| If you ever hear, "we'll figure out who should be | | | | with those affected by the project. |
| involved or who does what later, we have plenty of | | | | - Proper Communication/Feedback: Identify the |
| time", you should immediately document this thinking | | | | group(s) involved early in the process will allow the |
| as a project risk. It may not seem important to all | | | | project team an outlet for direct feedback from |
| involved, but a clear path of responsibility and roles is | | | | those impacted by the project. |
| important from the initial concept stage. We have | | | | What can you do to identify and engage the various |
| been trained to identify and document those on the | | | | stakeholders? |
| implementation/project team; however, there are | | | | - Map Out Project Flows: This will help identify the |
| numerous other involved constituencies that should | | | | primary and alternative courses the project could |
| be identified early on. The success of our projects | | | | take as well as the associated departments and |
| doesn't start when development and implementation | | | | vendors. |
| begins or ends; it is the sum of all the inputs, outputs | | | | - Ask Questions: Solid analysis and questioning leads |
| and even perceptions. | | | | to more questions and further understanding the |
| While it may seem obvious, I also suggest | | | | project, the audience and everyone impacted. By |
| documenting the specific roles of the team and the | | | | soliciting input, you are also helping unite stakeholders. |
| role they will play on the project, including their role in | | | | - Early Involvement is Key: Figure out who needs to |
| specific deliverables. To me, you can't be too specific | | | | be involved early on and continue to refine and |
| when it comes to who is responsible, what is to be | | | | expand the group as you uncover more about the |
| done, when it is to be done and the definition of | | | | project. Involving the group in meetings, |
| done for each project deliverable. Below are the main | | | | demonstrations and even process related discussions |
| areas to define for each involved person: | | | | outside of the core project can help make everyone |
| - Approve: Indicate if they are to approve the | | | | feel more connected. |
| deliverable. | | | | - Keep Everyone Excited about the Project and |
| - Review: Indicate if they are to review deliverables | | | | Expected Results: Make sure everyone understands |
| and provide feedback. | | | | the importance of their role and input in the project. |
| - Create: Indicate whether they are responsible for | | | | Sharing sessions where the implementation team |
| implementing and completing the deliverable as well as | | | | reveals a new feature to the group as a show and |
| if they are the primary or secondary contributor. | | | | tell will keep the momentum going. |
| - Provide Input: Indicate those who will provide input | | | | - Provide Regular Updates: Update the group on |
| and feedback on a deliverable. | | | | progress, risks and even setbacks. Communicating an |
| - Notified: Indicate those who should be notified | | | | accurate picture of where things are allows the group |
| when the deliverable is complete or there is a change | | | | to creatively assist in resolving roadblocks, with |
| to the deliverable. | | | | everyone working together to succeed. |
| - Manages: Indicate those who will oversee the | | | | - Bring the Entire Team Together Routinely: Meetings |
| deliverable and serve all other roles. | | | | allow colleagues to come together, to share their |
| Why is it necessary to establish this detail early on? | | | | opinion and to further connect with the group and |
| - Early Buy In: As I always say, the sooner the | | | | the project. Written communications should be |
| affected stakeholders are identified, the sooner they | | | | provided between formal meetings. |
| will become part of the project. | | | | - Provide All Groups Assignments to Keep things on |
| - Proper Planning: Plans take time to develop and | | | | Track: During meetings and before every milestone, |
| implement. Early and ongoing involvement will allow | | | | reinforce and re-communicate who is doing what and |
| ample time to complete activities and communicate | | | | why. |