From Chaos to Control: Signs It's Time for a Project Manager
To get more done with less, today’s companies are asking their leaders to take on additional responsibilities on top of their existing "day job” and frequently this includes managing projects. For some organizations and projects this is completely acceptable, but I’ve also seen this go sideways when the company does not anticipate the level of change accompanying the project. It is important to consider the size and duration of the initiative but there are many other and equally important factors that should play into this decision. Do your team a favor and consider these factors before layering on another set of obligations.
Top fiscal priority: Highly visible projects require ample governance to ensure consistent and rapid decision making as these projects are subject to multiple opinions and voices from around the organization which could derail your efforts. In addition, the PM may need to be well versed in change management and communications aspects (if those areas are not covered by other individuals) as frequent and transparent communication is crucial to keep your stakeholders informed, aligned and engaged.
Depth and breadth of interdependencies: When a project involves intricate cross-dependencies and multiple departments, a dedicated PM can significantly elevate the likelihood of success. They play a pivotal role in bringing coherence to the project. A PM would implement a robust quality control process to ensure that the work aligns with the required standards. In addition, when multiple departments are involved, the presence of disparate interests and expectations is inevitable. A PM will navigate and manage stakeholder relationships, ensuring that all departments’ needs are considered and addressed.
Missed Deadlines / Milestones: If a team is missing deadlines and milestones or notorious for playing hide and seek with tasks and due dates, it’s a bright red flag that your fractional PM isn’t working. Introducing a dedicated PM to provide structure, coordination, and leadership can significantly improve outcomes and value from your team. A PM will establish a clear chain of accountability for deliverables and milestones and encourage a practical approach for meeting deadlines. Organizations are dynamic, and circumstances change, a PM continuously monitors progress and adjusts plans accordingly based off priorities, dependencies, and resource constraints. This adaptability is critical for staying on track when unexpected challenges arise.
Frequent scope changes or scope creep: Your business leaders need to hit their objectives and are clever at getting incremental scope added to initiatives by pulling strings or asking favors. Unfortunately inserting scope may have a negative impact on the success of the project. PMs help control project scope by carefully assessing any new requirements and their impact on timelines, resources, and budget. A crucial aspect of the PM role involves close collaboration with stakeholders to prioritize requirements and determine their true necessity and urgency. Controlling evolving requirements requires a keen focus on timelines and dependencies, as it is more than just looking at what new requirements impact moving forward, completed work must also undergo assessment for potential impacts (and then possibly replanned).
In summary, falling short on expected results in 2023 should serve as a strategic call to action. As you plan for 2024, consider how a dedicated PM can lead to better outcomes.
