Impact of Disregarding Practices
Throughout my professional journey, I have traversed various cultures and held IT and project management roles. This expedition has shaped my comprehension, insights, and convictions regarding how organizations operate, how individuals engage, and how value is generated. One enduring and confounding phenomenon I have observed is that too often, supervisors who advocate project management hire experienced project managers but instruct them to overlook project management best practices. This paradox not only undermines the essence of professional project management but also creates an organizational predicament that jeopardizes the successful outcome of projects.
Root Cause:
To comprehend the nature of this paradox, we must examine its roots. Broadly speaking, organizations employ project managers to provide structure, consistency, and predictability in managing their projects. The art of project management is founded on a set of established best practices that serve as the bedrock for managing risk, driving performance, and ensuring the quality of project deliverables. These practices encompass critical processes such as defining scope, estimating effort, establishing and managing timelines, coordinating resources, monitoring progress, managing changes, and maintaining stakeholder communication. When a supervisor instructs a project manager to disregard these best practices, it creates a fundamental conflict that often leads to a chaotic project environment.
While there can be various reasons why bosses may direct project managers to circumvent best practices, here are three common ones:
- Time Constraints: One of the primary reasons bosses may direct project managers to circumvent best practices is due to time constraints. In some situations, project deadlines may be tight, and there may not be enough time to follow all the recommended best practices. This can lead to shortcuts or compromises in order to meet project timelines. Bosses may prioritize completing the project quickly over strictly adhering to best practices.
- Cost Considerations: Another reason is cost considerations. Some best practices may require additional resources, such as specialized tools, equipment, or highly skilled personnel, which can increase project costs. In an attempt to minimize expenses, bosses may direct project managers to bypass certain best practices to keep the project within budgetary constraints.
- Flexibility and Adaptability: Best practices are often based on established guidelines and industry standards. However, certain projects or situations may demand flexibility and adaptability to unique circumstances. In such cases, bosses may direct project managers to deviate from standard best practices to better suit the specific project requirements. This can involve tailoring approaches, methodologies, or processes to address specific challenges or take advantage of emerging opportunities.
Case Study:
To illustrate this phenomenon, let us consider a case study based on a colleague's experience within a medium-sized technology firm. The company had recently hired three new project managers, one of whom we will refer to as Doris. Doris had an exemplary track record and specialized in agile project management. She was assigned the responsibility of leading a high-stakes software development project. However, the company's Chief Information Officer (CIO), whom we will call Anna, insisted that Doris bypass several project management best practices to expedite the project's timeline.
Anna's directive compelled Doris to overlook crucial steps in the project planning phase. Doris was forced to skim over the process of fully defining the project scope, and she did not have the opportunity to provide accurate estimates for timelines and resource allocation. As a result, the project was hastily initiated, with the team scrambling to meet the ambitious deadlines set by Doris.
Predictably, the project encountered difficulties early on. The lack of a clearly defined scope led to numerous change requests and scope creep, with new features being added on the fly without proper evaluation of their impact on project timelines and resource requirements. The team became overwhelmed, leading to delays, quality issues, and escalating costs. What was intended to be a quick win for the organization became a significant liability.
This case highlights the harm that can arise when project management best practices are disregarded. Although it may appear tempting to skip seemingly time-consuming processes to expedite project timelines, the reality is that these practices exist for a reason. They serve as safeguards against the inherent uncertainties of projects, providing a framework for effectively managing risks and facilitating efficient coordination of efforts.
So, what can project managers do if they find themselves in such a predicament?
Navigating Project Management Paradox
Firstly, open and honest communication is crucial. Discuss the concerns with the supervisor, elaborating on the potential risks and consequences of not adhering to project management best practices. Emphasize that these practices are not bureaucratic red tape but essential steps ensuring project success. Support your case with data, case studies, and industry reports.
Secondly, if the supervisor remains insistent, consider seeking support from other stakeholders. Engage in discussions with other senior leaders or project sponsors who may have a vested interest in the project's success. Their influence might help sway the supervisor's opinion or, at the very least, foster a dialogue around the issue.
Thirdly, ensure that your concerns and their potential impact are well-documented. If the project does encounter difficulties, this record will serve as evidence that the deliberate bypassing of best practices was the root cause. This option is not about playing the blame game but rather about establishing accountability and facilitating organizational learning.
Fourthly, use this experience as a learning opportunity. Reflect on how you can better advocate for best practices in the future and how you can foster an environment where these practices are valued and respected. This method might involve improving your influencing skills, building stronger relationships with key stakeholders, or enhancing your understanding of the business context to articulate project management practices' value better.
Lastly, when considering your reputation, contemplate leaving the project while considering various factors and potential consequences.
Preserving one's reputation is essential, as it reflects professional integrity and competence. Best practices are established for a reason—they are designed to ensure project success and mitigate risks. If a sponsor's insistence on bypassing these best practices compromises the project's outcomes or integrity, it may reflect poorly on the project manager. In such cases, leaving the project could be a viable option to safeguard one's reputation.
Professional Integrity and Reputation
Evaluate the Impact:
Several points should be considered before deciding to leave the project. Assess the potential consequences of disregarding best practices. Consider the risks involved, such as project failure, compromised quality, legal or ethical issues, or harm to stakeholders. Leaving the project may be necessary if the situation poses significant risks that could harm your reputation.
Communication and Negotiation:
Before considering resignation, communicate and negotiate with the sponsor. Explain the importance of best practices and the potential consequences of deviating from them. Explore alternative solutions or compromises to address the sponsor's concerns without compromising project success.
Review and Understand Contractual Agreement:
Legal and contractual obligations: Review your contractual obligations and legal responsibilities. If the sponsor's demands violate any contractual agreements or legal regulations, it may provide a legitimate basis for resigning from the project.
Reputational Impact:
Consider the potential long-term effects on your professional reputation. Leaving a project due to ethical concerns or the need to uphold best practices can demonstrate your commitment to quality and ethical conduct, potentially enhancing your reputation in the long run.
Ultimately, the decision to leave a project should be based on a thorough assessment of the risks involved, the available options for resolving the situation, and the potential impact on your professional reputation. It may be a difficult decision, but prioritizing ethical conduct and upholding best practices is crucial for maintaining professional integrity.
Final Thoughts
In the realm of project management, success lies in our ability to navigate the storm, adapt to challenging circumstances, and steer the course towards effective project outcomes. Navigating this paradox requires a delicate balance of assertiveness, diplomacy, and conviction, as leaders in the organization often bypass project management best practices. However, with tact, professionalism, and conviction, we can overcome this challenge.
The key to overcoming this dilemma is understanding the vital role that project management practices play in project success and convincingly articulating their value. It is not only about ensuring the success of a single project but also about fostering an organizational culture that values effective project management and understands its crucial role in driving sustainable business success.
To navigate the storm created by ignoring best practices, project managers must advocate for the value of established practices while fostering open communication with supervisors and stakeholders. Just as Charles R. Swindoll once said, "Life is 10% what happens to you and 90% how you react to it," project managers must react with professionalism and integrity. By emphasizing the importance of best practices and seeking support from stakeholders, we can sail through the tempestuous waters of organizational paradox and ultimately drive sustainable success for our projects and organizations.
What are your thoughts?
