Mastering Project Governance: Fostering Accountability and Clear Communication for Success

Written By: Eric Kimberling
Date: October 8, 2024

Project governance is the foundation upon which successful projects are built. It establishes the structure, processes, and tools needed to guide a project from inception to completion. At its core, project governance involves setting clear expectations, maintaining consistent communication, and fostering a culture of accountability. When done right, it can be the difference between a smoothly run project and one that falls apart due to poor planning and miscommunication.

In this blog, we will explore the critical role of setting expectations, the significance of communication in project governance, and the key steps to fostering a culture of accountability that ensures project success.

1. Setting Expectations: The Cornerstone of Success

Planning Ahead for Project Milestones

One of the primary keys to successful project governance is setting clear expectations from the start. This involves ensuring that all team members, stakeholders, and clients have a clear understanding of what is required of them, not only in the short term but throughout the project timeline.

At the beginning of any project, it's essential to sit down with the team and outline the objectives, deliverables, and responsibilities for all involved parties. Setting up the right tools and processes is crucial, but equally important is establishing a forward-looking mindset. Proactively planning two to three weeks ahead allows the project team to anticipate potential conflicts and adjust schedules accordingly. This approach becomes particularly important during peak periods such as summer vacations, holidays, or times when clients have internal audits or other obligations. By maintaining a rolling schedule, everyone involved is prepared, and no one is caught off guard by sudden demands for participation or deliverables.

Establishing Clear Roles and Responsibilities

Another critical aspect of setting expectations is assigning clear roles and responsibilities. Each team member should know what their role entails and what specific tasks they are expected to complete. The clearer the expectations are from the outset, the less likely confusion or misunderstandings will occur later in the project.

Having a defined project plan that includes key milestones, deadlines, and deliverables also helps create accountability. This plan should be communicated to all stakeholders to ensure transparency and alignment on the path forward.

2. The Vital Role of Communication in Project Governance

Consistent Communication is the Foundation

Communication is the lifeblood of project governance. Without it, even the most well-planned projects can quickly go off track. Consistent, clear communication ensures that everyone remains aligned, aware of the project’s progress, and prepared to address any challenges that arise.

Effective communication begins at the very first project meeting, where it’s crucial to establish what communication tools will be used and how often updates will be provided. It is also important to define who is responsible for various actions and deliverables. Setting up these communication guidelines upfront lays the groundwork for a project that runs smoothly.

A few examples of key communication touchpoints include:

  • Weekly status calls with the client: These calls keep the client informed on the project’s progress, any roadblocks, and upcoming tasks.
  • Bi-weekly steering committee meetings: These are essential for addressing larger strategic decisions, ensuring that the project is still aligned with its objectives, and discussing resource allocation.
  • Monthly executive committee meetings: This level of communication ensures that higher-level stakeholders are kept in the loop and are aware of both progress and challenges.

By following these communication routines, teams can maintain clarity, address concerns early, and avoid costly misunderstandings. When communication breaks down, it often marks the beginning of a project’s decline, with deadlines being missed, deliverables falling short, and issues not being addressed in a timely manner.

Transparency in Challenges and Progress

In addition to regular check-ins, it's crucial to maintain transparency in both challenges and successes. By openly discussing obstacles and potential delays, project managers can set realistic expectations and prevent clients or team members from being blindsided by setbacks. Similarly, keeping everyone informed about project milestones and wins helps maintain morale and trust across the team.

3. Fostering a Culture of Accountability: Setting the Tone Early

Clear Accountability Structures

A culture of accountability must be established from the very beginning of a project. It starts with defining each team member’s role, setting clear expectations for their performance, and holding them responsible for meeting those expectations. This includes creating a well-defined project plan that outlines key tasks and deadlines.

Accountability should not only apply to individual team members but to the entire team as a unit. Regular check-ins, performance reviews, and status updates help ensure that everyone is fulfilling their responsibilities. Weekly meetings are an excellent opportunity to evaluate the team’s progress and address any issues before they become bigger problems.

When expectations are not being met, it is important to address the issue immediately rather than letting it linger. Allowing issues to go unaddressed for too long can lead to a cascading effect, where one missed deadline or incomplete task affects the rest of the project. Immediate course correction helps avoid project delays and ensures that everyone remains accountable.

Building Trust Through Accountability

By creating an environment where accountability is the norm, you also build trust within the team. Team members are more likely to take ownership of their tasks when they know that their contributions are valued and essential to the project’s success. On the flip side, when individuals fail to meet expectations, addressing the issue in a constructive manner reinforces the importance of accountability without damaging team morale.

An accountable team is one where communication flows freely, expectations are clear, and individuals feel confident in their roles. This fosters a collaborative environment where everyone is working toward the same goal.

4. Best Practices for Successful Project Governance

To summarize, here are some best practices to implement in your project governance to ensure accountability and clear communication:

  1. Set clear expectations from the outset: Ensure all stakeholders know what is expected of them and what the project’s goals are.
  2. Plan ahead: Look two to three weeks ahead to anticipate challenges or scheduling conflicts.
  3. Establish communication routines: Regular status meetings, steering committee calls, and executive committee updates should be scheduled to ensure ongoing alignment.
  4. Address issues immediately: When expectations are not met, tackle the problem head-on rather than letting it fester.
  5. Foster a culture of accountability: Make sure that everyone is clear on their roles and responsibilities, and hold them accountable throughout the project lifecycle.

Conclusion

Successful project governance is a balance of careful planning, open communication, and a culture of accountability. By setting expectations early, maintaining consistent communication, and fostering an environment where accountability is encouraged, project managers can significantly increase the chances of a project’s success. When everyone understands their role, communicates openly, and takes responsibility for their tasks, the project is far more likely to stay on track and deliver the desired outcomes.rive in the evolving digital landscape.


YouTube player

How Can We Help with your Business Transformation

At Third Stage Consulting, we are passionate about empowering organizations to successfully navigate the complexities of digital transformation. Whether you're embarking on a new transformation journey or aiming to optimize your current processes, our expert team is committed to providing comprehensive support throughout every phase. From initial strategy development to execution and beyond, we work closely with you to ensure that your transformation goals are met efficiently and effectively.

Kimberling Eric Blue Backgroundv2
Eric Kimberling

Eric is known globally as a thought leader in the ERP consulting space. He has helped hundreds of high-profile enterprises worldwide with their technology initiatives, including Nucor Steel, Fisher and Paykel Healthcare, Kodak, Coors, Boeing, and Duke Energy. He has helped manage ERP implementations and reengineer global supply chains across the world.

Author:
Eric Kimberling
Eric is known globally as a thought leader in the ERP consulting space. He has helped hundreds of high-profile enterprises worldwide with their technology initiatives, including Nucor Steel, Fisher and Paykel Healthcare, Kodak, Coors, Boeing, and Duke Energy. He has helped manage ERP implementations and reengineer global supply chains across the world.
Subscribe for updates
We never share data. We respect your privacy
Stratosphere 2024
Register Here
Additional Blog Categories

Categories

Resources

Third Stage Consulting

Third Stage Consulting Group is a global thought leader in business transformation, ERP software systems, operational change management, and business advisory. Let us take your organization’s digital transformation to the Third Stage.
2022 - 2024 Copyright Third Stage Consulting Group LLC  |  All Rights Reserved
Privacy Notice  |  Terms of Use  |  Sitemap
crossmenuarrow-right