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How can you manage project resources and scope with limited executive resources?

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Managing project resources and scope is a challenging task for any project manager, especially when you have limited executive resources to support your decisions and actions. Executive resources are the time, attention, and authority of senior leaders who can help you align your project with the strategic goals, resolve conflicts, and secure funding and resources. How can you manage project resources and scope with limited executive resources? Here are some tips to help you navigate this situation.

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?? Jonathan Fichman

?? Operations Leader | ?? Digital Product & AI Architect | ?? Finance Guru | ?? A Data Guy | ?? Startup Mentor | ???…

1 Understand the executive context

Before you approach any executive for support, you need to understand their context, such as their priorities, pressures, expectations, and communication preferences. You can do some research by talking to their assistants, peers, or direct reports, or by reviewing their previous feedback and decisions. This will help you tailor your message and timing to suit their needs and interests, and avoid wasting their time or annoying them.

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?? Jonathan Fichman

?? Operations Leader | ?? Digital Product & AI Architect | ?? Finance Guru | ?? A Data Guy | ?? Startup Mentor | ??? Board Member | ???? Professor | ?? Builder of Dreams??
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I have managed both very large and very small projects with limited resources. All had very specific common traits, the need to involve key decision makers (senior management) to stay agile and make quick decisions. Having limited resources requires a team lead to think very strategically to properly apply resources to key areas of need. Further, support of key management could in turn unlock resources that one may not seem available. Also, make sure as a leader you are willing to role up your sleeves to get the work accomplished. Finally, assign specific tasks to the sub-project leaders with accountability back to you. Have only weekly reviews.

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2 Communicate the project value and risks

One of the key reasons why executives may not pay enough attention to your project is that they do not see the value or the risks of your project clearly. You need to communicate the project value and risks in terms of the strategic objectives, the benefits and costs, the dependencies and interdependencies, and the impact and urgency. You need to use clear and concise language, avoid jargon and technical details, and use visuals and data to support your points. You also need to anticipate and address any questions or objections they may have.

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3 Negotiate the project resources and scope

Once you have established the value and risks of your project, you need to negotiate the project resources and scope with the executives. You need to be realistic and flexible, but also assertive and confident. You need to present your resource and scope requirements, explain how they are linked to the project outcomes, and propose alternatives or trade-offs if necessary. You need to listen to their feedback and concerns, and seek to understand their perspective and constraints. You need to aim for a win-win solution that satisfies both parties.

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?? Jonathan Fichman

?? Operations Leader | ?? Digital Product & AI Architect | ?? Finance Guru | ?? A Data Guy | ?? Startup Mentor | ??? Board Member | ???? Professor | ?? Builder of Dreams??
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Ensure you have the right persons on key sub project levels is critical to the success of a project. When speaking with executives, make sure he/she properly assigns the right leader to get tasks accomplished. A leader that is a "bull dog" that will move a project forward. No project ever has the exact resources you need but, with proper persons, you can accomplish almost anything. If there technology constraints, make sure to prioritize to ensure you are on track for a specified launch date.

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4 Build trust and rapport with the executives

Negotiating project resources and scope with executives is not a one-time event, but an ongoing process. You need to build trust and rapport with the executives by delivering on your promises, keeping them informed of the project progress and issues, acknowledging their contributions and support, and seeking their input and advice. You also need to show respect and appreciation for their time and expertise, and avoid making assumptions or demands. By building trust and rapport, you can increase your executive resources and influence over time.

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?? Jonathan Fichman

?? Operations Leader | ?? Digital Product & AI Architect | ?? Finance Guru | ?? A Data Guy | ?? Startup Mentor | ??? Board Member | ???? Professor | ?? Builder of Dreams??
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I have managed some very large international projects. Without the support of key executives, I would not have been very successful. This executive support and trust came from laying out very detailed project execution plans that were agreed upon during the initial project start. Further, I always provided high level summary of status and where help was needed. Communication is the key. But, communicate in a very short but impactful way to ensure executives can quickly understand how the project is going. Finally, if there are issues, do not be afraid to ask for help. All projects have issues and executives know this. If after every week, the report is always positive, that could cause a concern for executives.

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5 Leverage other sources of support

Finally, you need to leverage other sources of support besides the executives to manage your project resources and scope. You can seek help from your project sponsor, your project team, your stakeholders, your network, or external experts. You can also use tools and techniques such as resource leveling, scope management, risk management, and change management to optimize your project resources and scope. You do not have to rely solely on the executives, but use them wisely and strategically.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you manage project resources and scope with limited executive resources?

1

2

3

4

5

6

1 Understand the executive context

2 Communicate the project value and risks

3 Negotiate the project resources and scope

4 Build trust and rapport with the executives

5 Leverage other sources of support

6 Here’s what else to consider

Executive Management

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How can you manage project resources and scope with limited executive resources?

1

2

3

4

5

6

1 Understand the executive context

2 Communicate the project value and risks

3 Negotiate the project resources and scope

4 Build trust and rapport with the executives

5 Leverage other sources of support

6 Here’s what else to consider

Executive Management

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