Between the Gaps (Interfaces)

Generally an interface means a junction where there is touch point between different systems. Typically, there is some exchange of data at interfaces. Most of us are aware that in any project, managing the interfaces between various systems is of critical importance. The same is also true whenever there is any transition between anything in a project. Be it a transition whenever the project leader changes or the test manager changes or even in transition between one phase of the project to another. Whenever there is an interface, there are chances of data / information slipping in the handshake and it may pop its ugly head up later in the lifecycle of the project. What does a project manager do to manage these interfaces seamlessly?

Whenever there is an interface, the first thing to do is to define its boundaries. This is pretty straight forward while dealing with IT systems; but may not be so while dealing with processes or people. Difficult thought it may be, that is the prudent thing to do. In terms of project phases, we need to clearly define what is the entry and the exit criteria. These are the ones documented in the project plan. Similarly, for people interfaces, it would mean what are the communication channels, what are the escalation procedures and what are the bare minimum handover activities in case of team member transitioning from the project. When the project starts, there is lot of pressure on the work to be performed and apart from defining the system interface boundaries and in some cases, the phase entry and exit criteria, the human interface part is the most neglected one.

Once the boundaries are defined, the same needs to be validated. We need to refer to this as per the need of the project when the project progresses. Many times, we document everything, but do not make use of the same, again with the pretext of lack of time for these activities. Following this simple step will help us prevent valuable time and effort by keeping the important things from slipping in between the cracks.