Recently I have been asked to take verbal directive to bypass a procedure in our company. The person giving the verbal does not own the process however, I do work weak matrix to functional structure and they are in charge of the group I support. I feel like verbal is too risky and I should get something greater in writing. Am I totally off base? Saving Changes...
Kimberly LoganSr Project Manager| No thank youCincinnati, Oh, United States
I'd highly recommend a written approval, even if it's a simple email. As mentioned above, you want to ensure you have this in case you are audited. Also, things change and people forget. Months down the line, if it comes up, you can reference the email thread/discussion if needed. Saving Changes...
Like Alan said - if they won't give you any other written approval, you should at least send them an email "To confirm our conversation..." and tuck it away as a dated sent item to protect yourself. Saving Changes...
Any verbal communication can be accepted if that comes from stakeholder but it should go through change management process in project management to keep track of the changes Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
A slippery slope. The next 'ask' may be even less comfortable. Ultimately you will have to push back - better now then once you become entrenched and part of the problem. A project is not a dinner party - be professional and expect the same of others. Saving Changes...
In my opinion any decision taken must be stated in written format. I agree with who said "if it's not written it doesn't exist"
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1 reply by Peter Rapin
Nov 16, 2020 10:19 AM
Peter Rapin
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I tend to agree although I don't want to take away from the strength of "my word is my bond" or "let's shake on it". We also must take into consideration that in many jurisdictions a verbal agreement is enforceable - but you need witnesses if one party reneges or 'forgets'.
That being said, in a project setting decisions and direction must be documented as part of the documentation and record management plan. People move on, conditions change, stakeholders need to be advised, audits are undertaken, contracts can be breeched.
I am not suggesting that signed agreements are always to the way to go but confirming memos, emails, meeting minutes and, at the very least, day books need to reflect progress including decisions and direction.
Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
Nov 16, 2020 9:09 AM
Replying to Riccardo Vivarelli
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In my opinion any decision taken must be stated in written format. I agree with who said "if it's not written it doesn't exist"
I tend to agree although I don't want to take away from the strength of "my word is my bond" or "let's shake on it". We also must take into consideration that in many jurisdictions a verbal agreement is enforceable - but you need witnesses if one party reneges or 'forgets'.
That being said, in a project setting decisions and direction must be documented as part of the documentation and record management plan. People move on, conditions change, stakeholders need to be advised, audits are undertaken, contracts can be breeched.
I am not suggesting that signed agreements are always to the way to go but confirming memos, emails, meeting minutes and, at the very least, day books need to reflect progress including decisions and direction. Saving Changes...
Ousmane MaigaINL Program Specialist| US Embassy Bamako, MaliMali
Oct 23, 2020 9:47 AM
Replying to Rami Kaibni
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Ruth
In your situation, I would highly recommend getting something in writing even if it is as simple as an email. Circumstances might change in the future so it is always best to have such decisions documented.
RK
Hi Rami - You are absolutely right. The best way to secure the project's deliverables to have a written endorsement from the right person. Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
I've accepted verbal instructions or decisions before. As Alan pointed out, the trick is to send an email or chat (assuming chat is stored) to confirm the instructions you were given. Saving Changes...
Luis BrancoCEO| Business Insight, Consultores de Gestão, LdªCarcavelos, Lisboa, Portugal
Words... the wind washes them away! Saving Changes...
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