How much time do you give stakeholders to sign off key documentation?
Jonathan DoylePM Consultant| Adduco Consultancy LtdLondon, United Kingdom
There have been plenty of situations in projects that I have managed and I am sure in some of yours where documents need signing off but approval seems like a distant goal that is difficult to achieve. A scenario being you give the stakeholders a deadline to respond, they don’t and they wait for more time to pass and either: suggest changes to the document when the necessity of a final version of the document is critical or they ask that different stakeholders are invited to sign off the document as well because the document also impacts them.
How do you typically hold these people accountable to stick to a set deadline for sign off of a document? Saving Changes...
Product Operations Program ManagerBarcelona, Cataluña, Spain
Very good point, Jonathan. It often happens that supervisors urgently ask to have papers ready to sign off and once they have them they sit on their desks for a few days or even weeks before they take the time to look at them and signed.
In my opinion this is a matter of using soft skills, and persuade the stakeholders to sign as fast as possible for the sake of the project. Although the project management plan should mention how to proceed on these cases, at the end it will be easier to use suitable and efficient communication skills. Saving Changes...
Another point that might be worth mentioning in this context is, more often than not more and more stakeholders come in the fray as projects keep progressing, unless we have all the key stakeholders identified and documented in the form of a stakeholders matrix at the initiation phase. That way the responsible parties cannot pass on the ownership when it comes to obtaining the sign off.
Of course even after we have all stakeholders identified and acceptance criteria well defined, some stakeholders do dilly dally when it comes to approving key deliverables. Such situations can greatly be alleviated if the Project Manager uses his soft skills from the start of the project to ensure all stakeholders are aware of which phase of the project is pending action from whom; proper reporting to proper people, again already finalized in the nascent stages of the project lifecycle.
So my recipe to prevent stakeholders to sign off key deliverables would be:
1) Proper stakeholders matrix
2) Proper status reporting and distribution list thereof Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Consider having a meeting with all signatories. Assuming they may have last minute qualms, be prepared to have their concerns noted/addressed appropriately. Once assuaged, the stakeholders should go ahead and sign. Saving Changes...
Something I have found works for stakeholders when it comes to sign of on key documents is preparing them for what is coming. If they know ahead what they are signing off on and can give their ''ok'' ahead of time this tends to make the official sign off much easier. Holding a meeting to address any questions/concerns and if needed you can update the document as people are all present helps. This allows the group to leave the meeting in agreement and more willing to provide sign off right after. I also prompt them to provide sign off right after the meeting by sending the meeting notes and updated documentation all while asking again for the sign off.
This might not work for everyone of course however this is what I have found most effective with Global groups who are not able to all meet in one place. Saving Changes...
Dominic LawProduct Manager| PCCW GlobalHappy Valley, Hong Kong
When assigning Responsibility Matrix in the process, the PM can clarify the expected turn-around time. So you can make it clear in the process who is responsible for the approval, and how long time is expected. You should also make it clear what documentation or details are required for approval to avoid any misunderstanding. Ensure all these are agreed with the stakeholders during project planning stage. Hope this can save you hassle during project execution. Saving Changes...
Manas MahapatraProject Manager| Infosys LimitedBangalore, Karnataka, India
For existing engagements, highlight the impact of delay in getting sign off. Also try to bring in guide line for sign off timeline/process and financial implications for the waiting period.
For upcoming engagement opportunities use the soft skill. Saving Changes...
As Stephane Parent and Rebecca Blonde mentioned, the best way is to have the stakeholders involved BEFORE a document is sent.
In our projects we have the discussions, clarifications, meetings and in them we conclude that it will be followed by this and that document requiring signatures from this and that person.
The document is then sent to person for review and signing.
In my opinion such events occur when stakeholder feels that its interests are not considered or perhaps see its interests getting affected negatively by the said document.
Being PMs we ought to develop and maintain trust by very clearly communicating causes and effects of a decision/document. Saving Changes...
Thejassu RaghavanEngagement Manager in Agile environment| WinWire Technologies LtdBangalore, India
Excellent question Jonathan.
I am in a similar situation for one of my projects where we are waiting for a sign off for last 6 months. After every meeting only format changes are requested in the document and no changes are asked in actual content.
I am also looking for a way forward here as all the suggestions above are already tried. Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
If you have all the right people in the room, make sure to apply the changes immediately, print the signature page and get the signatures. Don''t let them leave without signing.
The bigger problem is when they say "Oh, I can''t sign that." Then you have to find out who can and set up the meeting again. Saving Changes...
Negotiate with them for a reasonable date. Then, one day after the negotiated date, gently bug them to find out when they will be able to deliver their signature. "WET" (as opposed to electronic) signatures can be slightly more difficult, especially in the case of widely dispersed staff. Saving Changes...
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