Now we need to implement. So we'll follow the plan, we're going to implement the project controls. In this project, we will have a task list, an issues, list announcements, regular meetings, and a Gantt chart. And the way we would track that, in this instance, is with our example, intranet. So as you can see on this example, intranet, we've got the task list, we've got the issues list, we've got project announcements. So as something positive happens, we've increased our newsletter list by 20%.
This week, we can report it, we can keep track of who has to do what we can keep track of any issues that have been raised. And we can also have a calendar Google Calendar set up in this example, where we can have meetings showing for the project and you can create an individual calendar for each project using Google Calendar, like I mentioned before, go check out our intranet training if you want to create an intranet project management dashboard like this. We've also got a Gantt chart here. So this is a very basic simple Gantt chart. A lot of people want automated Gantt charts, but that's not the purpose here. This is just a simple guide.
So we can see what's been done by when and who's doing it. And it's an example one, it's not actually the Gantt chart we would create for this but just to give you an idea, a visual reference of what you might want to include an all it's going to do is show you when the each section starts when it finishes by the Once you've created your tasks, add them to the Gantt chart, and then decide when they can be done by when they can be finished. And you can then color code them. This is inactive. This is complete. This is active.
You can keep on track with the project with a simple Gantt chart, you might choose to create your own project dashboard in a different way. But we found this is a really, really powerful way because it becomes a reporting tool and has reporting functionality built into it by its nature. So now we need to follow the plan. So the project manager wouldn't need to create the initial tasks lists and assign them and booked the meeting days in the calendar so that everybody knows that the project is going to be completed and it's really important that one person takes responsibility for kick starting, or have the reporting information. And now we're going to follow the plan. So one of the things we need to be careful of is list addiction.
So you don't be sitting there in the chair staring at your project management dashboard all day or looking at you lists, you want to be focused on task completion. Update reports regularly if you're using a report based system, but if you use an intranet system like we use, and we've shown you, then that becomes the report system. So you don't have to create reports because it's obvious as long as it's updated. And the project manager is on top of it is obvious what is actually happening and where the project is. But we also need to think about intervention. We need to keep an eye on intervention data, task completion, issue resolution, and Gantt chart timelines.
So we need flexibility. So small decision time might be that something has gone wrong with the project. We need to intervene, we're in that intervention stage. We need to amend the project we need to adapt and change, maybe increase expenses. Using a contingency fund, we can modify the smaller tasks as long as they don't impact the main deadline or the budget. So, think in terms of small decisions, or something you can do without disturbing the project.
But on the other hand, what you might find is you got big decision time the project is failing for some major reason. Maybe the boss broke his leg, and he's going to be off work for three weeks. In that case, you might want to revisit your SMART goal, you might want to rewrite and amend it, you might want to, and then you'll need to communicate that new goal to everybody involved in the project and manage expectations. And the other important thing is this. Track your changes. So when you change the SMART goal, make sure the new SMART goal is version two.
Anytime you change that SMART goal, you need to track the changes, because that will also give you a record as you go back Have any shifts or changes you made in the project