Ganesh KumarProgram ManagerBangalore., Karnataka, India
Hi Sumit,
Some thoughts.... hope it helps.
Do a root cause analysis, and understand the reasons for the mess. The outcome of the analysis would lead you to understand the cause and factors contributing to the mess. Use project assets such as schedules, designs, and documents and do this without assumptions. Are vendors involved in the project? Their roles, their performance – check if they are causing the mess maybe evaluate the contract.
Do risk assessment, lot of unknowns will be answered. Conduct focus group sessions to understand the thoughts of the project members, before providing possible solutions or approach to undo the mess. If need be involve sme’s in case any problem has been missed by anyone. Check with the same group, possible solutions/approach for feedback. If solutions need additional time and money, this could set you up for another challenge. Put in new processes and develop a new structure that creates an improved environment and culture that can help you successfully deliver projects.
Employ project managers who possess knowledge, leadership qualities, motivates the team brings out the best of them, who can foresee the changes in the business environment, understands what adds value to the customer.
Provide information about the status of the project honestly, and in transparent manner and visible to the entire team. When the schedule slips, inform well ahead of the time. Get progress reports from vendors/subcontractors as well.
Track progress diligently, everyone must have the same perspective of the project after reviews. Keep a close watch on the milestones, factors that impact success, very prominently budgets, manhours, changes, vendors….Track the money being spent. How it is being spent, delayed decisions impacting project or not being spent at all.
Motivate team especially when the project is in a mess and noticed all the way upto the management. This may trigger chaos with their job security, unrecognized hardwork, lose confidence etc. Encourage them to see the positive side and not to quit or go in the wrong direction. Meet team members and engage them in conversation, create positive atmosphere. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
I will talk about I am doing because from long time ago I found project/program management work thanks organizations hired me to fix programs/projects wich could be in troubles or "being a mess" as you stated. Perhaps because my background the first thing I do is to avoid ambiguity and understand the situation. I use the following definition: problem is a gap between the perceived reality and the desire reality. So, you can work on the perception, you can work on the desiere or you can work on the gap. With that said then the first thing is to define "mess". And work with stakeholders, at least key stakeholders, to understand their perception about the project. Those are my first steps when I am in those situations. And believe me, including today I am in this situations sometimes. Saving Changes...
As Sergio says, if you don't define the problem, any solution may or may not work. Can you clarify what you mean by "mess", and why are you looking to stream line it as opposed to cleaning up the mess?
Kiron
...
1 reply by SUMIT BHARGAVA
Oct 25, 2022 10:23 AM
SUMIT BHARGAVA
...
We had situation where consultant (my team) advise business to Not to Implement particular process as per my team observation . business does not have capability or still they are not adapt to change . But our advise Veto buy higher management and later we found buisness were in capable of doing that process and there were mess everywhere . we were fixing lot of issue designing system on fly . So how to avoid such situation in future.
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
There isn’t one-size-fits-all so your best solution depends on your problem and it’s u issue to that problem or mess. Saving Changes...
SUMIT BHARGAVASAP FICO Analyst| Del Monte Foods UFZDubai, Uae, United Arab Emirates
Oct 25, 2022 8:02 AM
Replying to Kiron Bondale
...
Sumit -
As Sergio says, if you don't define the problem, any solution may or may not work. Can you clarify what you mean by "mess", and why are you looking to stream line it as opposed to cleaning up the mess?
Kiron
We had situation where consultant (my team) advise business to Not to Implement particular process as per my team observation . business does not have capability or still they are not adapt to change . But our advise Veto buy higher management and later we found buisness were in capable of doing that process and there were mess everywhere . we were fixing lot of issue designing system on fly . So how to avoid such situation in future.
...
2 replies by Casey Day and Stéphane Parent
Oct 25, 2022 10:36 AM
Stéphane Parent
...
Unfortunately, you cannot avoid clients, customers or senior management deciding on an option different than the one you recommend. It's their decision to make and they will go with what they understand.
Your job is to increase their understanding, as well as yours. Remember that they have a perspective and information that is not available to you. You have to make sure you appreciate what they are dealing with. Then you have to provide all the information the decision maker needs to understand the impact of selecting or not selecting each option.
Oct 26, 2022 12:22 AM
Casey Day
...
Hi Sumit,
In hindsight, what would you do differently knowing that higher management was capable of doing that process, and in your own words, there was a mess everywhere?
The feedback listed from this group is very excellent and I would love to hear your thoughts on how you would approach this again.
Look forward to your response, thanks and take care.
Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Oct 25, 2022 10:23 AM
Replying to SUMIT BHARGAVA
...
We had situation where consultant (my team) advise business to Not to Implement particular process as per my team observation . business does not have capability or still they are not adapt to change . But our advise Veto buy higher management and later we found buisness were in capable of doing that process and there were mess everywhere . we were fixing lot of issue designing system on fly . So how to avoid such situation in future.
Unfortunately, you cannot avoid clients, customers or senior management deciding on an option different than the one you recommend. It's their decision to make and they will go with what they understand.
Your job is to increase their understanding, as well as yours. Remember that they have a perspective and information that is not available to you. You have to make sure you appreciate what they are dealing with. Then you have to provide all the information the decision maker needs to understand the impact of selecting or not selecting each option.
...
1 reply by Keith Novak
Oct 25, 2022 10:43 AM
Keith Novak
...
I had a similar situation where we said No to a client on a prospective project. It turns out that our CEO golfs with their CEO. We were told to rethink our decision with no explanation provided. We weren't even sure what they were dealing with, but knew we were doomed to a big headache.
Unfortunately, you cannot avoid clients, customers or senior management deciding on an option different than the one you recommend. It's their decision to make and they will go with what they understand.
Your job is to increase their understanding, as well as yours. Remember that they have a perspective and information that is not available to you. You have to make sure you appreciate what they are dealing with. Then you have to provide all the information the decision maker needs to understand the impact of selecting or not selecting each option.
I had a similar situation where we said No to a client on a prospective project. It turns out that our CEO golfs with their CEO. We were told to rethink our decision with no explanation provided. We weren't even sure what they were dealing with, but knew we were doomed to a big headache. Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
Sumit, congratulations.
This is the best scenario a project manager could be in: saving a troubled project. The messier the better. I always liked it and learned much from it.
Sponsors and executives are desparate and willing to listen to sound advice. I have seen budgets increase by a factor of 4 and milestones slip, and also - rarely - projects stopped.
I like Sergio's model of perceptions, desire and gaps. Here you see it is about people (not technology or process) and how you are able to influence them as the project saviour.
Practically, I review a project for 2-3 days and have an action list. I do NOT read all the project documentation, it is often unrealistic if the project is in a mess.
1. I look at the orgchart and identify key stakeholders
2. I do immediate 1:1 with each of them, one hour max.
3. This way, I can identify gaps (issues, problems, concerns) of every individual, and gaps shared by severals identify key project problems. I might identify other key stakeholders.
4. I produce and communicate my findings
5. I identify 3-5 actions to close the gaps and discuss those with the sponsor (the one who asked me to come and help).
6. then I could leave, as we have an analysis, an action plan and if there is someone who accepts these and can followup, they do not need me anymore - in most cases though they ask me to stay
Thomas Saving Changes...
Casey DayAuthor | thevideogameproducer.comSan Diego, Ca, United States
Oct 25, 2022 10:23 AM
Replying to SUMIT BHARGAVA
...
We had situation where consultant (my team) advise business to Not to Implement particular process as per my team observation . business does not have capability or still they are not adapt to change . But our advise Veto buy higher management and later we found buisness were in capable of doing that process and there were mess everywhere . we were fixing lot of issue designing system on fly . So how to avoid such situation in future.
Hi Sumit,
In hindsight, what would you do differently knowing that higher management was capable of doing that process, and in your own words, there was a mess everywhere?
The feedback listed from this group is very excellent and I would love to hear your thoughts on how you would approach this again.
Look forward to your response, thanks and take care. Saving Changes...
Community Champion
