Tips and Techniques

To drive profitability through predictable performance using simple tools and techniques.
Systems don’t manage projects, people do, and that’s why we keep a laser focus on building accountability at all levels of project teams.

The Life-Saving Practice of Clarifying Expectations

When was the last time someone let you down? Or can you think of a recent moment where YOU let someone else down? It is highly probable that the catalyst of these disappointments comes down to one thing - unmet expectations.

The truth is – unclear and unmet expectations have the power to rip apart relationships – either in the home or in a project team. That's why expectations are a matter of life and death!

There are 4 primary ways expectations go wrong:

The expectation is unconscious – you didn't even know you had an expectation until it was violated.
The expectation is unrealistic - it is not reasonable given the person or circumstance.
The expectation is unspoken - you did not clearly articulate your expectation to another person.
The expectation is un-agreed upon - the other person never agreed to follow-through with your expectations.

Clients get disappointed in the performance of contractors, and contractors are often disappointed in the performance of their clients. Usually in commercial arrangements there are many unconscious expectations that need to be drawn out. We therefore always drive a robust series of alignment activities during the project start up, where we tease out unconscious expectations and firm up others, that were presumed to be clear during the contract formation (but maybe not) by:

Project Overview Statement: outlining purpose, goals, scope and timeline. It provides a high-level understanding of the project's background and objectives.
Interface Plan / Organisational structure: An organisational chart of the team structure, including roles and responsibilities of team members and key stakeholders. This helps new members understand who they will be working with and who to approach for specific tasks or support.
Plan on a Page / Project plan and milestones: This helps new members understand the project's timeline and key deadlines.

Improving Project Team Trust Thorough Communication

Encourage an open environment - Feedback is a gift - take of it openly and be prepared to listen and discuss to learn and grow
Use two-way feedback - One-on-one meetings – for example, if a leader has to give constructive criticism, they may opt for a one-on-one meeting to allow for a more private environment.
Facilitate team-building exercises - Team-building exercises not only build morale but also encourage clear communication and creates an environment in which everyone feels invested in the outcome.
Use nonverbal gestures, posture and facial expressions - Can be just as important as what you say to your team.
Use an appropriate tone - Use a confident and friendly tone of voice when talking to your team to help them feel like a valued co-worker.

Making Project Governance Work

It has become more apparent in recent years that EPCM’s need more stringent management by owners, for a variety of reasons (not to be elaborated here). Owners therefore need to take the lead in terms of the engineering management regime and interface expectations.
There is no shortage of governance regimes, policies, and procedures in most large to medium organisations, but unfortunately many still fail to deliver, hence the high rate of lacklustre jobs. We need to bridge from policy and procedure to the shop floor and my recommendations below are aimed at exactly that – simple easily implementable tools and techniques that will show immediate results, take the team along the journey, and keep the EPCM accountable.

Making project governance regimes work involves implementing effective processes and structures to ensure that projects are planned, executed, and monitored efficiently. Project governance is critical to achieving project success, as it helps manage risks, ensure compliance, and make informed decisions.

Here are some key steps we implement to make project governance regimes work:

Define Clear Objectives - Clearly define the objectives and goals of the project. Everyone involved in the project should have a shared understanding of what success looks like.
Establish a Governance Framework - Create a formal governance framework that outlines roles, responsibilities, decision-making processes, and communication channels. This framework should be documented and accessible to all project stakeholders.
Appoint Competent Leaders - Appoint experienced and capable project leaders, who can guide the project effectively and make informed decisions.
Clearly Defined Roles and Responsibilities - Ensure that all team members have clearly defined roles and responsibilities. This prevents confusion and overlap in duties.
Effective Communication - Establish a communication plan that ensures information flows smoothly between team members, stakeholders, and governance bodies. Regular reporting and status updates are crucial.
Risk Management - Develop a robust risk management plan to identify, assess, and mitigate risks that could impact the project's success.
Decision-Making Processes - Define a structured decision-making process, including how and when decisions will be made, and who has the authority to make them. This should be aligned with the governance structure.
Monitor and Control - Implement mechanisms for monitoring project progress and performance against objectives. Key performance indicators will help track progress.
Change Management - Have a process in place to handle changes to the project scope, timeline, or budget. Changes should be evaluated and approved through the governance regime.
Documentation and Reporting - Maintain detailed project documentation and regularly report to governance bodies. This helps in transparency and accountability.
Stakeholder Engagement - Engage with all relevant stakeholders, including clients, end-users, and regulatory bodies. Their input and feedback can be invaluable.
Continuous Improvement - Continuously evaluate the effectiveness of the governance regime and make improvements as needed. Learn from both successes and failures.
Training and Development - Invest in training and development to ensure that the project team is equipped with the necessary skills and knowledge to execute the project effectively.

By following these steps and tailoring them to the specific needs of your project, we can create a robust project governance regime that maximizes the chances of your projects’ success.
It's important to remember that effective project governance is an ongoing process that requires continuous monitoring and adjustment throughout the project's lifecycle.