Why Regular Health Checks Are Important for Every Project

Jul 6
5 min read

Updated: Aug 8

In today's fast-paced business environment, projects are the backbone of success for many organisations. However, just like a car requires regular maintenance to run smoothly, projects need regular health checks to ensure they are on track. Regular project health checks can lead to better allocations of resources, improved team morale, and increased likelihood of project success. In this post, we will explore why conducting regular health assessments is crucial for every project.

All Project Managers should be prepared for a project health check instead of waiting for your project to go to RED status, be proactive and ensure you are working towards a healthly project.

Understanding Project Health

Project health encompasses various elements, including timeline adherence, resource allocation, budget management, and stakeholder engagement. Assessing these factors helps identify what is working well and what needs improvement. For example, a project that is running over budget might be an indicator that resource allocation needs to be re-evaluated. Understanding project health provides a clear view of where to focus your energy to achieve better results. At the PM Clinic we use the project dimensions from the Project Management Institude (PMI) to measure project success against a criteria and scoring system to determine project health. This also allows us to provide a action plan to optimise the project going forward to make sure it stays on track.

Wide angle view of a meeting room with whiteboard and presentation materials — Meeting room ready for project health assessment discussions

The Benefits of Regular Project Health Checks

Regular project health checks come with several benefits that can significantly influence project success:

Early Detection of Problems

In any project, issues can arise unexpectedly. A sudden delay, budget overruns, or miscommunication among team members can derail progress. Regular health checks allow project managers to detect these problems early. For example, if you notice a delay in one part of the project, you can take immediate action, such as reallocating resources or adjusting timelines to get back on track.

Improved Decision-Making

When you have up-to-date information on your project's performance, you can make informed decisions that benefit the entire project. Data from health checks can illuminate trends or patterns that would otherwise go unnoticed. For instance, if the same team member is consistently falling behind, it may indicate a need for additional training or support rather than punitive measures.

Enhanced Team Morale

Regular health checks can foster a sense of accountability among team members. When everyone is aware of the project's health status, it encourages responsibility and collaboration. Recognising team contributions during these assessments boosts morale and motivates everyone to continue performing at their best.

Eye-level view of a diverse team discussing project timelines — Team collaboration during project health assessment

Optimised Resource Allocation

Resource allocation can make or break a project. Regular health assessments help identify areas where resources can be better utilised. For example, if some tasks are consistently completed ahead of schedule, resources can be shifted to tasks that may require more attention. This ongoing adjustment can significantly optimise the project outcomes and give you and your stakeholders a clear view of current and projected resource need.

Stronger Stakeholder Engagement

Stakeholders are critical to a project’s success. Regular health checks can provide necessary updates to stakeholders, keeping them feeling involved and informed. By maintaining open lines of communication, stakeholders are less likely to lose interest or become frustrated with a project's progress.

How can project health be assessed?

There are various methods and tools to assess project health. Here are some of the most effective approaches:

Key Performance Indicators (KPIs)

Setting clear, measurable KPIs makes it easier to identify whether a project is on track. These indicators can include budget adherence, milestone completion rates, and team productivity levels. By analyzing these KPIs regularly, project managers can gauge project health quickly and accurately.

Desktop Reviews

Assessing and reviewing project artefacts and documentation is a vital part of the health check and we are looking for compliance, coverage of the necessary components of project reporting, consistency and evidence of break points or risks. Specifically the health check assessor is looking for evidence of the projects path and if reporting is correct, but more importantly it can identify areas of concern that may be missed by the project team.

Surveys and Feedback

Gathering feedback from team members and stakeholders is an insightful way to assess project health. Surveys can reveal how the team feels about the progress, potential roadblocks, and overall morale. This qualitative data can complement the quantitative insights gained from KPIs.

Regular Check-in Meetings

Facilitating consistent check-in meetings can help ensure alignment among team members and provide a platform to discuss project health. Weekly or bi-weekly meetings focused on addressing any issues can keep everyone engaged and informed on the project’s status.

High angle view of a project checklist on a clipboard — Project checklist for monitoring health assessments

Actionable Recommendations for Implementing Regular Health Checks

While understanding the importance of regular project health checks is crucial, implementing them effectively is equally essential. Here are some actionable recommendations:

Create a Standardised Health Check Process

Establish a routine for health assessments. This can include defining what parameters will be evaluated, how frequently checks will occur, and what methods will be used for those assessments. A standardized process ensures consistency and accuracy, making it easier to compare project health between different projects. At the PM Clinic we have a standard health check process and report that is provided to clients.

Document Everything

Ensure that all findings from health checks are documented. This record can serve as a useful reference for future projects. Additionally, documenting feedback allows you to track changes over time, which can be incredibly valuable in understanding the trajectory of project health.

Foster a Culture of Openness

Create an environment where team members feel comfortable discussing issues without fear of retribution. An open culture encourages team members to share their thoughts on project health assessments, leading to more accurate and honest evaluations.

Tailor Your Approach

Every project is different, and so are their health assessment needs. Tailor your health check methods and metrics based on the specific requirements of each project. Consider factors such as project scale, team size, and complexity when designing your project health assessment protocol.

Final Thoughts

Regular health checks are not merely routine tasks; they play a fundamental role in ensuring project success. They enable early detection of problems, improved decision-making, enhanced team morale, optimized resource allocation, and stronger stakeholder engagement. By implementing effective health check practices, organizations can pave the way for more successful projects.

For those interested in conducting a thorough project health assessment, understanding the nuances and developing a consistent evaluation process can make all the difference. Embrace the importance of health checks and watch your projects thrive!