checklist


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Project Milestone Checklist A healthy and growing project always requires careful and accurate examination of its status per phase. That’s why it is important to divide the overall implementation process into a range of milestones that help check progress of the project at a selected period of time. In this Project Milestone Checklist you will find out how to use milestones for project tracking and monitoring.

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  1. Set Milestones.
    • Define what you want to achieve from the overall project (initial objectives and final product).
    • Brainstorm your ideas to select the most appropriate objectives and the most feasible product for your project.
    • List activities you are going to undertake to reach the objectives and design the product.
    • Divide these activities into definable and manageable pieces of work.
    • Define an amount of time required for completing the work.
    • Design a project schedule.
    • Identify events of great significance per work item.
    • For each critical event, create a marker on the schedule. They will be milestones of your project.
  2. Check Milestones.
    • Make sure every milestone has specific criteria that let the milestone be interpreted in terms of time & cost.
    • Define quality measures for milestones (a set of quality standards and requirements per milestone).
    • Set target date for milestones (start date, duration and end date for every milestone).
    • Make sure there are no missing milestones in your project schedule (perhaps there are some necessary tasks or steps you haven’t yet included in the schedule).
    • Use milestones to prepare your budget (because milestones help you allocate financial resources while considering critical events defined in your schedule).
    • Do regular checks of your milestones to make sure they are measurable and specific.
  3. Conduct a Milestone Review Meeting.
    • Definition. A milestone review meeting is a status meeting between the project manager and team on one side and the project sponsor and other stakeholders (including customer representatives) on the other side to determine whether the project is performed as desired at the given period of time to continue on to the next stage/phase.
    • Objectives. The purpose of the meeting is to examine the overall progress and review accomplishments of your project at selected milestones/stages during the implementation lifecycle. Such a meeting helps your project team to communicate with senior management and other stakeholders, discuss outstanding issues, share lessons learned and suggest improvements for further milestones. Do the following tasks to prepare and conduct your milestone review meeting.
    • Calculate the project progress and prepare a review report.
    • Create an agenda for the meeting.
    • Send a meeting request along with the agenda and review report to relevant stakeholders for approval.
    • Conduct the meeting according to your agenda including such action items as:
      • Investigate the overall progress of your project in terms of effort and schedule variance.
      • Review of customer/user feedback.
      • Examine issues/problems faced by the team during current milestone.
      • Define lessons learned during the milestone and make improvement suggestions for further milestones.
    • Make sure all questions listed in your agenda are discussed.
    • Make sure any issues, suggestions, lessons learned ...

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