Beyond Yes & Avoiding Surprises

As a project manager attempting to keep a project on time, on budget, and within scope, how do we know if members of our team are being unduly optimistic or pessimistic?

What can we do to help insure the answers we’re getting are accurate?

(Let’s leave motivation out of this for now and assume all team members honestly believe they’re providing an accurate picture.)

First, ask targeted and specific questions.

Instead of “How are things going?” ask “At this point we should be halfway done with <fill in deliverable or task here>, are we?” 

Ask follow-up and clarifying questions. Some examples include:

•    How have you determined that we’re half way done?
•    Specifically, what has been completed and what is left? 
•    What are the hardest or most time consuming tasks left?
•    Given your schedule, how much time will it take you to complete the outstanding pieces?
•    What else are you working on now?  Will you have the time you need before the due date?
•    Does completion depend on resolving any outstanding issues or questions? 

Exceptional project managers know how to get an accurate picture without badgering, demeaning, or disrespecting team members. 

But accuracy isn’t only related to the project schedule.  Accuracy also means that the work being done will meet or exceed the client’s expectations. 

The only way to insure expectations will be met is constant and clear communication.

If possible, schedule deliverable reviews (with and without the client) while they are still in process.

Trust what you’re told but verify things are coming along as expected.

When we ask someone if we’re on schedule, they say we are, and we walk away, we’ve left way too much up to chance.