Keeping The Executive Team Informed
I always say that communication is Job One for the project manager. If he can’t do that well effectively and on a consistent basis throughout the project engagement then he should probably find another line of work. It’s just not something that everyone is good at or can even master over time.
When I’m talking about communication on the project, I’m usually referring to the project manager’s communication with the project team and the project customer. A constant information flow of project status and task assignments is necessary to keep the team focused and engaged, the customer engaged and satisfied, and everyone informed and working toward the same goals. That’s a critical piece of the project manager’s overall responsibility.
That said, there is also the need for the project manager to communicate well within other parts of organization for the betterment of his project(s), teams(s), and career. There’s the communication that needs to happen at a department level because that’s where key project resources come from and where accounting data comes from to keep the project budget up to date and on track and invoices accounted for. Another key piece of the communication puzzle is the upward communication to the project manager’s executive management team, ….. to and even beyond the PMO director. Why? Because keeping the communication flowing between the project manager/PMO serves several key purposes:
1. Keep Project Work Funded
True, the customer funds the project overall. But it is the executive management team in the organization that funds the departments – including the PMO and your salary, as well as the ongoing work on each project in between customer invoice payments. Keeping the executive team informed on projects at a high level lets them know what critical projects are happening – beyond just the one or two that are likely on their radar anyway at any given time – and will help them see the overall PM value and the need to keep it well staffed and well funded.
2. Keep PMO And Project Visibility High
Sending project status information to the executive team for each project (even if a PMO is not present) is important for keeping your project visible to senior management and the company as a whole. And if a PMO is present, keeping the executive team informed is critical to the overall visibility of the project management office. Senior management buy-in of the PMO is absolutely necessary to help ensure its success and long-term existence in the organization. Poor vertical communication and lack of senior management buy-in is a common factor in the demise of many project management offices.
3. Easier Access To Key Project Resources.
Resource conflicts are a frequent issue on projects and a huge frustration for project managers who lose key resources midway through a project to another engagement that has been deemed more visibility or valuable. Sometimes it’s necessary when a key skill set is needed on a mission critical project. But sometimes it’s a case of the squeaky wheel getting the grease or an executive’s pet project getting top priority. The more you communicate with senior management about your project, the better informed they will be and the easier it will likely be for you to obtain and keep your key project resources.
4. Higher Customer Satisfaction.
Certainly regular project status communication directed to senior management can keep them informed at a high level on project progress and profitability. But going a step further and actually involving one or more of these individuals periodically in project status calls or meetings with the customer will go a long way in telling that customer that their project is very important to your organization. The clients will see that their projects are important to your organization’s senior management and it will definitely help with the confidence and satisfaction levels of your project customers.
Summary
Tying the executive management team into the whole project management communication infrastructure is an easily overlooked process, but can be of great benefit to the project manager and the project. These key individuals – while not needed on a day to day basis on the project (and would more likely get in your way) can be invaluable resources to knock down major roadblocks or cure customer confidence or satisfaction issues quickly that might otherwise derail your project. But they can only do that if they are part of the information flow – at least at a high level – throughout your project engagement. Keep them in the loop in case you need them…and it will also help your career as they see the detail you put into the project and your name will always be in their heads.
----------------------------------------------------------------------------------
Find out how Swiftlight can help you with your project planning and communication.
Note: this project tip was provided by Brad Egeland. Brad is a Business Solution Designer and IT/PM consultant and author with over 25 years of software development, management, and project management experience leading initiatives in Manufacturing, Government Contracting, Gaming and Hospitality, Retail Operations, Aviation and Airline, Pharmaceutical, Start-ups, Healthcare, Higher Education, Non-profit, High-Tech, Engineering and general IT. Brad is married, a father of 9, and living in sunny Las Vegas, NV.
Other Links
Home :: Overview Video :: Product Information :: Download :: Purchase :: Support :: Company :: Contact Us
Copyright © 2009-13 Torridon Solutions Ltd. All rights reserved.
