Top Ten Common Mistakes and How To Avoid Them: PART 4

We always talk about successful mobilisations however, do we ever remember the 'close shaves', the incidents and challenges that nearly knocked us off track?

This final part covers four common mistakes how to avoid them.

#7 - Client Approvals

You really should seek Client approvals when you come across variations to the bid, your proposal or findings during your due diligence process. ?This is a short section because it is very straight forward, a change and variation process must be agreed with the Client in order for the mobilisation to run smoothly. Just be open and transparent. No surprises from either party. Ensure you track and document all findings and changes, include variations as part of your reporting process.

#8 - Contract Sign Off

Do you have a signed contract? If not how are you going to protect your company and your people.

Admitted at times your projects are going have such a short lead in time you cannot physically complete the contract in time, or can you? The quickest we ever completed a contract was 24 hours from issuance to signing by both parties.. Impossible you may say but actually it is not.

There is a lot of credence in building strong relationships with your preferred suppliers. There is an absolute necessity to have forms of contracts that you can work with in your business. From the supplier perspective be prepared to work with large corporates on their terms and conditions (of course there is room to negotiate some clauses), however, the terms to accept will more often than not be back to back with the Client agreements already negotiated and at times already signed.

During mobilisations, the contract negotiations tend to run parallel and we will always strive to have all contracts in place for Day 1. You may ask what a full blown contract? 70 pages?!! Not always the case. A purchase order reflecting the terms and conditions is a contract, a letter of intent is a form of contract. You need to assess what can be put in place in the time that you have and keep talking to your Client and your supply chain partners.

#9 - Due Diligence

Seriously you not gonna check that?

Due diligence is a word we use frequently when mobilising. It is the backbone to your success and is you best friend. The activity can be very time consuming however, without it, how will you know what is actually going on operationally, with the staff, in the buildings, with the suppliers? Your due diligence aides decision making, prevents, errors during the process and is your ‘crystal ball’. Information received for all of your workstreams and servicelines without question has to be validated and challenged.

From the supply chain perspective, part of your due diligence has to incorporate understanding when services are due be it before, during or after go live is key to mitigating and managing your service delivery transition.

Scenarios Q&A?

Q: What if a service you are taking over occurs before go live?

A: The service should still go ahead and will be part of the incumbent/Clients responsibility to pay if payment falls due before go live

Q: What if payment is due after go live for the service?

A: Ensure that the budget is transferred across to you so that you can pay the supplier

Q: What if the service occurs after go live?

A: Note when the service is due and prioritise ensuring the services close to go live are in place first. Payments will be directly from the new service provider

Due diligence remember is about using your common sense, if there is a gap or a query, question it, challenge and find the answer. Escalate if you have to.. any gaps in knowledge or information are identified as risks to your mobilisation.

#10 - No Mobilisation Plan or Risk Register

You’ve got to be kidding me! – You do not have a mobilisation plan? You may as well leap off the edge of a cliff!...

Rule number 1 even if you write it on a scrap of paper, you absolutely have must have a plan. We are all working to tight timelines and yes at times you don’t even have time to complete and keep the plans updated collate the information form multiple teams then pull it altogether before the next reporting session is due.

Guess what? Fast paced mobilisations this comes with the territory and you have to find a way to manage the admin that is associated with it.

Some quick tips

1.???Make information accessible to all through a portal or sharepoint

2.???Encourage group chats that keep the email traffic down and enable you to keep up with what is happening

3.???Try and use a single source one version of the truth, instead of multiple documents – one document can be repurposed, sliced and diced for multiple types of reporting required as part of your project.

The risk register – Hummm. Who ever has a perfect mobilisation? We certainly have not however, I have to say the risk register has been my close companion during some quite complex mobilisations.

You may ask what am I classing as a risk? Well for the purposes of mobilising, a risk is anything event, action, whether it be financial, operational, legal, technical, resource related (and the list can go on), that throws you off plan or has been discovered once you have embarked on the project.

It is important to record, monitor and track risks to resolution whenever possible.

We hope you enjoyed this mini seriesarticles. Want to read more check out our blog www.mcfmprojects2ltd.co.uk

Interested in a mobilisation session for your teams? you can direct message me here on LinkedIn or email [email protected]

Maxcene Crowe - MCFM Projects 2 Ltd