Issue Tracking Template for Project Managers

Projects are subject to change and all sorts of unforeseen problems. Being able to effectively manage any incoming issues will have a big impact on your project’s outcome. An issue tracking template can help you standardize your team’s issue reporting process.

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Issue Tracking 

In project management, an issue is something that could hurt the project as a whole. It may refer to something that is occurring or something that will be happening in a foreseeable future, but however it may be, an issue is something that you will want to take care of soon because by not doing so, it can have a negative impact on your project.

By definition, issues are different from risks in project management. And although risks can impact a project, an issue demands immediate attention. Risks, on the other hand, are future, potential problems that can be avoided.

Benefits of Issue Tracking

Being able to identify and keep track of issues is going to determine the success of your project. Once your issues have been identified, you can only then proceed to define the priority of each of those issues and assign them to the right people so that they can begin to work on them. 

By tracking any incoming issues, you are also allowing your team to create an action plan to solve those issues, which can also help to capture any new possible scenarios and risks that could potentially damage your project.

Main Components of an Issue Tracking Template

Issues can vary; there can be different types of issues and of different severity. But one thing is for certain: organizing issues, prioritizing the most critical ones, and standardizing your process for solving them can benefit the outcome of your project. Also, by using a template to track issues, you’ll be making sure to document the entire process.

So what are the most important elements that you should track?

  1. Issue number: You will need to track different issues, and by labeling them, you’ll be able to differentiate them from the rest.
  2. Issue description: Your team will need to understand what the issue is about, so describe it in full. What is the potential impact of the issue?
  3. Action required: Describe the action required to resolve the issue. 
  4. Status: Is your issue open, in process, blocked, or resolved? Make it easy for everyone to understand.
  5. Category: Categorization is key, so define the type of issue you’re dealing with. 
  6. Priority: Are these issues critical? Mark them as a high priority. Can they wait until the most critical ones are being addressed? Assign a low or medium priority to each of those issues.
  7. Owner: After an issue has been identified, it’s critical to assign it to a team member. This person must follow up on the issue until it is solved. 
  8. Date created: The date that the issue was reported.
  9. Due date: The date that the issue must be resolved in order to meet the project’s deliverables.
  10. Date Closed: The date that the issue was closed or resolved.

Simple and Effective Issue Tracking

Issue tracking templates are an excellent way for project managers to provide their team members with a document that includes important information and that tracks comprehensive, critical details. As problems arise, the proper handling of these issues is critical in being able to proceed with the project’s expected route. It can also have a direct impact on a project’s outcome.  

Tracking issues with Excel can make a lot of sense to many project managers out there, but the truth is, it’s a limited option and its effectiveness can only go as far. Excel doesn’t allow the user to easily assign issues to different owners or to visualize issues next to their deadlines. Also, as a static document, managing changes, or updating their progress can be a difficult task. And this is exactly where a Gantt chart software like Instagantt can help you. 

Instagantt specializes in creating visually striking Gantt charts in just a couple of minutes. With just a few clicks, you’ll be ready to start creating and tracking issues, assigning priorities, and assigning them to your team for proper handling. And by establishing clear deadlines, you’ll also be making sure your team does not fall behind on closing or resolving any issues.

Issue Tracking Template

Free Issue Tracking Template

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