4 Project Management Tips to Keep Contributors on Track

Managing a project is largely about managing expectations. This is often difficult in large and complex projects because there are so many unknowns.

One of the largest unknowns arises in situations where parties responsible for delivering assets for a project (contributors) are not under direct control by a project manager. This is true in many cases and in each case, a project manager is subject to that person’s willingness to participate and supply the resources necessary to make the project successful.

But how do you manage projects when you don’t have authority over contributors?

Set Clear Expectations

First set clear expectations of their required involvement in a project. Let them know the hourly commitment per week and project as a whole. You should also let them know the phases that will require their greatest involvement so they can plan accordingly.

Build Trust

Work to build trust with the contributor by engaging them in the planning of the project. In many cases, the scope of the project may already be predetermined. But that doesn’t mean you can’t let the person doing the work have some level of autonomy to determine how the work will get completed. Once you establish the “how” with the contributor, it is your responsibility as the project manager to hold that person accountable to their commitments.

Set a Communication Schedule

As referenced in my FAC video, you should also establish a standard communication schedule and make the contributor aware of the situations in which you’ll be forced to reach out to their direct supervisor. Hopefully you never have to reach out to a supervisor, but if you do, it’s best to be up front about how, when and why you’re reaching out to the contributor’s supervisor so you don’t permanently damage a relationship.

Keep Stakeholders in the Loop

There will be situations where your project is competing against other priorities on the contributor’s schedule. It’s inevitable that your project will eventually need to come after another. When all else fails, you should always know how different circumstances will impact the project from a cost and timeline perspective. Once you realize the impact of an occurrence, it’s then your responsibility to notify all stakeholders as soon as possible.

The tough part about notifying the stakeholders is that there will undoubtedly be some level of pushback. In most cases, stakeholders don’t like to hear a project is going to take longer or cost more. The flip side is that in most cases, the stakeholders can help alleviate the roadblocks that may stand in the way of the on-time delivery of your project. In that instance, outline the possible ways for a project to get done on time and use stakeholder influence to make a positive impact on the project.

I’d love to get your feedback on these tips. What are your project management struggles?