Working against a deadline and depending on others, such as your boss, managers, directors, and administrators to give you information? It’s hard, but it can be done – even if you are in a mid-level professional position. All the projects in my career depended on other teams, stakeholders, department heads, and administrators to give me information to get my job done.
It takes time and persistence to succeed. Here is how I did it for a large budget project:
As a long-range planner, which is a mid-level position, one of my jobs was to create, modify, and manage the $8,000,000 annual Capital Improvement Program. This comprehensive initiative involved strategic funding for future infrastructure, sewer and water utility upgrades, and the replacement of fleet transportation vehicles, each with capital projects exceeding $25,000.
Setting Clear Goals
It takes courage to request anything from directors and administrators, especially when you just started a new job. I needed their budget projection reports to help complete my reports.
As the project manager, I realized that I needed courage, communication, and perseverance. I also needed to be proactive, have defined goals, and a firm schedule.
As with all projects I had, this one also came with a deadline. I had 2 ½ months to gather, compile, and deliver the budget to the budget director. Working backwards, I formulated my plan to make sure the reports came to me in a timely manner.
Leadership in project management is about setting clear, achievable goals. For the Capital Improvement Program, I set specific milestones for each stage of the project. This included deadlines for receiving departmental reports, completing the Excel spreadsheet, and submitting the final budget.
By clearly defining what needed to be done and by when, I created a structured pathway that everyone involved could follow. This also made it easier to communicate expectations and hold people accountable.
Developing Effective Communication Channels
At this time, I did not have access to project management software. Also at this time, I was (and still am) an MS Excel super user! For the first year, I took the time to create a dynamic Excel spreadsheet with formulas connecting all the data together within the multi-tab document. I knew that I had to use this spreadsheet year after year so the template had to be perfect.
TIP: Take the time and create 1 perfect template to be used annually in your project. It will save you time and headaches in the future.
Some of the data I received from the departments came in quick. Others, not so much. Everyone is busy, yes. However, if they didn’t submit their data to me, they risked either a phone call from me, my boss, their boss, or not having any of their projects submitted into the budget.
Leveraging Leadership Skills
One year, the fleet department underwent some massive changes. This meant that its project manager had less time to put together their yearly allowance for new vehicles such as public work trucks, backhoes, cars, etc. This also meant that I had to be more aggressive in my asking for their report.
I wrote, I called, I showed up at their office. I showed up at their office so often, standing at the doorway with pen and paper in hand, that I received many eye rolls (“she’s here again”)! I never gave up and finally was handed the draft report.
TIP: Never give up to get what you need for your job. And, be thankful for their time and accept their deliverables with grace.
Within days of getting reports from other departments, I started receiving new project items, changes to other projects, and projects that were no longer relevant. After documenting the requests from other departments, I made changes to the budget.
TIP: Document, document, document! Document all changes with date, time, requestor, etc. Someone may ask why you made the changes.
Providing Clarity and Director
A published timeline provides a clear roadmap, outlining project milestones and deadlines. This clarity ensures that everyone involved understands the project’s trajectory and can align their efforts accordingly.
Facilitating Resource Planning
Having a published timeline facilitates effective resource planning. It allows teams to allocate resources strategically, ensuring that each phase of the project receives the necessary attention and resources.
Creating Accountability
A published timeline creates a sense of accountability. Team members are more likely to adhere to deadlines when they are explicitly outlined, leading to better overall project management and less stress.
Enhancing Communication
A published timeline serves as a communication tool, fostering transparency among team members and stakeholders. It enables everyone to be on the same page regarding project progress and potential challenges.
TIP: At the beginning of your project, provide a memo (with the new published timeline) outlining the same to all stakeholders. Don’t forget to include everyone’s boss, including your own. Make this a template and use it annually (don’t forget to change the dates)!
What you need to know
My experience as a mid-level long-range policy planner and project lead emphasizes a leadership style centered on collaboration and value. You too can navigate any challenge by fostering open communication, keeping your boss informed, and always keeping your business goals, both professionally and personally, at the forefront.
By setting clear goals, maintaining effective communication, leveraging leadership skills, and ensuring transparency and accountability, you can successfully manage projects, even under tight deadlines and with dependencies on others. Embrace these leadership goals to guide your journey, and you’ll find that success is within your reach.
