The Power of Using a Project Decision Log for Optimal Results
Keeping a detailed project decision log is one of the most impactful things a project manager can do to achieve optimal results. In this comprehensive guide, you'll learn what a decision log is, why it's so valuable for project success, how to create one, and tips for getting the most out of using a decision log throughout your project.
What is a Project Decision Log and Why Use One?
A project decision log is simply a document that tracks all the key decisions made over the course of a project. This includes what the decision was, who made it, when it was made, why the decision was made, and any other relevant details.
Maintaining a decision log brings several important benefits:
It records the history of the project - By having all decisions and context in one place, a decision log creates an important record of the project's progression and key milestones. This is invaluable for new team members who join mid-project.
It aligns the whole team - A decision log ensures that everyone is on the same page about why certain choices were made. This alignment is critical for optimal performance.
It promotes accountability - By calling out who made each decision, everyone is held responsible for the choices they advocate for.
It minimizes repeated debates - By having clear documentation of past decisions, it avoids wasting time rehashing the same conversations around certain topics.
It simplifies project analysis - Having a decision history makes it easy to analyze the project retrospectively and identify lessons learned for future improvement.
In summary, a detailed project decision log leads to clarity, alignment, accountability, and continuous improvement - all critical ingredients for a successful project outcome.
What Should You Include in a Project Decision Log?
While decision logs can take different forms, they generally contain the following details:
Decision - A short summary of what was decided
Date - When the decision was made
Owner - The person/group responsible for making the decision
Context - Background on why decision needed to be made
Alternatives - Other options that were considered
Reasoning - Rationale for why this choice was best
Dissenters - Any team members who disagreed with decision
Actions - Follow-up items required to implement decision
Impact - How this decision will influence other parts of project
Your decision log template can include other fields like "likelihood of change" or "level of risk" as well. The key is to capture enough context so that someone unfamiliar with the project can understand the who, what, when, where, why and how of each major decision.
10 Tips for Creating an Effective Project Decision Log
Follow these best practices to get the most value out of your team's decision log:
1. Log decisions in real-time - Don't rely on meeting minutes or someone's memory. Log key decisions immediately as they happen so nothing gets lost.
2. Use a central, accessible system - Keep the log in a shared spreadsheet, document or project management tool so everyone can access it.
3. Involve the whole team - Everyone should know about and buy into decisions, so invite all perspectives before finalizing choices.
4. Assign clear decision owners - Make one person responsible for each decision. Lack of ownership leads to finger pointing when issues arise.
5. Note dissenting opinions - If someone on the team disagrees, capture their concerns. It creates transparency.
6. Outline action items and impact - Decision logs shouldn't just rehash meetings. They should clearly lay out next steps and implications.
7. Revisit past decisions when needed - Some choices might need to change given new circumstances. Revisiting the log makes this easy.
8. Review periodically as a team - Set time to walk through past decisions as a team and course correct as needed.
9. Link decisions to project documents - Cross reference logs with requirements docs, roadmaps etc. to connect the dots.
10. Reflect on lessons learned - At project end, review the log to identify wins and improvement areas for the future.
Following these best practices will ensure your project team gets maximum mileage out of your decision log. Let's look at a few examples.
Decision Log Examples and Templates
To understand how a decision log works in practice, here are a few examples across different industries:
IT Project Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactUse React for new customer portal front-end9/5ThomasNeed engaging and responsive UIAngular, VueReact has strongest community support and component librariesNone- Set up React bootcamp for devs
- Research component librariesWill influence tech stack through launch
Construction Project Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactUse aluminum instead of wood for exterior walls8/19SaraNeed durable, low-maintenance building envelopeFiber cement, vinyl, woodAluminum offers best lifetime valueLaura - sustainability concerns- Update engineering specs
- Research aluminum pricingImpacts budget, procurements, schedule
Marketing Campaign Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactTarget women age 30-45 for new skincare line2/15MarkNeed to define launch campaign audienceMen, younger womenData shows this demographic has highest need and ability to payNone- Tailor copy and creatives to target demo
- Research media buying for targetFocuses marketing direction and asset creation
There are also many decision log template options available online to reference. The key is picking a format that fits your team's needs and how you work.
Important Decisions to Include in Your Log
While you don't need to log every minor detail, most projects have these critical junctures that warrant decision log entries:
Project charter and scope definition - Pin down the broad framing with your sponsor like objectives, boundaries, roles etc.
Work breakdown structure - How you divide and organize project work/deliverables.
Schedule and budget - Define major timelines, milestones, and resource allocations.
Procurement and vendors - Which suppliers or consultants you'll partner with for execution.
Resource planning - Who is assigned to each role and work stream.
Requirements definition - Detailed specs that solutions must meet for approval.
Risk and issue resolution - How any blocking concerns will be addressed.
Change requests - Changes to scope, budget, or timeline and how they'll be handled.
Testing and approval framework - How solutions will be validated before final acceptance.
Transition planning - Plans to hand-off deliverables after project completion.
Preliminary results analysis - How you'll define and track project success.
Identify your own list of the big decisions that can make or break your project. Log these diligently in your decision record.
Link Decision Log to Other Project Documents
To get the most value out of your decision log don't keep it siloed. Integrate it with other vital project documents including:
Requirements documentation - Reference which decisions shape specific requirements and specs.
Project schedule - Call out which choices influence project timelines.
Risk register - Link decisions to risks mitigated and risks created or exacerbated.
Budget - Highlight where certain budget allocation decisions were made.
Staffing plan - Note how resourcing and team structure decisions constrain options.
Status reports - Reference decisions that lead to current project status.
Issue register - Connect decisions to related issues and action items.
Lessons learned - Document which choices led to wins or challenges.
By embedding your decision log links throughout your project artifacts, everything connects together into an integrated story vs. disjointed pieces.
Reviewing Your Decision Log Throughout the Project Lifecycle
Don't just create a decision log once and forget it. To maximize its value, review it actively throughout your project:
Monthly review - Set time for entire team to walk through past month's decisions and course correct as needed.
During major milestones - Review at the end of each project phase to validate past choices before moving forward.
When issues arise - If hitting an obstacle, check decision log for relevant context to inform path forward.
For onboarding - Share decision history with new team members to get them up to speed.
During change requests - Reference past decisions when considering approval of proposed changes.
During hand-offs - Share log with team receiving deliverables so they understand why choices were made.
Post-project - Do a final review to identify key lessons learned for future improvement.
By continually revisiting your decision log at key points, you get 100X more value from this project management tool over just a one-time use.
Decision Log Mistakes to Avoid
On the flip side, there are a few common pitfalls that can limit the effectiveness of your decision log:
Not making anyone formally accountable for logging decisions
Letting it become outdated and irrelevant
Failing to log dissenting opinions and alternative options
Lacking enough context so entries seem cryptic later
Not involving enough team members and stakeholders in decisions
Poorly organizing the log so insights are hard to pull out
Forgetting to revisit it once created or review lessons learned
Avoid these mistakes, and your project decision log will pay dividends for your team over and over again.
Conclusion and Key Takeaways
Here are the most crucial points to remember about creating and using an effective project decision log:
It provides vital documentation of the who, what, when and why behind project choices
Aligns your team and minimizes repetitive debates
Promotes accountability for the decisions made
Captures critical context and reasoning to inform future work
Is a key reference tool when issues arise or changes are proposed
Links together all other project documents and plans
Is a golden source for lessons learned and continuous improvement
By diligently logging your team's decisions and revisiting this record often, you'll be amazed at how much easier it is to execute projects with clarity, efficiency and optimal results. The investment required is miniscule compared to the value returned.
Immediately implement a decision log for your projects and watch your collective ability to deliver phenomenal outcomes skyrocket almost overnight. It's one of the most powerful, but underutilized tools in a project manager's toolbox.
The Power of Using a Project Decision Log for Optimal Results
Keeping a detailed project decision log is one of the most impactful things a project manager can do to achieve optimal results. In this comprehensive guide, you'll learn what a decision log is, why it's so valuable for project success, how to create one, and tips for getting the most out of using a decision log throughout your project.
What is a Project Decision Log and Why Use One?
A project decision log is simply a document that tracks all the key decisions made over the course of a project. This includes what the decision was, who made it, when it was made, why the decision was made, and any other relevant details.
Maintaining a decision log brings several important benefits:
It records the history of the project - By having all decisions and context in one place, a decision log creates an important record of the project's progression and key milestones. This is invaluable for new team members who join mid-project.
It aligns the whole team - A decision log ensures that everyone is on the same page about why certain choices were made. This alignment is critical for optimal performance.
It promotes accountability - By calling out who made each decision, everyone is held responsible for the choices they advocate for.
It minimizes repeated debates - By having clear documentation of past decisions, it avoids wasting time rehashing the same conversations around certain topics.
It simplifies project analysis - Having a decision history makes it easy to analyze the project retrospectively and identify lessons learned for future improvement.
In summary, a detailed project decision log leads to clarity, alignment, accountability, and continuous improvement - all critical ingredients for a successful project outcome.
What Should You Include in a Project Decision Log?
While decision logs can take different forms, they generally contain the following details:
Decision - A short summary of what was decided
Date - When the decision was made
Owner - The person/group responsible for making the decision
Context - Background on why decision needed to be made
Alternatives - Other options that were considered
Reasoning - Rationale for why this choice was best
Dissenters - Any team members who disagreed with decision
Actions - Follow-up items required to implement decision
Impact - How this decision will influence other parts of project
Your decision log template can include other fields like "likelihood of change" or "level of risk" as well. The key is to capture enough context so that someone unfamiliar with the project can understand the who, what, when, where, why and how of each major decision.
10 Tips for Creating an Effective Project Decision Log
Follow these best practices to get the most value out of your team's decision log:
1. Log decisions in real-time - Don't rely on meeting minutes or someone's memory. Log key decisions immediately as they happen so nothing gets lost.
2. Use a central, accessible system - Keep the log in a shared spreadsheet, document or project management tool so everyone can access it.
3. Involve the whole team - Everyone should know about and buy into decisions, so invite all perspectives before finalizing choices.
4. Assign clear decision owners - Make one person responsible for each decision. Lack of ownership leads to finger pointing when issues arise.
5. Note dissenting opinions - If someone on the team disagrees, capture their concerns. It creates transparency.
6. Outline action items and impact - Decision logs shouldn't just rehash meetings. They should clearly lay out next steps and implications.
7. Revisit past decisions when needed - Some choices might need to change given new circumstances. Revisiting the log makes this easy.
8. Review periodically as a team - Set time to walk through past decisions as a team and course correct as needed.
9. Link decisions to project documents - Cross reference logs with requirements docs, roadmaps etc. to connect the dots.
10. Reflect on lessons learned - At project end, review the log to identify wins and improvement areas for the future.
Following these best practices will ensure your project team gets maximum mileage out of your decision log. Let's look at a few examples.
Decision Log Examples and Templates
To understand how a decision log works in practice, here are a few examples across different industries:
IT Project Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactUse React for new customer portal front-end9/5ThomasNeed engaging and responsive UIAngular, VueReact has strongest community support and component librariesNone- Set up React bootcamp for devs
- Research component librariesWill influence tech stack through launch
Construction Project Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactUse aluminum instead of wood for exterior walls8/19SaraNeed durable, low-maintenance building envelopeFiber cement, vinyl, woodAluminum offers best lifetime valueLaura - sustainability concerns- Update engineering specs
- Research aluminum pricingImpacts budget, procurements, schedule
Marketing Campaign Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactTarget women age 30-45 for new skincare line2/15MarkNeed to define launch campaign audienceMen, younger womenData shows this demographic has highest need and ability to payNone- Tailor copy and creatives to target demo
- Research media buying for targetFocuses marketing direction and asset creation
There are also many decision log template options available online to reference. The key is picking a format that fits your team's needs and how you work.
Important Decisions to Include in Your Log
While you don't need to log every minor detail, most projects have these critical junctures that warrant decision log entries:
Project charter and scope definition - Pin down the broad framing with your sponsor like objectives, boundaries, roles etc.
Work breakdown structure - How you divide and organize project work/deliverables.
Schedule and budget - Define major timelines, milestones, and resource allocations.
Procurement and vendors - Which suppliers or consultants you'll partner with for execution.
Resource planning - Who is assigned to each role and work stream.
Requirements definition - Detailed specs that solutions must meet for approval.
Risk and issue resolution - How any blocking concerns will be addressed.
Change requests - Changes to scope, budget, or timeline and how they'll be handled.
Testing and approval framework - How solutions will be validated before final acceptance.
Transition planning - Plans to hand-off deliverables after project completion.
Preliminary results analysis - How you'll define and track project success.
Identify your own list of the big decisions that can make or break your project. Log these diligently in your decision record.
Link Decision Log to Other Project Documents
To get the most value out of your decision log don't keep it siloed. Integrate it with other vital project documents including:
Requirements documentation - Reference which decisions shape specific requirements and specs.
Project schedule - Call out which choices influence project timelines.
Risk register - Link decisions to risks mitigated and risks created or exacerbated.
Budget - Highlight where certain budget allocation decisions were made.
Staffing plan - Note how resourcing and team structure decisions constrain options.
Status reports - Reference decisions that lead to current project status.
Issue register - Connect decisions to related issues and action items.
Lessons learned - Document which choices led to wins or challenges.
By embedding your decision log links throughout your project artifacts, everything connects together into an integrated story vs. disjointed pieces.
Reviewing Your Decision Log Throughout the Project Lifecycle
Don't just create a decision log once and forget it. To maximize its value, review it actively throughout your project:
Monthly review - Set time for entire team to walk through past month's decisions and course correct as needed.
During major milestones - Review at the end of each project phase to validate past choices before moving forward.
When issues arise - If hitting an obstacle, check decision log for relevant context to inform path forward.
For onboarding - Share decision history with new team members to get them up to speed.
During change requests - Reference past decisions when considering approval of proposed changes.
During hand-offs - Share log with team receiving deliverables so they understand why choices were made.
Post-project - Do a final review to identify key lessons learned for future improvement.
By continually revisiting your decision log at key points, you get 100X more value from this project management tool over just a one-time use.
Decision Log Mistakes to Avoid
On the flip side, there are a few common pitfalls that can limit the effectiveness of your decision log:
Not making anyone formally accountable for logging decisions
Letting it become outdated and irrelevant
Failing to log dissenting opinions and alternative options
Lacking enough context so entries seem cryptic later
Not involving enough team members and stakeholders in decisions
Poorly organizing the log so insights are hard to pull out
Forgetting to revisit it once created or review lessons learned
Avoid these mistakes, and your project decision log will pay dividends for your team over and over again.
Conclusion and Key Takeaways
Here are the most crucial points to remember about creating and using an effective project decision log:
It provides vital documentation of the who, what, when and why behind project choices
Aligns your team and minimizes repetitive debates
Promotes accountability for the decisions made
Captures critical context and reasoning to inform future work
Is a key reference tool when issues arise or changes are proposed
Links together all other project documents and plans
Is a golden source for lessons learned and continuous improvement
By diligently logging your team's decisions and revisiting this record often, you'll be amazed at how much easier it is to execute projects with clarity, efficiency and optimal results. The investment required is miniscule compared to the value returned.
Immediately implement a decision log for your projects and watch your collective ability to deliver phenomenal outcomes skyrocket almost overnight. It's one of the most powerful, but underutilized tools in a project manager's toolbox.
The Power of Using a Project Decision Log for Optimal Results
Keeping a detailed project decision log is one of the most impactful things a project manager can do to achieve optimal results. In this comprehensive guide, you'll learn what a decision log is, why it's so valuable for project success, how to create one, and tips for getting the most out of using a decision log throughout your project.
What is a Project Decision Log and Why Use One?
A project decision log is simply a document that tracks all the key decisions made over the course of a project. This includes what the decision was, who made it, when it was made, why the decision was made, and any other relevant details.
Maintaining a decision log brings several important benefits:
It records the history of the project - By having all decisions and context in one place, a decision log creates an important record of the project's progression and key milestones. This is invaluable for new team members who join mid-project.
It aligns the whole team - A decision log ensures that everyone is on the same page about why certain choices were made. This alignment is critical for optimal performance.
It promotes accountability - By calling out who made each decision, everyone is held responsible for the choices they advocate for.
It minimizes repeated debates - By having clear documentation of past decisions, it avoids wasting time rehashing the same conversations around certain topics.
It simplifies project analysis - Having a decision history makes it easy to analyze the project retrospectively and identify lessons learned for future improvement.
In summary, a detailed project decision log leads to clarity, alignment, accountability, and continuous improvement - all critical ingredients for a successful project outcome.
What Should You Include in a Project Decision Log?
While decision logs can take different forms, they generally contain the following details:
Decision - A short summary of what was decided
Date - When the decision was made
Owner - The person/group responsible for making the decision
Context - Background on why decision needed to be made
Alternatives - Other options that were considered
Reasoning - Rationale for why this choice was best
Dissenters - Any team members who disagreed with decision
Actions - Follow-up items required to implement decision
Impact - How this decision will influence other parts of project
Your decision log template can include other fields like "likelihood of change" or "level of risk" as well. The key is to capture enough context so that someone unfamiliar with the project can understand the who, what, when, where, why and how of each major decision.
10 Tips for Creating an Effective Project Decision Log
Follow these best practices to get the most value out of your team's decision log:
1. Log decisions in real-time - Don't rely on meeting minutes or someone's memory. Log key decisions immediately as they happen so nothing gets lost.
2. Use a central, accessible system - Keep the log in a shared spreadsheet, document or project management tool so everyone can access it.
3. Involve the whole team - Everyone should know about and buy into decisions, so invite all perspectives before finalizing choices.
4. Assign clear decision owners - Make one person responsible for each decision. Lack of ownership leads to finger pointing when issues arise.
5. Note dissenting opinions - If someone on the team disagrees, capture their concerns. It creates transparency.
6. Outline action items and impact - Decision logs shouldn't just rehash meetings. They should clearly lay out next steps and implications.
7. Revisit past decisions when needed - Some choices might need to change given new circumstances. Revisiting the log makes this easy.
8. Review periodically as a team - Set time to walk through past decisions as a team and course correct as needed.
9. Link decisions to project documents - Cross reference logs with requirements docs, roadmaps etc. to connect the dots.
10. Reflect on lessons learned - At project end, review the log to identify wins and improvement areas for the future.
Following these best practices will ensure your project team gets maximum mileage out of your decision log. Let's look at a few examples.
Decision Log Examples and Templates
To understand how a decision log works in practice, here are a few examples across different industries:
IT Project Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactUse React for new customer portal front-end9/5ThomasNeed engaging and responsive UIAngular, VueReact has strongest community support and component librariesNone- Set up React bootcamp for devs
- Research component librariesWill influence tech stack through launch
Construction Project Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactUse aluminum instead of wood for exterior walls8/19SaraNeed durable, low-maintenance building envelopeFiber cement, vinyl, woodAluminum offers best lifetime valueLaura - sustainability concerns- Update engineering specs
- Research aluminum pricingImpacts budget, procurements, schedule
Marketing Campaign Decision Log Example
DecisionDateOwnerContextAlternativesReasoningDissentersActionsImpactTarget women age 30-45 for new skincare line2/15MarkNeed to define launch campaign audienceMen, younger womenData shows this demographic has highest need and ability to payNone- Tailor copy and creatives to target demo
- Research media buying for targetFocuses marketing direction and asset creation
There are also many decision log template options available online to reference. The key is picking a format that fits your team's needs and how you work.
Important Decisions to Include in Your Log
While you don't need to log every minor detail, most projects have these critical junctures that warrant decision log entries:
Project charter and scope definition - Pin down the broad framing with your sponsor like objectives, boundaries, roles etc.
Work breakdown structure - How you divide and organize project work/deliverables.
Schedule and budget - Define major timelines, milestones, and resource allocations.
Procurement and vendors - Which suppliers or consultants you'll partner with for execution.
Resource planning - Who is assigned to each role and work stream.
Requirements definition - Detailed specs that solutions must meet for approval.
Risk and issue resolution - How any blocking concerns will be addressed.
Change requests - Changes to scope, budget, or timeline and how they'll be handled.
Testing and approval framework - How solutions will be validated before final acceptance.
Transition planning - Plans to hand-off deliverables after project completion.
Preliminary results analysis - How you'll define and track project success.
Identify your own list of the big decisions that can make or break your project. Log these diligently in your decision record.
Link Decision Log to Other Project Documents
To get the most value out of your decision log don't keep it siloed. Integrate it with other vital project documents including:
Requirements documentation - Reference which decisions shape specific requirements and specs.
Project schedule - Call out which choices influence project timelines.
Risk register - Link decisions to risks mitigated and risks created or exacerbated.
Budget - Highlight where certain budget allocation decisions were made.
Staffing plan - Note how resourcing and team structure decisions constrain options.
Status reports - Reference decisions that lead to current project status.
Issue register - Connect decisions to related issues and action items.
Lessons learned - Document which choices led to wins or challenges.
By embedding your decision log links throughout your project artifacts, everything connects together into an integrated story vs. disjointed pieces.
Reviewing Your Decision Log Throughout the Project Lifecycle
Don't just create a decision log once and forget it. To maximize its value, review it actively throughout your project:
Monthly review - Set time for entire team to walk through past month's decisions and course correct as needed.
During major milestones - Review at the end of each project phase to validate past choices before moving forward.
When issues arise - If hitting an obstacle, check decision log for relevant context to inform path forward.
For onboarding - Share decision history with new team members to get them up to speed.
During change requests - Reference past decisions when considering approval of proposed changes.
During hand-offs - Share log with team receiving deliverables so they understand why choices were made.
Post-project - Do a final review to identify key lessons learned for future improvement.
By continually revisiting your decision log at key points, you get 100X more value from this project management tool over just a one-time use.
Decision Log Mistakes to Avoid
On the flip side, there are a few common pitfalls that can limit the effectiveness of your decision log:
Not making anyone formally accountable for logging decisions
Letting it become outdated and irrelevant
Failing to log dissenting opinions and alternative options
Lacking enough context so entries seem cryptic later
Not involving enough team members and stakeholders in decisions
Poorly organizing the log so insights are hard to pull out
Forgetting to revisit it once created or review lessons learned
Avoid these mistakes, and your project decision log will pay dividends for your team over and over again.
Conclusion and Key Takeaways
Here are the most crucial points to remember about creating and using an effective project decision log:
It provides vital documentation of the who, what, when and why behind project choices
Aligns your team and minimizes repetitive debates
Promotes accountability for the decisions made
Captures critical context and reasoning to inform future work
Is a key reference tool when issues arise or changes are proposed
Links together all other project documents and plans
Is a golden source for lessons learned and continuous improvement
By diligently logging your team's decisions and revisiting this record often, you'll be amazed at how much easier it is to execute projects with clarity, efficiency and optimal results. The investment required is miniscule compared to the value returned.
Immediately implement a decision log for your projects and watch your collective ability to deliver phenomenal outcomes skyrocket almost overnight. It's one of the most powerful, but underutilized tools in a project manager's toolbox.