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You are here: Home Blogs How to Meet Your Fixed Deadlines When the Customers Are Not Meeting Theirs
Wednesday, 11 November 2015 00:33

How to Meet Your Fixed Deadlines When the Customers Are Not Meeting Theirs

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Many project managers face situations where they are asked to meet fixed dates with very little, if any, margin for slippage. It is hard enough to manage that situation, but sometimes the customers do not meet their commitments. You have a big challenge already trying to hit a fixed date from the customer. Then the customer introduces additional challenges – for instance, not being able to define requirements fully. This can lead to inevitable delays and changing requirements.

There is a good solution to this problem from a project management perspective, but that does not mean you may not have to struggle to make it work. The key is to proactively utilize risk management, issues management, scope management, and proactive communication to your best advantage.

Manage Risks

When you start a project, the first thing you need to do is planning, including creating a Project Charter and a schedule. The planning process includes identifying risks and putting plans into place to mitigate those risks. If you do not think you can hit the imposed end-date, now is the time to say something. When you do, management starts to hear that the end-date is at risk before the project even begins. As part of the risk identification, you can ask the project team and your management for their ideas on how to mitigate the risk. Ideas might include extra staff, leaning heavily on users to get their requirements in on time, etc. Again, there is value in identifying the project risks and working with others on risk resolution. This process also helps from a communication standpoint to better manage expectations.

Manage Communication

The schedule and proactive communications also help the users better understand their role. For instance, do they really understand the need for timely feedback on requirements and the impact to the project if they are late? Do they understand the dates that they will be needed so that they can better plan their time? You can raise this as a risk and start to manage expectations for what will happen if the requirements come in late. It also gives you more foundation for the follow-up communications that may be required if the user’s dates start to slip.

Manage Issues and Scope

As the project progresses, continue to manage risks, issues, and communication proactively. For instance, if the users end up not meeting their dates in spite of your risk management plans, then you have an issue that needs to be addressed. Issues management (problem identification and resolution) needs to be performed. Again, get your team, management, and stakeholders involved. Ask your manager for input in resolving the problem that is now impacting your completion date. You do not have direct authority over the users. Get more accountability from your management and the business managers to help resolve project resource problems. Your managers and sponsors are also the ones in a position to manage priorities to get the work done. Again, if the problem cannot be resolved perfectly, at least you are continuing to manage expectations.

Continue this proactive project management in other areas as well. For instance, if a person leaves, you have an issue that could impact the end date. Communicate the problem and its consequences, and ask for help in determining the best options for going forward. If the users add more requirements, invoke scope change management and make sure everyone knows the impact to budget and schedule. Don't proceed with the changes unless the sponsor has approved the extra time and budget necessary.

Summary

Although it appears that you are being held accountable for events and circumstances that are not within your control, you do have control over the processes you use to manage the project. Manage risk, issues, and scope proactively, and utilize your manager and your sponsor to try to get everyone focused on meeting the aggressive deadlines.

You also have the ability to manage expectations through proactive communication. You should especially point out cause-and-effect relationships. For instance, you can describe the impact to the project if requirements gathering dates are not met.

When it is all said and done, you may, in fact, not be able to hit your imposed deadlines and budget. However, by utilizing disciplined and proactive project management processes, you at least have a shot of success, and you do a much better job of managing expectations and getting management to be a part of the solution, not just the problem.

At TenStep we are dedicated to helping organizations achieve their goals and strategies through the successful execution of critical business projects. We provide training, consulting and products for organizations to help them set up an environment where projects are successful. This includes help with strategic planning, portfolio management, program / project management, Project Management Offices (PMOs) and project lifecycles. For more information, visit www.TenStep.com or contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. .
Read 1607 times Last modified on Wednesday, 11 November 2015 00:37
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