I have to ask a bunch of questions and to have more transparency and a better overview for your participation i will divide them in several postings.
What is this about?
In short: It is about what questions to ask your sponsor as a project manger in your very first meeting to set a baseline during initiation phase.
In long: please refer to the before mentioned thread fur detailed information.
Here are the questions about "Setting Expectations":
==========================================
Setting Expectations
State that you will return with guesstimated data. Such as what it will take to meet the project requirements. Particularly in regards to budgets, required resources and a risk assessment.
This data will be very rough first. However, you will provide better and more specific data during and after the Planning Phase. This phase and its processes will be performed with the Primary Stakeholders as well as the project team.
You may be back with a few extra questions now and then.
Is there anything else you’d like to add?
=============================================
Please review them and leave your comment, correction, enhancement or addition. Any feedback is highly welcome!
And please lookout for the other sections also; thank you very much in advance.
Every participant will receive the result of this initiative if wanted.
Markus KopkoAI Enabler for Project & Program Mgmt | Founder PMotion.ai / The PM
AI Coach| PMotion.aiHamburg, Hamburg, Germany
Nov 23, 2016 2:45 PM
Replying to Vincent Guerard
...
Hi Markus,
For a simple question
What kind of benefits the project should bring?
It is large enough for must if not all project.
Hope it help
Hi Vincent,
thanks again.
I have added your question in the "Business Outcome" section.
First i thought that the already existing question "What would make the project a success for you?" has done this job already.
But than i realized that there could be other aspects in addition which could be researched by your question, right?
Thanks for this addition.
thanks for contribution.
It would be great if you could directly formulate a question regarding your points; would this be possible?
@Anupam:
The topics you mentioned where part of other sections of the questionairre from my perspective. May be you haven't seen them before posting this, might this be possible?
If not, please elaborate a bit more in the context of "setting expectations". Ideal would be if you could formulate questions that you would ask the sponsor in such a meeting.
Thanks in advance!
In case of multiple sponsors, who will be responsible for ensuring appropriate resources - funding, timeline, people, etc.?
...
1 reply by Markus Kopko
Nov 25, 2016 5:11 AM
Markus Kopko
...
Hello Anupam,
in general there should be only one "executive sponsor" who is the counterpart of the project manager.
The question about funding and so one is cleared within the other sections, so it would be redundant here, i guess.
Regards,
Markus
Saving Changes...
Markus KopkoAI Enabler for Project & Program Mgmt | Founder PMotion.ai / The PM
AI Coach| PMotion.aiHamburg, Hamburg, Germany
Nov 24, 2016 9:13 AM
Replying to Anupam
...
In case of multiple sponsors, who will be responsible for ensuring appropriate resources - funding, timeline, people, etc.?
Hello Anupam,
in general there should be only one "executive sponsor" who is the counterpart of the project manager.
The question about funding and so one is cleared within the other sections, so it would be redundant here, i guess.
Regards,
Markus
...
1 reply by Anupam
Nov 25, 2016 6:51 AM
Anupam
...
Hi Markus,
Actually I was part of a project that had multiple sponsors. The project was a joint effort.
in general there should be only one "executive sponsor" who is the counterpart of the project manager.
The question about funding and so one is cleared within the other sections, so it would be redundant here, i guess.
Regards,
Markus
Hi Markus,
Actually I was part of a project that had multiple sponsors. The project was a joint effort.
Best Saving Changes...
Thilo WackHead of Existing Product and Test Lab| optimedTholey-Hasborn, Germany
Hi Markus,
with regard to expectations one could add givin the Sponsor a quick primer on the project management framework and the pm processes that will used, especially what the role of the sponsor is meant to be. This may not always be necessary or appropriate, but if the sponsor is new in the company or new to his position or represents an outside customer this may be very helpful.
...
1 reply by Markus Kopko
Dec 12, 2016 8:08 AM
Markus Kopko
...
Hi Thilo,
interesting point, from my perspective the topics are more or less included in "Understanding your working relationship" section, regarding the role of the sponsor for instance, or regarding reporting requirements also.
Do you miss something essential here in regards to the project management framework.
The tailoring aspect is a very interesting one and this is something what have to be done by the project manager and/or the project management team within the process of "Developing Project Management Plan" from my view.
So it might be a bit to early here since we are talking about the very first initiating meeting, right.
On the other hand, the sponsor could be asked about the mandatory project processes from his/her perspective at least?!
What do you think?
And what would be the question(s) to be asked regarding this?
Any suggestions?
Thanks a lot again,
Markus
Saving Changes...
Markus KopkoAI Enabler for Project & Program Mgmt | Founder PMotion.ai / The PM
AI Coach| PMotion.aiHamburg, Hamburg, Germany
Dec 10, 2016 12:20 PM
Replying to Thilo Wack
...
Hi Markus,
with regard to expectations one could add givin the Sponsor a quick primer on the project management framework and the pm processes that will used, especially what the role of the sponsor is meant to be. This may not always be necessary or appropriate, but if the sponsor is new in the company or new to his position or represents an outside customer this may be very helpful.
Hi Thilo,
interesting point, from my perspective the topics are more or less included in "Understanding your working relationship" section, regarding the role of the sponsor for instance, or regarding reporting requirements also.
Do you miss something essential here in regards to the project management framework.
The tailoring aspect is a very interesting one and this is something what have to be done by the project manager and/or the project management team within the process of "Developing Project Management Plan" from my view.
So it might be a bit to early here since we are talking about the very first initiating meeting, right.
On the other hand, the sponsor could be asked about the mandatory project processes from his/her perspective at least?!
What do you think?
And what would be the question(s) to be asked regarding this?
Any suggestions?
Thanks a lot again,
Markus
...
1 reply by Thilo Wack
Dec 12, 2016 3:18 PM
Thilo Wack
...
Hi Markus,
this really is not a question, but rather a short narrative the project manager would give to a sponsor. I have been in situations where a sponsor had a clear understanding of what the project should deliver, but actually did know little about project management itself and what processes were in place in the company. So one could explain to the sponsor what to expect in the next steps, how initiation and planning will work and what Input etc. will be expected from the sponsor. Of course this will not always apply, there are a lot of seasoned sponsors out there who maybe have even more experience than the project lead. But e.g. rookie sponsors with a pressing issue at hand will typically want the project to start right away and you need to carefully explain why it is in their best interest to stick to the process and do the things right. Or maybe they used a different approach/framework in their last firm and therefore carry over some misconceptions into their new role... Does this make sense to you?
Saving Changes...
Markus KopkoAI Enabler for Project & Program Mgmt | Founder PMotion.ai / The PM
AI Coach| PMotion.aiHamburg, Hamburg, Germany
One general:
Of course this map (and all the coming also) can't cover any project situation in any organization, right? So, it just should be a help all of them who like to use it as a kickoff or who might have problems to conduct such a questionnaire by themselves. And it should contain at least all the basics needed.
And of course it could (and should!) be either enhanced or reduced aligned to the specific situation.
Regards,
Markus Saving Changes...
Thilo WackHead of Existing Product and Test Lab| optimedTholey-Hasborn, Germany
Dec 12, 2016 8:08 AM
Replying to Markus Kopko
...
Hi Thilo,
interesting point, from my perspective the topics are more or less included in "Understanding your working relationship" section, regarding the role of the sponsor for instance, or regarding reporting requirements also.
Do you miss something essential here in regards to the project management framework.
The tailoring aspect is a very interesting one and this is something what have to be done by the project manager and/or the project management team within the process of "Developing Project Management Plan" from my view.
So it might be a bit to early here since we are talking about the very first initiating meeting, right.
On the other hand, the sponsor could be asked about the mandatory project processes from his/her perspective at least?!
What do you think?
And what would be the question(s) to be asked regarding this?
Any suggestions?
Thanks a lot again,
Markus
Hi Markus,
this really is not a question, but rather a short narrative the project manager would give to a sponsor. I have been in situations where a sponsor had a clear understanding of what the project should deliver, but actually did know little about project management itself and what processes were in place in the company. So one could explain to the sponsor what to expect in the next steps, how initiation and planning will work and what Input etc. will be expected from the sponsor. Of course this will not always apply, there are a lot of seasoned sponsors out there who maybe have even more experience than the project lead. But e.g. rookie sponsors with a pressing issue at hand will typically want the project to start right away and you need to carefully explain why it is in their best interest to stick to the process and do the things right. Or maybe they used a different approach/framework in their last firm and therefore carry over some misconceptions into their new role... Does this make sense to you?
...
1 reply by Markus Kopko
Dec 13, 2016 7:31 AM
Markus Kopko
...
Hi Thilo,
thanks for the detailed explanation. I got your point and yes, it makes absolutely sense to me. Especially since i have experienced exactly what you have described on my own. ;)
I am not really sure about how to implement it in the map/template.
Should we add a section
"next steps"
for instance?
How could the details their look like, if so?
Any other suggestions how to implement this best?
I really appreciate your contribution and you inputs a lot!
Thank you so much.
Regards,
Markus
Saving Changes...
Markus KopkoAI Enabler for Project & Program Mgmt | Founder PMotion.ai / The PM
AI Coach| PMotion.aiHamburg, Hamburg, Germany
Dec 12, 2016 3:18 PM
Replying to Thilo Wack
...
Hi Markus,
this really is not a question, but rather a short narrative the project manager would give to a sponsor. I have been in situations where a sponsor had a clear understanding of what the project should deliver, but actually did know little about project management itself and what processes were in place in the company. So one could explain to the sponsor what to expect in the next steps, how initiation and planning will work and what Input etc. will be expected from the sponsor. Of course this will not always apply, there are a lot of seasoned sponsors out there who maybe have even more experience than the project lead. But e.g. rookie sponsors with a pressing issue at hand will typically want the project to start right away and you need to carefully explain why it is in their best interest to stick to the process and do the things right. Or maybe they used a different approach/framework in their last firm and therefore carry over some misconceptions into their new role... Does this make sense to you?
Hi Thilo,
thanks for the detailed explanation. I got your point and yes, it makes absolutely sense to me. Especially since i have experienced exactly what you have described on my own. ;)
I am not really sure about how to implement it in the map/template.
Should we add a section
"next steps"
for instance?
How could the details their look like, if so?
Any other suggestions how to implement this best?
I really appreciate your contribution and you inputs a lot!
Thank you so much.
Regards,
Markus
...
1 reply by Thilo Wack
Dec 13, 2016 2:17 PM
Thilo Wack
...
Hi Markus,
I'm not really sure how to implement it. My first thoughts were that since communication is always bidirectional, we could maybe add something like "Possible questions from the sponsor to be prepared for" or "Messages from the PM". If you'd like to stick to a structure that is more content-based "next steps" would be great as it opens the field for a pro-active discussion of what needs to be done in the near future to move the project forward, which could e.g. include the need of the sponsor to prepare a presentation or other documents for internal or external customers, which the project lead could actually help with thereby deepening and improving the relationship and building trust. In case of a content-based structure mabye we could mark the branches in a way to denote where communication would be push or pull (as seen from the PM's side).
What do you think?
Regards,
Thilo
Saving Changes...
Thilo WackHead of Existing Product and Test Lab| optimedTholey-Hasborn, Germany
Dec 13, 2016 7:31 AM
Replying to Markus Kopko
...
Hi Thilo,
thanks for the detailed explanation. I got your point and yes, it makes absolutely sense to me. Especially since i have experienced exactly what you have described on my own. ;)
I am not really sure about how to implement it in the map/template.
Should we add a section
"next steps"
for instance?
How could the details their look like, if so?
Any other suggestions how to implement this best?
I really appreciate your contribution and you inputs a lot!
Thank you so much.
Regards,
Markus
Hi Markus,
I'm not really sure how to implement it. My first thoughts were that since communication is always bidirectional, we could maybe add something like "Possible questions from the sponsor to be prepared for" or "Messages from the PM". If you'd like to stick to a structure that is more content-based "next steps" would be great as it opens the field for a pro-active discussion of what needs to be done in the near future to move the project forward, which could e.g. include the need of the sponsor to prepare a presentation or other documents for internal or external customers, which the project lead could actually help with thereby deepening and improving the relationship and building trust. In case of a content-based structure mabye we could mark the branches in a way to denote where communication would be push or pull (as seen from the PM's side).
What do you think?
Regards,
Thilo
...
1 reply by Markus Kopko
Dec 14, 2016 9:06 AM
Markus Kopko
...
Hi Thilo,
once again great comments from your side. Thanks so much. I am really pleasured that you do dive in that deep and helps developing. Thanks!
""Possible questions from the sponsor to be prepared for" is a great suggestion!
I would put this in the "Tips" section (every map will have one) where it is described how to work with the map and also how to prepare for the meeting and there it fits perfect i think. Do you commit?
Next thing would be to collect such possible questions, right?
Any suggestions already?
"Messages from the PM" is exactly the "setting expectations" from my perspective. Would you like to add something there (as a message from the pm)?
To mark the branches/topics as push or pull information is also a very good suggestion. I will do so in one of the next releases for sure.
