Within an organization,the charter has set the rule that project work group leader should attend all the review meeting and approve the reviewed documents.
However most of the time,the work group leader don't have time to attend the meeting,thus the progress is delayed.
What should you do when key stakeholders don't have time to attend your meeting,and the key stakeholders play a decisive role in the project? Saving Changes...
Product Operations Program ManagerBarcelona, Cataluña, Spain
The standard procedure recommends to first speak f2f with the individuals that do not show up, and learn why they are skipping the meetings. It could be timing, it could be attitude, it could be other things... it is important to get a clear picture of this. Also consider where in the power-grid these stakeholders are. In the worst case scenario, it makes sense to escalate the issue to the project sponsor
...
1 reply by Mengshi Xu
Oct 14, 2016 3:55 AM
Mengshi Xu
...
Well, timing is the main issue,then……any better means to deal with this kind of situation?
The standard procedure recommends to first speak f2f with the individuals that do not show up, and learn why they are skipping the meetings. It could be timing, it could be attitude, it could be other things... it is important to get a clear picture of this. Also consider where in the power-grid these stakeholders are. In the worst case scenario, it makes sense to escalate the issue to the project sponsor
Well, timing is the main issue,then……any better means to deal with this kind of situation?
...
1 reply by Eduard Hernandez
Oct 14, 2016 4:00 AM
Eduard Hernandez
...
If it is really a time constraint - resources over-allocated - then another set of priorities ought to be set by Management Team. Escalation seems to be absolutely necessary.
Product Operations Program ManagerBarcelona, Cataluña, Spain
Oct 14, 2016 3:55 AM
Replying to Mengshi Xu
...
Well, timing is the main issue,then……any better means to deal with this kind of situation?
If it is really a time constraint - resources over-allocated - then another set of priorities ought to be set by Management Team. Escalation seems to be absolutely necessary. Saving Changes...
Many managers' schedule gets changed constantly. They might be available for your meeting a week beforehand. Yet, a higher priority item comes up the day before.
I follow-up separately with those whose input is required. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
It is simple: review the process. And adjust the process to get the objective. I understand that the objective, in your case, is to get the approval of reviewed documents. Saving Changes...
From your question and subsequent comment, I understand that some important stakeholders are not attending the review meetings because they are constrained by time. I believe you must have spoken with them about the importance of attending such meetings before you posted this question and the situation has still not been resolved.
One alternative that I could think of is: Since these are review meetings, record those meetings (video or audio) provided it is allowed in your organization and the meeting attendees agree to it. And then, have those stakeholders listen to those recording while they review the documents when they have time to do so. The idea behind recording such a meeting is to at least give them a chance to hear the discussions/viewpoints of the attendees who attended the meeting. The stakeholders could then use them while reviewing the documents and provide their feedback and/or approval. If they are using Microsoft word, they can use track changes while reviewing the document.
I don’t guarantee success but it is an alternative. You would be in a better position to tell if this is worth trying. Hope it helps. Saving Changes...
Edgar Bonilla TorresChief Operations Officer| GIS Renewable Energy Colombia SASBarranquilla, Atlantico, Colombia
Finding out first the reason why some key stakeholders couldn't attend the meeting is vital to determine the most effective plan of action thereafter. Saving Changes...
AKSHAY JAINPlanning Group Leader| YOKOGAWA, BahrainGwalior, Mp, India
In such case key stakeholders are powerful people but not in a position to contribute much for project, in such case decisions must be taken by real driving key people and MOM/Reports should be send to them. You need to approach such people for very specific decisions with options, they normally choose one option out of suggested ones. If you ask decision from them it will never come. On other side you have to be very careful they must not misuse their power due to some task which such people may perceive incorrect. These are realities of life many time you need to deal with ego. Saving Changes...
Madhieu Achuil M. MaluakDirector of PM/PMO| Nile Petroleum Service Co. LtdJuba, Central Equatoria, South Sudan
When the key stakeholders didn't attend the meeting due to the time, you should address the following: 1. Meeting time schedule; You have to inform the key stakeholders at lest a week prior to the meeting, in order for them to plan a head for the scheduled meeting and set their priorities. 2. The importance of the stakeholders to attend the planed meeting (Prioritization); Meeting agenda should be made clear and the importance of the meeting attendees since it's related with decision making and project constraints. 3. Root cause of unavailability of key stakeholders, if it's frequently. Time isn't an excuse since the meetings is one of the tools and techniques to address and resolve the issues (Review, Change request, Constraints, etc.) during project lifecycle. I believe if you communicate effectively the importance of the meeting to all project team, definitely they will priorities there activities and adjust their time. Other wise you have to amend the organization reviewing procedure to enhance with your project requirements. Best Regards,
...
1 reply by Mengshi Xu
Oct 18, 2016 8:48 AM
Mengshi Xu
...
Thank you so much for detailed strategy, good points.
Community Champion
