Getting the Right Answers
The two worst questions to ask during the execution phase are:
Will you be done by the date provided?
What percentage of the task is complete?
Many project managers ask these questions, get generic responses, update the plans, and miss the targets. As PMI states, 90 percent of a project manager's time is spent communicating. However, it needs to be proper communication. Asking what percentage of the project is complete and whether it will be done on time are subjective. Also, these questions allow someone to give an automatic response. It is allowable to ask these questions, but only if you intend to follow up with more pertinent questions. These questions should be more direct and qualifying. For example:
You say that you are 50 percent complete, but three days have passed on a five-day task. Are we behind schedule?
Do you anticipate any issues or outside influences preventing you from meeting the committed date?
Can you tell me how you have determined that you are 80 percent complete?
What do you have to do to get the remaining 20 percent done?
These questions help you dive into the responses to uncover what is really going on.
As much as possible, have these conversations one on one prior to a status meeting. You do not want to embarrass or put a team member in a bad position by interrogating them in front of the entire team.
You will get automated answers if you ask automated questions. A status check is not intended to allow a project manager to move through a task list and place check marks to show that things are moving along; they are designed to ensure that the project is progressing at the correct pace and to identify potential issues that could derail the project.
