Effective Project Managers Use RAIL Logs

Cedric R. Carlton
March, 2023

INTRODUCTION

One of the disadvantages of having a PMP® certification, is that it doesn’t guarantee that you are a good project manager (Narasimman, 2023). The PMP® certification is highly respected and well recognized around the world. Those who’ve earned this certification should strive to earn the respect that comes along with it. This means improving your individual effectiveness in managing projects.

To be an effective project manager, PMI lists some attributes that are required. Some of which include having the skills necessary to effectively lead a team, coordinate work, collaborate with stakeholders, solve problems, and make decisions. There are a variety of ways you can develop these skills. They include training, seeking feedback, networking with colleagues, and good old fashion practice.

Practicing your craft in a manner that works to improve your effectiveness starts with you using the right tools. One such tool is a RAIL log.

What is a RAIL log? How does using it improve your effectiveness? This article will answer both these questions thus providing you with the guidance necessary to be an effective project manager. 

WHAT IS A RAIL LOG?

The RAIL log is a single file that combines four different forms. The word RAIL is an acronym where the letters represent the first letter for each one of the forms. R is for the Risk Register (see Image 1), A is for the Activity List (see Image 2), I is for the Issue Log (see Image 3), and L (see Image 4) is for the Lessons Learned Register. When you were training for the PMP® exam, chances are, you were introduced to the different elements found throughout each one of the forms within the RAIL log.

Image 1: The R in RAIL is for the Risk Register

Image 2: The A in RAIL is for the Activity List

Image 3: The I in RAIL is for the Issue Log

Image 4: The L in RAIL is for the Lessons Learned Register

RISK REGISTER

The risk register is a result of carrying out various planning processes from within the risk management knowledge area. The contents that make up the risk register depend on the project and would be captured in a risk management plan. This may include a short description of the risk, the date it was identified, risk category, status, impact, probability, any risk triggers, a contingency plan, and a risk owner.

ACTIVITY LIST

The activity list is a project document that is created as part of the planning processes within the schedule management knowledge area. As a place where scheduled activities will be documented, it will include things such as an activity identifier, a description of the work to be completed, who the work is assigned to, and status.

ISSUE LOG

The issue log is created to help the project manager direct and manage project work. Data that might be included in the log are the type of issue, who raised the issue, when was the issue raised, priority, target resolution date, status, and the final solution.

LESSONS LEARNED REGISTER

The lessons learned register is created to help the project manager manage the knowledge gathered during the project. The lessons learned register can be set up to capture challenges in the project, and/or any risks that are realized.

HOW DOES USING THE RAIL LOG IMPROVE YOUR EFFECTIVENESS?

Again, improving your overall effectiveness as a project manager requires you to have the following attributes:
     • The skills necessary to effectively lead a team.
     • The ability to coordinate work.
     • Collaborate with stakeholders.
     • Solve problems.
     • Make decisions.

The RAIL log will provide the leverage needed to build these attributes.

SKILLS NECESSARY TO EFFECTIVELY LEAD A TEAM

Leadership is defined as a process of social influence, which maximizes the efforts of others towards the achievement of a goal. The project manager is expected to lead the team to achieve the goal of the project. Influencing others to follow can be tricky and different people will require different approaches. The RAIL log gives you the ability to provide a consistent approach to setting expectations of the work to be done with the Activity List, and a understanding that the project manager will be there to help work through any obstacles with both the Risk Register and the Issue Log.

COORDINATE WORK

When meeting with your team, coordinating work can be effectively with the use of the RAIL log. The reviewing of risks, updating the status of activities and issues, and coming to an agreement of any lessons learned will all be done efficiently form this single document. With its consistent use, team members will be better prepared for the meetings.

COLLABORATE WITH STAKEHOLDERS

As you’re engaging with resource managers and other key stakeholders, for the most part, you’re focusing on meeting their needs and expectations, or you may be addressing issues, and always working to minimize any possible resistance. Engaging with these stakeholders can be both planned and unplanned. An effective project manager will be prepared in either scenario. The RAIL log will have the information ready whenever you need to discuss various aspects of the project.

SOLVE PROBLEMS AND MAKE DECISIONS

Solving problems and making decisions both require having information. An effective project manager will use the RAIL log to capture information surrounding the project’s scope, schedule, budget, and any issues related to the quality of the project deliverables. The collection of this information will put you in a position to make informed decisions and solve problems.

CONCLUSION

Using a RAIL log for your projects is an excellent tool for increasing your effectiveness as a project manager. A single document that provides you with the ability to manage the day to day needs of a project. With the risks register, activity list, issue log, and lessons learned register all at your fingertips, you can easily maximize the efforts of your team and collaborate efficiently with other key stakeholders. Documenting information on the scope, schedule, budget, and quality in the RAIL log will also place you in the best position to solve problems and make decisions.

References

How to develop your skill set to advance your career. (n.d.). Retrieved March 17, 2023, from   
          https://www.indeed.com/career-advice/career-development/how-to-develop-your-skill-set

Narasimman, P. (2023, March 1). Advantages and disadvantages of PMP certification.
          KnowledgeHut. Retrieved March 17, 2023, from
          https://www.knowledgehut.com/blog/project-management/PMP-advantages-and-
          disadvantages