pm-lotus by Howard Vaughan

This might have been alternatively titled “Questions we are Occasionally Afraid to Ask”. Here’s the situation:

You’ve been appointed to project manage a new initiative. You know that effective project sponsorship is a critical success factor and so you set up a meeting with the project sponsor.  You want to be sure you’re starting out with the right kind of backing. The sponsor wants to discuss the budget (or maybe golf) but first, you have some big questions you need answers to…

1 – Do you understand your role?
Its a fact – many project managers I meet complain that their sponsor has little idea about their role and responsibilities. You may need to help them out here.

2 – Do you know what you want?
There’s not much more frustrating than a sponsor who isn’t sure about what should or should not be included in the project. A fuzzy sponsor means you could be in for a long road trip of about-turns – do, undo, redo, …

3 – Can I count on your support?
Or more specifically – will you truly champion our project? This means advocating the project at higher levels, helping maintain visibility and interest in the project with key stakeholders, providing adequate funding and obtaining resources.

4 – Will you be available?
No doubt about it, sponsors are typically busy executives. This means their time is limited and they may be hierarchically or geographically remote. You DO need those face-to-face meetings. Lock them into their calendar.

5 – Can you give me clear priorities?
What are the primary project objectives? Which is least flexible – schedule, scope or resources? (Hint to sponsor- you can choose only one). Which is most flexible? Why?

6 – Do you understand that project management is a discipline?
In pushing to ‘just get it done’, countless projects ignore the importance of proper planning and systematic tracking… and pay a high price. A sponsor who doesn’t appreciate this means we’re already in trouble.

7 – Do you know what a solid project plan looks like?
The sponsor has to approve the plan that lays out what will actually be done- so it might make sense to ensure they actually have an understanding of what a good plan looks like. If necessary, give them a Plan Review checklist and an ‘Executive Briefing on Tactical Planning’ (so they know a WBS from a critical path).

8 – Will you inspect what you expect?
Not much point in a sponsor’s list of expectations if the relevant questions are never going to be asked. Generating information, reports and updates that don’t get reviewed is a fast track to morale hits and trust breakdown.

If the sponsor answered these questions correctly, you’re likely to be in good shape. (Hint for sponsors- the correct answer is “Yes” to all questions). If not, then you just identified some additional risks to the project…

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