Project Management Is Such A Lonely Phrase

Project Management, is like the word honesty from Billy Joel’s hit song titled “Honesty”.  Project Management is such a lonely phrase!

Let’s get down to the brass tacks – Project Management at its most basic function is responsible for managing the three sides of the triangle: time, budget, and scope.  Project Management requires the Project Manager to utilize their knowledge, skills, tools and technique to oversee a team of individuals and deliver against the Project Requirements, within the allocate time and budget with the approved resources.

If a Project Manager is to be successful, they must view themselves as the only source of truth.  At times, they must set aside the need or want to be liked by the team so that they can provide a true assessment of ongoing activity to the Project Sponsor.

Let’s face it, at times, the teams like to sweep issues and risks under the table so that they can present a warm and fuzzy view of the project to the Project Sponsor and the Project Management Office.  The Project Manager sometimes enables this behavior because they want to see their status in a ‘happy state’.  This also reduces tension within the team, because the Project Manager is not confronting the issue.

Well, that’s just plain wrong!  I’m sorry, but as a Project Manager, you role is to highlight to the Project Management Office and the Project Sponsor when tasks are not being completed on time and the risk to the overall project.

Now, I get it!  Not every task will be completed on time, but there are milestones that activity should be tracking to that allows the Project Manager and others to get a sense of whether a project is on track or not.  A given task may be late, but not risk the overall milestone.  However, if the milestone is at risk, either from a time or budget perspective, than the issue/risk needs to be highlighted, mitigation plans need to be identified, and communication needs to occur.  It is possible that thru the mitigation plans identified by the team that the Project Sponsor will allow the team to address the issue or risk.  However, if it is a key milestone and the Project Sponsor is not comfortable with the mitigation plans, they then have the opportunity to engage and assist the team in getting the issue corrected.

As a Project Manager, you are the source of ‘Truth’ for the project.

Resources like to always look at their own package of work and paint a rosy picture.  They will find reasons – not their own – as to why something is late, or why it’s costing more than was budgeted.  As a team, they will work together to gloss over the truth and allow the Project Manager to report a rosy picture from week to week.  I’ve heard things like:

•      Yes, we are running over the timeline to get requirements complete, but we’ll make up for it somewhere down the line.

•      Yes, the designs aren’t ready to go, but everyone knows the estimates put together for the actual construction are way high, so we’re good.

•      I know development is taking longer, but we don’t actually need all the testing time that is shown in the plan.

•      The contract firm that is doing that piece is late, but that’s ok, we can still get all of our pieces in on time.

None of the above statements (or any other excuse) is acceptable.  As the Project Manager, your job is not to go along with the team. Your job is to identify the issue, create a mitigation plan and communicate it up the chain to the Project Management Office and the Project Sponsor. Once the issue has been highlighted, maybe additional resources can be applied to bring the timeline back in and meet the next milestone. Maybe the Project Sponsor accepts the recommendation from the team that the milestone can be missed, but the overall plan can still be delivered within the identified timeframe. But at least, the Project Sponsor and Project Management Office are aware of the issue and can work with the team, vs being surprised at the very end that a project is being delivered late or over budget.

As ‘truth brokers’ you are keeping the team members honest with each other and are keeping the lines of communication open up to the Project Management Office and the Project Sponsor.  This truth is critical as it allows the Project Sponsor to accept the truth without questioning the motivations and ultimately forces clearer communication between team members. 

Telling the truth should not be viewed as a negative, but should be viewed as the core responsibility of the Project Manager.

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