Engaging with REAL Users, the Secret to PM Success

“I’m over budget” - “I’m behind schedule” - “Why am I struggling to get stakeholder buy in” sound familiar?

When it comes to delivering enterprise-wide Digital Transformation projects, there are three common pitfalls that can be showstoppers to success; projects going over budget, vendor under performance and a lack of internal engagement and/or Executive-level buy-in. 

They seem like simple problems to solve, however, why is it that Project Managers continue to face these same problems in every project? As a Project community, if we doing the same thing over and over again and expecting different results we’ll only be left with disappointed stakeholders and unrealised benefits (definition of insanity, anyone?). How do we change the conversation and move towards understanding these pitfalls, why they happen and how to create the best strategy to minimize these issues altogether? At LVL Up Consulting, we start by simply immersing ourselves in the data. 

This one seems like a no-brainer, data doesn’t lie, it contains all the known knowns. By working through the data at the initial stage of a project you have an immediate understanding of the current blueprint, you start to understand the potential roadblocks, the positive (or negative) parameters of the enterprise and you can actually see the Project Plan coming together. 

Once you know all the facts and figures, what is the next most important part of any project? People, REAL people - the REAL users. If your planning does not take into account the people-side, you are destined for failure. Go into the field and talk to real people. The eating–sleeping–breathing people. Understanding how this project will actually make an impact ‘on the ground’/’in the home’/’in the market’ (insert end user environment here) will enhance engagement with end users whilst also allowing for more effective project planning artifacts and project delivery. Think less resistance to change and more buy-in (win win!). 

This important step is often overlooked by Project Managers as it is easy to become stuck in the delivery of project artifacts without taking the time to truly understand the case for change. Even a few hours with end users can transform your understanding of how the project can be delivered effectively and achieve the desired benefits. Importantly, end users and sponsors will now have a personal connection and level of trust for the project team and will be more willing to work with you to achieve a mutually beneficial outcome…project success!

With the data and perspectives of end users now in your toolbelt, Project Managers can now recalibrate the direction of the project. With a deeper understanding of the project you must re-orient and realign priorities. As you learn about potential roadblocks, stakeholders or communication parameters, reframing the Scope, Budget & Schedule at this point will alleviate hitting these roadblocks later. This essential step sets both the Project team, sponsors and end users up for success and ensures the project makes it to completion.  

Now the pointy end; to implement and execute the project  brilliantly. Whether it is a national go-live or rolled stages, the pre-planning work that has happened up until now is all leading to this moment. By considering all aspects of the project, assessing the impacts and managing the people side of things, this part should be simple, follow the plan. When you have communicated the changes that are going to be made, follow through. Use the engagement you have fostered within the organisation and go. 

Yes there will be issues, changes (the dreaded pivoting!) and moments where quick thinking will be required. However, if you have spent time throughout the process gaining comprehensive knowledge of the data, creating relationships with real people, recalibrating when required and spending time fostering mass buy-in and engagement, there is every reason your project will succeed and be executed brilliantly. 

Following this plan gets you one step close to the Project Managers Holy Grail: the Project is delivered with as little friction as possible, under budget within time schedule & within scope along with a mass adoption of the change.