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How to handle delay in document approval?
Network:1553



It's a real challenge to get deliverables shared with reviewers, reworked, approved by clients and get it base-lined. The functional managers have their own priorities, so they will wait for the last minute for sending the document. I think the best way is to prepare a RACI matrix, so they are aware up front of their responsibilities. My goal is not to delay the project to work on the review comments. What is your opinion?
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With multiple stakeholders and department this is a real challenge people are busy with their work, while planning they will give estimate and promise .etc when time comes they will not have time.

Send approval mail and one remainder , after that project delayed x days until they reply putting people on spot/ ball to their court making it visible to entire world is what seems to be working these days. We are on buisness time is money...

If they compromise on quality they will be accountable.
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1 reply by Anish Abraham
Feb 01, 2018 1:24 PM
Anish Abraham
...
Thanks Rajasekar for your insight on this.
Network:1553



Feb 01, 2018 12:57 PM
Replying to S Rajasekar
...
With multiple stakeholders and department this is a real challenge people are busy with their work, while planning they will give estimate and promise .etc when time comes they will not have time.

Send approval mail and one remainder , after that project delayed x days until they reply putting people on spot/ ball to their court making it visible to entire world is what seems to be working these days. We are on buisness time is money...

If they compromise on quality they will be accountable.
Thanks Rajasekar for your insight on this.
Network:14413



Feb 01, 2018 11:03 AM
Replying to Anish Abraham
...
Thanks for your feedback, Sante.
Adding document approvals to Assumption Log may be useful, since it helps to foresee potential risks and issues.
Yes, and it also makes it more likely that the person will sign and not delay because they know it was an assumption that they sign on time. Presumably all stakeholders have agreed to the project documentation, including the assumption log. Now some may not agree to an assumption to sign on time, especially the person signing, but that doesn't matter. If you make it part of that log, and it is required, then even if they don't sign on time, you should not accountable for that delay.
...
1 reply by Anish Abraham
Feb 01, 2018 6:50 PM
Anish Abraham
...
Good insight, Sante. I appreciate your feedback.
Network:1553



Feb 01, 2018 5:27 PM
Replying to Sante Vergini
...
Yes, and it also makes it more likely that the person will sign and not delay because they know it was an assumption that they sign on time. Presumably all stakeholders have agreed to the project documentation, including the assumption log. Now some may not agree to an assumption to sign on time, especially the person signing, but that doesn't matter. If you make it part of that log, and it is required, then even if they don't sign on time, you should not accountable for that delay.
Good insight, Sante. I appreciate your feedback.
Network:16



I totally agree with Anish believe this is a pretty tough problem.
The following may be needed (bringing some of your ideas gents here):
0- In the very beginning set an initiating propaganda kick off to deliverable owner(s) and key stakeholders about the importance of the project, its benefits to the audience, their expectations, and how their expectation will be met through a proper approval mechanism.
1- Identify the deliverable owner(s)
2- Establish good relationship with their top/senior manager(s).
3- Request from their manager(s) for an official request from them to express obligation on the owner(s) to review carefully, timely, and conclude with signage.
4- At the same time establish champions subordinate to the owner(s), and request them to keenly follow up.
5- Establish a sign off letter that expresses scope of responsibility. Here are some "I attest" examples:
- Project Manager: Right procedures were followed
- Deliverable Owner: Deliverable is up to expectations
- (Technical) Reviewers Committee: Deliverable is up to expectations
- Sponsor: Right procedures were followed and designated stakeholders signed.
- Give the sign off letter template (with example) to stakeholders beforehand with the official mail from the Top/Senior Manager printed and "stapled" with it.
- Announce (mail) deliverable expected released date and expectations.
- Another reminder the day before.
- Release for review
- Make periodic meetings with the champions to remind them of their roles and follow up with the owner(s).
- Collect signatures.
- Thank everybody.
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