Proj Risk Mgt: Managing Stakeholder Expectations
Experience project managers know the kinds of problems projects face. After all, it’s our job to handle these problems day-to-day. Stakeholders rarely understand these issues. The result, stakeholder expect things to go smoothly and want products out faster and faster.
To some degree, this is our fault. After all, we’re good at our job, so handle these problems they don’t see them. It’s no wonder that they want things faster and cheaper. When we push back, it just sounds like we’re whining.
Our goal then is to express legitamate concern for agressive schedules and budgets without sounding like we’re whining. The answer: risk management.
So, a client wants a delivery in 6 months. Your realistic schedule comes out to 7 months but the client keeps pushing. When I’m pushed against a tight deadline or budget, I use risk management to help stakeholders understand the situation better.
Explain the risks to the stakeholders. For example, “our suppliers for the memory chips are excellent, but there’s been supply disruptions from the Tsunami and these continue, we’ll have to declare a delay in the project”.
Frequently, the stakeholders themselves introduce the risks. Senior managers don’t approving requests in a timely manor or ask for more information, clients don’t approve interim deliverables on time, or fail to supply needed information in a timely manor (like requirements).
These are perfect opportunities for introducing risk … “If you can approve the minutes from the last scope review meeting on time, we’ll be able to deliver the design document on the originally-scheduled date. Otherwise, we’ll need to take a day-for-day slip until you approve the minutes.”
I once ran a project so tight, I hold my VP that if any one in my team gets a cold, I’m declaring a slip. No one did, and I delivered on time.
Best wishes and success!
