One of the most important skills for a project manager is noticing when things don’t line up – and then thinking of possible fixes to keep the team moving.

Spotting Gaps

A gap is the difference between what was supposed to happen and what actually happened.

👉 Example

1. Expected (Monday): Developer A will finish setting up the login screen by Wednesday.
2. Reality (Friday): Nothing was mentioned until Friday, and the login screen is still incomplete.

That difference is a gap.

Checklist for Spotting Gaps

1. Compare plans vs. updates → Did what we planned happen?
2. Look at the tracker → Do tasks have updates, or are they stuck with no progress?
3. Watch for silence → If no one talks about a task by midweek, it’s likely delayed.
4. Notice miscommunication → Was something promised in a meeting but never recorded or followed up?

Thinking About Fixes

It’s easy to say, “This is wrong.” The harder (and more valuable) part is suggesting a way forward.

👉 Rule: If you find a problem, think of at least one possible fix – even if it’s not perfect.

Types of Fixes to Think About:

1. Process Fixes → Add midweek check-ins if silence is the issue.
2. Communication Fixes → Encourage more consistent tracker updates.
3. Clarity Fixes → Ask the founder or team lead to restate deliverables if they’re unclear.

How to Suggest Fixes

As an intern, your role is to make suggestions, not give instructions.

👉 How to do it:

1. Log the gap in the project’s issue log sheet and link it to the project on Monitora.
2. Discuss with your founder or team lead →
   1. Mention what you noticed.
   2. Ask for clarity if you might be missing context.
3. Share your proposed fix as a suggestion.
4. If it still fits, suggest it as a way forward and work with them to decide next steps.

This way, you’re adding value without overstepping.

Documenting Problems & Fixes

Every gap should be written down, so nothing is lost.

👉 Log format:

1. Problem: What was expected vs. what happened.
2. Proposed Fix: Your idea for solving it.
3. Next Step: Founder/team lead’s input on how to move forward.

Examples

1. Example 1: Delayed Work
   1. Problem: Task agreed on Monday is still untouched by Wednesday.
   2. Proposed Fix: Midweek check-ins to catch delays early.
   3. Next Step: Discuss with founder – is Wednesday stand-up needed, or would daily tracker updates be enough?
2. Example 2: Missing Information
   1. Problem: Credentials for test environment shared, but no one logs in.
   2. Proposed Fix: Shared issue log where teammates mark once they’ve tested.
   3. Next Step: Confirm with team lead if this logging approach is useful before rolling it out.
3. Example 3: Misalignment in Updates
   1. Problem: Monday’s meeting plan does not match Friday’s updates.
   2. Proposed Fix: Encourage daily tracker updates so Friday is a review, not a surprise.
   3. Next Step: Ask founder if they want tracker updates made mandatory, or if another method is better.

✅ Takeaway:
Your role isn’t just spotting problems – it’s turning them into thoughtful suggestions.

Always log gaps, suggest fixes, and check with your founder or team lead before acting.