Tracking Actions

In both project or operations, the amount of complex data to collect, and tasks to report are increasingly bigger with the demands of our urban world. Most of managers and their teams strive for having effective controls and tracking on data of the processing actions.. 

An average project would have few thousands of actions related to hundreds of tasks and correlated to tens of domains. On average daily processing; actions would interpret tasks that are sometimes relatively old; which would require strong memory to recall..

Either classic or new techniques to track the actions are incapable to control and verify each data. In particular, wherever there is an issue that would requires repeated bilateral communications to be concluded. Most issues are like this..

Apparently, the PR2 methodology or the PMI's neueve Agile one would help to manage such dilemma; within cycle of hours or couple of days.. Otherwise, these concerned actions would be practically forgotten..!

Certainly, Ad-hoc communications and daily briefings would enable recalling issues and related processing.. Similarly, deliberate hiding them is also repeatedly done..

Unless there is a way to  generate a Unique Reference Tracking Number of any task, tracking the associated actions shall be a burden and time wasting for any tracker. Often, emails and reports are not attached to such a coding system; but stipulated to the body of each report or document. Reference would only be used if sufficient resources are there to correlate the actions and tasks. Trackers used to relay on their "Personal Memories" to build the case and investigate the responses..

This is where Artificial Intelligence (AI) would support and provide an added value. Digitalized documentation shall be easy and tracking would be time and cost effective. Yet, Data Entry techniques would vary among various software algorithms; as most would consider the Soft Skills of the processing staff. Almost, diminish in the flood of data and sophisticated operations..

Despite how Humane Skills are critically important in all activities; the need to know how and administer establishing such Unique Reference Tracking Number (URTN); should be tough and been a part of the syllabus of management for both projects and operations..

The dilemma of generating URTN??

Although it isn't a complex science; yet many professional would find it hard or confusing.. The simple steps would be a great help..

1. Standardize the typical workflow
2. Define generic domains, tasks and subtasks
3. Imagine main and sub processing and actions
4. Allow for subdivided provisions
5. Use whatsoever convenient code or number

Then, another dilemma rises: which URTN is going t be used??

All engaged parties would have their reference systems and numbering as well.. However; The Project Manager should imposed his system on the others, and assure that all communications would follow the same.. Otherwise, PM would appear helpless and silly to manage..!