TYPICAL PROJECT SCENARIOS WHERE A REVIEW IS NEEDED
Scenario 1: Midpoint Review for Refocusing
Explanation: Over time, projects can become sidetracked due to various reasons: changing team dynamics, evolving market demands, or simply the accumulation of minor distractions and hurdles. When progress slows down or the project veers off-course, a midpoint review can act as a recalibration tool. It's an opportunity for the team to reflect, regroup, and refocus on the primary objectives and purpose of the project.
Example: Imagine a software development team creating a mobile app for fitness tracking. Over time, they start adding various features such as a diet planner, meditation tracker, and a social media sharing option. These additions, while exciting, have strayed from the original purpose, which was a simple and efficient fitness tracker. During a midpoint review, the team realizes that they've overcomplicated the product. They then decide to refine their priorities and get back to the core focus of fitness tracking, ensuring that they deliver the intended product efficiently.
Scenario 2: Misalignment between Customer Expectations and Supplier Deliverables
Explanation: In projects, especially those that have complex or vague initial requirements, there's a risk of the final deliverable not matching the customer's expectations. Such misalignments can arise from miscommunications, changing requirements, or different interpretations of project scope. This scenario highlights the need for a checkpoint to review the project's progress, identify discrepancies, and correct the course if necessary.
Example: A company contracts a vendor to develop a Customer Relationship Management (CRM) system. The customer expects a system that integrates with their existing e-commerce platform. However, the supplier is developing a standalone CRM without e-commerce integration. Over time, the customer realizes this discrepancy. Rather than waiting for project completion, they decide on a midpoint lesson-learned session. Both parties recognize the gap, and it's decided that the contract needs to be reviewed and amended to ensure clarity in deliverables and better alignment with expectations.
Scenario 3: Seeking Mediation before Litigation
Explanation: Disputes in projects, especially those involving significant financial or strategic stakes, can escalate to the point where legal action seems like the only option. However, litigation is costly, time-consuming, and can strain business relationships. Before reaching this point, it's advisable to explore mediation – a process where a neutral third-party helps the disputing parties find a mutually acceptable resolution.
Example: A construction firm was hired to build a hotel. However, halfway through, the hotel owner finds the design and quality of work subpar, not as per the initial agreement. The construction firm disagrees, stating that they're delivering as per contract. The disagreement reaches a point where the hotel owner considers suing the construction firm. Before doing so, both parties decide to involve a mediator. The mediator reviews the contract, listens to both sides, and proposes a solution: the construction firm will make specific modifications without additional charges, and the hotel owner will extend the deadline. Both parties agree, avoiding a lengthy and costly legal battle.
DIFFERENT ROLES IN EACH SCENARIO
Scenario 1: Midpoint Review for Refocusing
Role 1 - Project Manager / Scrum Master:
In this scenario, the Project Manager or Scrum Master is responsible for recognizing the signs of stagnation and for initiating the midpoint review. They will ensure that the team is prepped for the review, gathering any necessary metrics or documentation and providing a platform for team members to voice their concerns or challenges. They will also help the team realign their focus to the product's purpose after the review.
Role 2 - Project Governance /Quality Assurance:
The role of Project Governance or Quality Assurance in this scenario is to ensure that the review process adheres to set standards and best practices. They might be responsible for providing a framework for the review, or metrics that can indicate project health. Post-review, they'll ensure that necessary changes are implemented effectively and that the project continues to adhere to quality standards.
Role 3 - Consultant/Mediator:
In the context of this scenario, a Consultant or Mediator can provide an external, objective view of the project's progress and challenges. They might be brought in to guide the midpoint review, offer insights into potential solutions or process improvements, and help the team see the bigger picture.
Scenario 2: Misalignment between Customer Expectations and Supplier Deliverables
Role 1 - Project Manager / Scrum Master:
The Project Manager or Scrum Master in this scenario would be responsible for initially recognizing the misalignment. They would gather feedback from the customer, communicate with the team, and act as the main point of contact in facilitating the midpoint lessons learned session. If a re-contracting is needed, they would be instrumental in guiding the process to make sure the new terms are feasible for the team.
Role 2 - Project Governance /Quality Assurance:
Project Governance or QA would take a deeper look into why the misalignment occurred. Did the project deviate from initial plans? Were there quality issues with the deliverables? They would ensure that any lessons learned are incorporated into future processes, and that the new contract, if formed, adheres to governance and quality standards.
Role 3 - Consultant/Mediator:
In this scenario, the Consultant or Mediator might be brought in to objectively assess the root causes of the misalignment. They could provide expertise on best practices, suggest adjustments, and even facilitate the renegotiation process between the customer and the supplier to ensure both parties are satisfied.
Scenario 3: Seeking Mediation before Litigation
Role 1 - Project Manager / Scrum Master:
The Project Manager or Scrum Master would be the point person representing the project team's interests in any mediation. They would need to gather all relevant documentation, understand the full scope of the problems faced, and be prepared to discuss potential solutions or compromises.
Role 2 - Project Governance /Quality Assurance:
In this context, the Project Governance or QA team would be responsible for ensuring that any solutions or resolutions arising from the mediation adhere to the set standards and regulations. They would be looking at the long-term implications of any decisions and ensuring that the project's integrity remains intact.
Role 3 - Consultant/Mediator:
Here, the Consultant/Mediator role is the most prominent. They would be the neutral party brought in to understand both sides of the issue, facilitate discussions, and help find a resolution. Their objective is to find a middle ground that prevents litigation, saves costs, and ensures a fair outcome for all involved parties.
COMBINING ROLES AND EXPERTISE TO HELP NAVIGATE THE OPTIONS
When an individual or a service offering can integrate the functions of a Project Manager/Scrum Master, Project Governance/Quality Assurance, and Consultant/Mediator, it creates a comprehensive, multifaceted approach to project management. This holistic approach offers several distinct benefits:
1. Holistic Understanding:
Such a professional will have an overarching understanding of the project from various angles: execution, governance, and conflict resolution. This broad perspective ensures that every aspect of a project is considered when making decisions.
2. Quick Decision Making:
By consolidating these roles, the decision-making process can be expedited. There's no need to wait for multiple departments or individuals to provide feedback or approvals. This speed can be crucial in agile environments or projects with tight timelines.
3. Cost Efficiency:
Having one person or service handle these roles can reduce the overhead associated with hiring or contracting multiple specialists. It also eliminates the potential for redundancy in tasks, leading to financial savings.
4. Seamless Communication:
With a singular point of contact, there's a reduced risk of miscommunication or important details getting lost between roles. Stakeholders and team members always know whom to approach with questions, concerns, or updates.
5. Consistent Quality and Standards:
By overseeing both the management and quality assurance aspects, the integrated role ensures that the project doesn't just progress, but progresses with consistently high standards.
6. Efficient Conflict Resolution:
Having the skills of a mediator means conflicts, whether internal among the team or external with stakeholders or clients, can be addressed promptly. Quick conflict resolution can prevent project delays and maintain a positive team environment.
7. Flexibility and Adaptability:
Such a professional can easily shift roles based on the project's needs. If a project is going smoothly, they can focus more on management and quality assurance. If there's a dispute or misalignment, they can promptly step into the mediator's shoes.
PROJECT/SERVICE OFFERING DESCRIPTION
A unique service offering that combines the expertise of Project Management, Quality Assurance, and Mediation. Whether your project is just starting, needs a course correction, or faces challenges that seem insurmountable, our integrated approach ensures it remains on track, maintains the highest quality standards, and addresses any conflicts with finesse. Experience seamless execution, consistent quality, and swift conflict resolution, all under one roof.
In essence, a service offering that amalgamates these three roles provides a versatile, efficient, and comprehensive approach to project management, ensuring not just completion but the successful realization of the project's objectives.
Tim HJ Rogers
BeTheBusiness Mentor
HTTP://www.timhjrogers.com/bethebusiness/
MBA Management Consultant + Change Practitioner
PRINCE2 Agile-Scrum Projects, Programmes and PMO
ICF Trained Coach, BeTheBusiness Mentor, Mediator
Tim@AdaptConsultingCompany.com
Mob 447797762051
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