Establish an Effective Project Approval Process
Delayed decisions by key project stakeholders can cripple a project schedule. Here are tips for managing your project approval processes to help you stay on track:
Determine the final arbiter: Although it’s best to get multiple opinions before project decisions are made, it’s crucial to clearly appoint the final arbiter for decisions. Collaboration is effective, but it can create undue delays if decision-making is not focused, and individuals can randomly enter objections or offer counter opinions. Set a timeframe for sharing viewpoints so reviews occur in a timely manner. Create tasks for decision-making in your project schedule with a deadline for final decisions.
Define targets for approval: Typically, project approval depends upon targets being reached, such as Return on Investment (ROI). Clearly define the targets required to gain project approval. In some instances, other project benefits might give you an opportunity to negotiate different targets. For example, while a project’s ROI might not reach a published target level, the project might qualify for approval if it significantly reduces business risk. Look at quantitative and qualitative benefits to make sure you generate the greatest opportunity for your project to be approved.
Understand the data required for approval: In addition to defined targets, you must understand the data that’s required so you can ensure that it’s collected. To achieve project approval, be sure to summarize the collected data and present it in an intuitive, easy-to-understand manner. At times, some data may be deduced or estimated when included in a business case, and it can provide additional motivation for project approval.
Anticipate issues and conduct pre-approval meetings: A project should be approved only after relevant discussion. This is true for all project — even those that obviously need to be completed. Anticipating issues and conducting discussions prior to a formal approval meeting can streamline the process and save time. Also, what you learn from listening carefully during pre-approval conversations helps you define your project approach. In addition, you can obtain descriptions of your project outcomes in terms that are meaningful to your key stakeholders.
For more about project justification, check out my LinkedIn Learning course Project Management Foundations.
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