Monday, August 11, 2008

No project management? Manage anyway

This week we'll be scrambling to get some last-minute (read: almost too late to be of much help) student communications out regarding upcoming changes in the way they do business with the university. And so here are some 'musts' from the "If I had it to over again" department:

  • Do not hand your part of the project off to the new guy just because the project is just beginning and you figure 'what better time to hand off than right from the start?' Do not do this especially if the market and/or audience is your area of expertise. Do not do this - and this is tricky, I know - even if your boss thinks it's a good idea. I guarantee it will come back to bite you in the end.
  • Don't accept the vendor's idea of project management. The vendor is only concerned with getting their product into your system. It is not concerned with your programs, processes or particular situation. Even if the vendor presents you with a plan for development and implementation, develop a plan on your side of the project and follow it.
  • Try to make sure IT manages the project. IT in general is great at project management. I am only being half facetious here. If somehow the project does not fall into the IT realm (unusual - almost everything has an IT component), then manage it in marketing/communications, probably the second-best project managers in the place.
  • Recognize the early warning signs that the communications portion of the implementation is not going well: Satellite locations begin asking for separate communications for their students only, even though this is an enterprise-wide launch. Fliers and posters start showing up around campus that you've never seen before. Suggestions for emails, announcements and portal postings come in from all corners of the university.
  • Run interference asap on communications: Drop everything and get the word out as best you can; you can smooth ruffled feelings and egos later. It doesn't matter how you got here, you now need to rev up your efforts and get your communications back on track so your students aren't caught in the lurch at the end of the month when the project comes to fruition.
Because in the end, whether the project was well managed or not, you are responsible for the outcome. Make it a good one, if you can.