The first question I usually ask when I am slowly getting frustrated by the approach a client has towards getting updates is what went wrong?

Most projects could run for half their time if the stakeholders (Business owners, project/product managers) had the correct requirements in detail from the client. Also, clients give the actual requirements and do not focus too much on the urgency to get the project started or completed. As my frustration builds due to a client’s approach to receiving project updates, I often find myself pondering, “What went wrong?”

Reflecting on numerous projects, I’ve come to realise that many could be completed in half the time if stakeholders, such as business owners, project managers, and product managers, had a clear and detailed understanding of the requirements of the client from the very beginning. Clients must communicate their actual needs rather than solely focusing on the urgency of starting or finishing the project.

By providing accurate and comprehensive requirements upfront, clients can help ensure that all parties involved have a shared understanding of the project’s goals and deliverables. This clarity eliminates the need for constant revisions and rework, which can significantly reduce project timelines. Additionally, it minimizes the risk of misinterpretations and misunderstandings, fostering smoother communication and collaboration among team members.

Throughout my career, I have encountered the elusive phantom known as stakeholder management from two distinct vantage points: as a client and as a stakeholder myself. These experiences have imparted invaluable lessons that I eagerly wish to share, along with my insights on potential mitigation strategies.

The Client

As an entrepreneur, I have experienced the urgency to bring my ideas to market quickly, driven by the fear of competition or personal reasons that may hinder effective communication. However, I’ve come to realize that this sentiment, while natural, can lead to misguided approaches that undermine the potential of great products.

To avoid the pitfalls of miscommunication, I’ve adopted a refined strategy:

1. Precise Communication of Requirements: Imagine ordering a pizza without specifying your preferred flavor and expecting the chef to magically deliver your favorite. While this might occasionally happen, it’s a rare occurrence. Similarly, when communicating project requirements, it’s crucial to be specific. Assumptions and vague descriptions can result in misaligned expectations and rework down the road.
2. Active Listening to Stakeholders: Through experience, I’ve learned that stakeholders may not always have ideas that are feasible or aligned with the project’s objectives. It’s my responsibility to provide constructive feedback and guidance. However, when stakeholders disregard my input and only realize the error months into the project, it becomes necessary to revisit and rework significant portions of the project, leading to inefficiencies and delays.
3. Requesting a Breakdown of Communication: Assumptions can be detrimental to project success. To mitigate this, I make it a point to request a detailed breakdown of the communicated requirements. This ensures that all parties involved have a shared understanding of the project goals, deliverables, and timelines. By taking this step, I eliminate ambiguity and prevent misunderstandings that could otherwise lead to costly rework.

The Stakeholder

In the pursuit of onboarding clients successfully and ensuring a mutually beneficial working relationship, it is crucial to prioritize proper due diligence at the outset of any project. While the allure of securing payment and initiating work can be tempting, overlooking essential steps during this phase can have detrimental consequences down the road. Drawing from my experiences and observations, I have identified certain strategies that have proven effective in mitigating risks and setting projects up for success.

1. Provide a Detailed Breakdown Post-Requirement Gathering: Beyond simply fulfilling a client’s request for a breakdown, it is essential to proactively send it and ensure that they review it thoroughly, ideally during a designated meeting. This step may initially seem daunting, but it serves as a valuable investment that pays off in the long run.
2. Prioritise Analysis Before Accepting Payment: It is natural for the excitement of receiving payment or commencing work to eclipse the analytical component of project evaluation. However, it is crucial to resist this temptation and conduct a thorough analysis before accepting payment. This step helps ensure that all project considerations are taken into account and that potential pitfalls are identified and addressed upfront.
3. Obtain Detailed Requirements: While it may seem redundant to mention this after the previous two points, I cannot overemphasise the significance of obtaining detailed requirements. Dedicating ample time to gathering as much information as possible from the client sets the foundation for a successful project.
4. Communicate Early on What Cannot Be Achieved or Released in the Initial Version: Approaching a project from the perspective of a minimum viable product (MVP) enables rapid progress and enhances client satisfaction. By clearly communicating at the outset what features or deliverables will not be included in the initial release, you establish realistic expectations and avoid misunderstandings down the line.

These strategies have proven effective in my work, and I continue to refine and enhance my approach to ensure that projects remain on track and within scope. By embracing these principles, I hope to break the cycle of protracted projects and foster a collaborative and rewarding experience for both myself and my clients.