Categories: Best Practices, Communication, Complexity, Human Aspects of PM, Leadership, Program Management, Project Delivery, Stakeholder, Strategy
by Dave Wakeman
If you read this blog regularly, you may have noticed that I’ve been focusing on strategy a lot lately. The reason is simple: The alignment between projects and strategy tends to be a significant driver of organizational success.
For this post, I want to focus on a crucial figure when it comes to alignment: the sponsor. In working to align projects and strategy, the sponsor really is the key to whether or not your efforts will be successful.
For this reason, it’s essential that project managers candidly communicate with sponsors. You need to understand how the project fits into the organization and how you can position your project in a way that will deliver on your organization’s strategy.
Here are three tips for optimizing sponsor relations.
1. Keep Pushing for Answers: We’ve all dealt with projects and clients that give us some variation of the classic line from our parents: “Because I said so.” That may have worked for our parents, but it won’t work too well for our careers.
As a proactive leader in your organization, you need to work with your sponsor to understand how the project fits into the organization’s strategy. For some of you, that may seem difficult, but if you frame the questions around wanting to understand where you may be challenged for resources or time, you can usually get the conversation started.
Other questions that will help you discover how well your project aligns with the organization’s goals are:
- How high a priority is this currently?
- I’ve read the requirements and goals, but I’m still unclear. What should the ultimate outcome of this project be?
2. Communicate Consistently: One of the big challenges of aligning strategy and projects is that you’re busy, your sponsor is busy, and your team is busy. This is no excuse for not communicating consistently. In fact, a constant stream of demands is a reason you should be communicating consistently—that way you ensure that no one’s efforts are wasted on something that is no longer relevant.
To make sure you communicate consistently with your sponsor, use the following framework:
- First, set up appropriate reporting and meeting schedules with your team.
- Second, take the time to digest the information gleaned from your team.
- Third, adjust your actions and activities to reflect the new realities on the ground.
- Fourth, set up a consistent time to brief and update your sponsor. Keep that appointment religiously.
- Finally, get the sponsor’s commitment that important matters can and will be addressed quickly to keep the project on track.
3. Embrace Change: I’m sure that at one time or another we’ve all felt humiliated and downtrodden because our most dear project has been shut down for no discernable reason and we can’t get an explanation from anyone.
These situations are challenging. But you owe it to yourself, your team and your sponsor to embrace change. You also need to proactively address the change, positive or negative, with your sponsor. This will help you gain information that will allow you to make better decisions. But it will also encourage an open dialogue with your sponsor.
Also, proactively dealing with change can be extremely helpful in assisting your sponsor on new courses of action based upon the new information and the new realities that your projects face.
To accelerate your ability to embrace change, ask questions like:
- How will this change impact our organizational mission?
- Is this change happening because the project wasn’t in alignment?
- Does this change provide an opportunity for us to embrace a new set of circumstances or new business opportunities?
I’m curious to find out how you handle these kind of strategic communications with your sponsors. Let me know in a comment below!
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