You're managing an IT outsourcing project. How do you make sure stakeholders are on the same page?

Basic activities are identifying the stakeholders, defining the communication plans, etc. Beyond that you have to set the scene in a funnel model.. top of the funnel is the "Clear Vision", next comes "Real Metrics", 3rd one is "Governance", 4th one is "Relationship management", 5th one is "communication management" and the bottom of the funnel is "change management" to bring necessary changes in the project execution. Remember, it is a marathon which will contain few sprints on the way. Plan and execute accordingly.

Defining stakeholders is an important step in the process. One must ensure valuable contributors are identified so as everyone feels they have a voice and the projects core objectives are met, however it must be tempered so as not to become unwieldy or conversely water down the project's guiding principles.

Defining stakeholders is crucial in IT projects to ensure clear communication, manage expectations, and align project goals with organizational / project objectives Stakeholders include executives, users, developers, and vendors. Their influence involves providing clear direction, support, and resources, fostering collaboration and innovation. But be aware of conflicting priorities, lack of communication, or resistance to change, which can lead to delays & scope creep.

Definir os stackholders se torna eficiente quando colocamos torres de competência para que as necessidades sejam vistas com profundidade. Ao mesmo tempo ter um time que fa?a as conex?es e consiga encaixar o ecossistema (tecnologia, plataformas, solu??es, labor) . Para isso squads se tornam mandatórias

Capture any existing process/procedure documentation from existing teams and ensure adequate time for knowledge transfer and job shadowing.

Communication to stakeholders is the key in any outsourcing deal to provide them with complete visibility of their environment with full transparency to become a trustee partner. Communication plan should include real-time view of their critical KPIs which impacts their top line/ bottom line, continuous improvement plans with time lines and progress and most important to always include help required from stakeholders whenever required to make it collaborative.

Communication plans have to be established prior to project kickoff. This should clearly articulate the end goal, timeline, benefits and costs of the project. It identifies all of the Stake Holders to be communicated with and provides them an update on progress.

Comunica??o sempre deve ser feita entre as squads e garantindo jornadas. N?o se pode cair na tenta??o de buscar comunicar um todo e muito eficiente por etapas, tendo uma perspectiva de onde queremos chegar

Definir con las partes interesadas el canal de comunicación, puede ser email, reuniones via teams, reuniones presenciales, esto dependiendo del tema a tratar; importante definir periodicidad de las reuniones, duración de las reuniones, objetivos, temas a tratar (agenda), participantes, definir responsabilidades y si hay tareas pendientes mostrar avances. Asegurarnos que estamos entregando información de valor. Con la comunicación escrita debemos garantizar un lenguaje apropiado y de fácil entendimiento.

As described above, every type of stakeholder demands a different types of communication. Sponsor, management may look for regular updates for their weekend digest. Working committee may need more of a day-to-day updates. likewise, there are many depends on the pulse of the project

Make sure the expectations on both sides match. This is done with a good scope documentation and kick off meeting. Make sure all parties know what they are expected to deliver and by when. There should be no surprises. Make sure any scope change is documentation and all parties know if any impact to timelines etc.

Clear Expectations: Define project scope, deliverables, timeline, budget, quality standards, and risks upfront. Monitor and Control: Keep a close eye on project performance and progress, and promptly report any deviations or changes to stakeholders. Feedback: Regularly seek feedback from stakeholders and address their concerns promptly. Ensure Satisfaction: Make sure stakeholders are satisfied with project results by delivering on promises and addressing any issues that arise.

In outsourcing, numbers matter, but expertise is essential. For instance, in a project, cutting costs by replacing key consultants may seem smart. Yet, if their expertise is lost, the whole operation suffers. Long-term success: Balance => skills + team size + budget as scale.

Navigating IT Outsourcing: Step 3 - Expectation Management! Setting clear boundaries, monitoring progress, and embracing feedback ensures smooth sailing for stakeholders, resulting in project success.

Always be transparent about project scope, deliverables, timelines, and potential challenges. Set realistic expectations and avoid making unrealistic promises. Communicate any changes promptly and clearly, explaining their impact on stakeholders.

In an outsourced Project, more often than not the Client & Project delivery team may not be co-located, interacting on a day to day basis and could even have different national, cultural & linguistic attributes associated with them. Hence, the greater the chance of misinterpretation and miscommunication if the client and project team keep a very high level of formality in their interactions. I have always found that there is great value in key members of the project team developing an informal relationship with Client in early stages of project that helps in breaking down silos, each party understanding the other party better and paving the path for making subsequent project interactions much more effective, collaborative & transparent.

Building trust and relationships with your stakeholders, especially your IT outsourcing partners, is crucial. Trust is foundational for effective collaboration and problem-solving, as well as minimizing risks and conflicts. To achieve this, transparency and honesty about the project's status, issues, and challenges are essential. Moreover, it's important to maintain respectful and courteous communication and interactions, be responsive and accountable for your actions and commitments, remain flexible and adaptable to changing needs and situations, and be supportive and appreciative of your stakeholders' contributions and achievements.

In my experience, having a parallel partnership board arrangement is effective in stepping away from day to day programme or operational issues and focusing on how well or otherwise the partnership is working.

Trust is the critical as it will eventually help in growing the relationship. Essential elemets that harness trust over time - clear and concise communication, remain trasparent with stakeholders - Risk are appropriately handled and mitigated - Clear KPI are established and monitor for performance - Mechanism and framework in place to manage conflicts

Foster Trust & Relationships! Transparency, respect, and responsiveness lay the foundation for strong partnerships, enabling seamless collaboration and successful project outcomes.

Managing IT Outsourcing Conflict Resolution! Addressing conflicts head-on with empathy and communication fosters understanding and paves the way for collaborative solutions, ensuring project success and stakeholder satisfaction.

Conflitos podem surgir em qualquer passo de um projeto. Diferen?as de opini?o, prioridades n?o mapeadas, falta de recurso ou outras quest?es. Utilizem alguns indicadores para media??o de algum tipo de discordancia, tenha um olhar diferente para os indicadores abaixo que eu costumo utilizar no meu dia. Comunica??o transparente: Fa?a uma comunica??o honesta entre os conflitantes. Isso pode ajudar a clarificar mal-entendidos e buscar solu??es. Focar em um único interesse: O objetivo é único, siga ele. Documentar acordos: A velha e boa ata. Documente, coloque datas e responsáveis. Acredito que esses 3 indicadores podem ajudar a media??o de conflitos de interesse no decorrer de um projeto.

Status Report Relatorio semanal para todos os envolvidos e copiando o nivel executivo das partes envolvidas Melhor ferramenta de acompanhamento e accomplishment que eu conhe?o Simples e direto e se possível com escala de cores vermelho, verde e amarelo. Autoexplicativo.

Conflicts are inevitable. You have to be prepare to live with them by dealing with them, solving them as soon as they rise. The most harmful conflicts are those that are ignored, close to them, are the conflicts that are disguised, distorted or camouflaged within the dynamics of the project or service communications. Cultural awareness is key to find the appropriate way to deal with them and to solve them. In a globalized world the cultural misfit frequently is just one great source of conflicts in which there is no rights or wrongs but just a common meaning or meeting point to be found.

In my experience conflict resolution has its importance. Here’s how I do it: In managing an IT outsourcing project, aligning stakeholders is paramount. Regular meetings and updates ensure everyone stays informed and invested. Encourage open communication channels to address conflicts promptly. Emphasize shared goals and the importance of collaboration for successful outcomes. Implement clear escalation paths for conflict resolution, fostering transparency and trust among stakeholders. By keeping everyone on the same page, we mitigate misunderstandings and drive towards project success.

Managing an IT outsourcing project requires ensuring stakeholders are aligned throughout. From clear communication to regular updates, maintaining transparency is key. Celebrate success by highlighting achievements, gathering feedback, and recognizing outstanding contributions. It's not just about completing the project, but also fostering lasting relationships for future collaborations

IT Projects can be done in Sprints. celebrate the successful completion of each iteration or sprint to encourage the team to complete tasks on time and to foster a culture of productivity and timely task completion.

Celebrating the success of your IT outsourcing project is crucial for acknowledging the efforts of everyone involved and fostering future collaborations. By sharing and highlighting project results, you showcase the collective achievements. Seeking feedback and testimonials not only acknowledges the team's dedication but also provides valuable insights for future endeavors. Recognizing outstanding performance through rewards further motivates the team. Whether celebrating online or offline, the key is to maintain and nurture relationships for potential future collaborations. This celebration is an opportunity to express gratitude, reflect on accomplishments, and set the stage for continued success.

I worked in HP for 19 as Project Manager and Bid Manager Here is how we've done. 1. If it's 30% margin you should take up the outsourcing. 2. A complete ITIL a must has to be in place. 3. Measure the current KPI with the expected KPI against you're own projected. If you achieve with lesser workforce, good to go. 4. A contract must with partners and other service provider must be in place.Back to back agreement. 5. SLA must be in place and agreed with business. 6. Change Management and Organization Chart to include both parties. Stake holders need to be defined and RNR must clearly spelled. 7. Find way to retain the business via selling automated service, data mining and security management services.Show how we can reduce their cost.

One needs to have strong governance in place where all internal and external stakeholders should participates. Structured governance process should have mechanisms to measure the key metrics, SLAs, BLAs and other outcomes. Good governance mechanisms will ensure conflict resolutions, transparency and communication across layers.

Segue meu entendimento do que é preciso para garantir que as partes interessadas estejam na mesma página em um projeto de terceiriza??o de TI. 1. Comunica??o Transparente: Mantenha uma comunica??o aberta e transparente com todas as partes interessadas. 2. Defini??o de Expectativas: Estabele?a claramente as expectativas em termos de objetivos, prazos, or?amento, qualidade e entregáveis do projeto. 3. Documenta??o Detalhada: Utilize documentos como o plano do projeto, cronogramas, escopo do trabalho, contratos e acordos de nível de servi?o (SLAs) para documentar todos os aspectos importantes do projeto. 4. Feedback Constante: Solicite e forne?a feedback de forma regular para garantir que as expectativas das partes estejam alinhadas.

In my experience, the outsourced projects that run longer than 6-12 months needs additional relationships for managing scope, user experience to deliver business value. Someone should take the role of a customer partner who works on behalf of the client stakeholder to jointly define success. This is critical as business cycles/needs do change and most successful longer term projects/contracts need to accommodate this. The other area that I have seen GAPs is in transitioning over the final product. The teams that need to validate compliance, support and run the end product need to be engaged upfront to define a successful exit criteria.

An agreed set of pre-defined SMART KPIs come handy while defining and managing expectations. I have found that a kick-off call with all the stakeholders, wherein the roles and expectations are laid bare, to be an extremely useful practice. An online dashboard (that’s near real time through integrations with development tools!), instead of PowerPoint presentations, is an ideal communication tool where the data speaks for itself.