Are Your Asking Your Team Members to Build the Project Schedule

Or are you making decisions for them?

When I saw the Dilbert strip below I got quite the chuckle out of it and it brought back some (not so fond) memories of my early years in project management.

Early on in my career (many moons ago!) when I was first getting involved in projects and working on project teams, I was often given a due date for tasks I was assigned. No one asked me what the workload was and whether or not the due date was achievable. And I can tell you often they were not. Someone – usually the project manager – had to build a schedule working backwards from a deadline given to them from the sponsor. There was no interaction with the team members who had responsibility (and the expertise) in the tasks they were assigned. We were often told to “just get it done.” And frankly – we often accomplished it through heroic efforts.

I know some of you experience this today. You know how I know…because current clients complain about this very topic! They are often tasked with the impossible and in turn task their staff with the impossible. When I have asked these individuals if they have asked their staff/team members – you know – those people doing the actual work! – for input into how much time and effort is required for the task; I often get back a “No, I haven’t.”  That’s a problem.

Often directive comes from higher up in the organization that just doesn’t make sense – and, unless we work miracles, cannot always be accomplished. And when we do work miracles then those higher ups believe all is just fine. Sure, there are some complaints but the work gets done! You know where I’m going…sometimes the fault is ours for consistently taking those heroic measures and not really sitting down and having the conversation that we need to have. And we frustrate those on our teams when we make decisions for them on how long it takes to get something done when they are really the experts in that task, not us. And then we ride them for when it will get done because someone higher up is riding us to get it wrapped up.

So, the next time you get that impossible deadline on a project, take these few steps working with your team before you commit:

• Meet with the team members who will be working with you to begin to build a preliminary schedule
• Ask the team members what it takes in time and effort to get their respective tasks completed.
• Compare the information you have against the deadline provided by the sponsor. Assuming there is no match or that it is even close, then,
• Ask your team if it is possible at all to shorten those timeframes. Do not pressure them to do so. Explain that you have a deadline from the sponsor and you want to be able to go back to the sponsor with data necessary to extend the deadline he/she provided.
• Gather all the necessary data from your team as to what it takes to complete those tasks, and, if there are some areas where you can “tighten” up the schedule, show that information also. Meet with the sponsor and make your case!

And don’t tell me it won’t work before you even try it. Every client I have asked to try this has been successful at it. You know why? Because they have a conversation with the executive (sponsor) with facts and data in front of them, not on emotion.

So go ahead…give it a try! You really can’t lose anything. Remember – the more data you have to make your case (without getting emotional) the more likely you are going to get what you need. Maybe it won’t be the exact date you’d like to have to get the project completed, but it’ll be more reasonable and achievable.

Remember – do not build the project schedule for your project team in a bubble. It doesn’t make sense. They are the experts in their specific areas – that is why you have them on the team. You can’t possibly know it all. Get their input on the schedule and you’ll get their “ownership” of the work they have to do for the project.

Your thoughts? Please share with others in the Comments field below.