When you’re responsible for dozens of active jobs, no news is rarely good news. A late RFI, a misrouted submittal or an unresolved issue in the field can all become fires that demand your attention. And when everything becomes urgent, it’s harder to focus on big picture components like cost, schedule and team performance across the portfolio.
The best leaders don’t rely on heroics. They lead with clarity, rhythm and repeatable systems that keep work moving—even when the unexpected hits.
Four signals your WIP visibility is slipping
Project leaders often don’t miss the signs — they just see them too late. Look for these red flags in your current reporting and review rhythm:
Unresolved RFIs and submittals lingering more than 7 days → early indicators of schedule risk.
Punch items or issues without an assigned owner → problems that drift until they escalate.
Change exposure not reflected in forecasts → executives surprised when costs jump unexpectedly.
Inconsistent reporting formats across projects → wasted time interpreting updates instead of comparing portfolio health.
If these sound familiar, chances are your visibility is reactive—not proactive.
Three practices to improve WIP visibility
Executives can start strengthening visibility by making it part of their leadership rhythm. And while some of these practices can be applied manually, connected tools make them easier to sustain across every job.
Create a project health “snapshot”
Pull unresolved RFIs, submittals, open punch items and change exposure into a single summary—even if it’s a spreadsheet. A simple snapshot makes trends visible earlier than waiting for month-end reports.Standardize reporting formats
Require project teams to use the same structure when submitting updates. Consistency allows leaders to compare projects side by side and spot risk patterns across the portfolio.Build visibility into your leadership rhythm
Make WIP reviews part of regular meetings with PMs — not just something you do when a crisis hits. Focus on forward-looking risk, not just past reporting.
What this means for project leaders
Leaders don’t need more reports — they need earlier visibility into the signals that matter most.
Leaders who spot risks sooner spend less time in crisis management and more time steering strategy, managing client relationships and monitoring portfolio performance.
The most effective leaders don’t just react better. They lead better — by making visibility part of their leadership rhythm.
Curious how your team can attain full project visibility? Learn more about the power of Trimble here.
