Question

How a project may be affected if Realistic Expectations does not exist for a certain project and techniques that a project manager may employ to help ensure that they are in place.

Answer 1

The project managers should first try and understand the reason behind the unrealistic deadline. For example, the deadline might be due to a product launch which is already scheduled and the other deadlines dependent on your deliverables, then you should motivate your team and plan on achieving the tough deadlines and inform the management in case of the project as delays due to genuine uncontrollable factors.

In case, the deadline is set arbitrarily and it's not linked to any key business drivers. The deadline is just a tactic to overachieve by your manager; you can discuss with him your realistic plans and let him see your side of the picture.

You need to adjust the three constraints of business to ensure deliverable, the three constraints are time, cost and scope.

You might need to spend extra to ensure meeting the deadlines, or you might need extra time to meet the budgets. Alternatively, you can discuss the scope with your client and try to explain the logic of increasing time or reducing the scope of the project. There might be some deliverables, which are not critical, and you can deliver in the time specified without some features.

The project manager can create realistic expectations by employing the following techniques:

1. Start being involved at the planning stage of the project and set realistic expectations after the scope of the project is clear.
2. Build in a buffer or a discovery period, as the stakeholders are only interested in the delivery date. Make realistic assumptions and add buffers for exigencies and unexpected delay.
3. Create a team who have their individual scope and targets clearly defined. They should be aware of the importance of meeting assigned deadlines.
4. Update project reports, schedules and any expected delays to all stakeholders regularly. The need is to communicate both vertically and horizontally.
5. He critical milestones should be clearly defined and achieve the milestone or delays should be informed to the stakeholders.
6. Ensure regular meeting on video conferencing with the stakeholders and inform of any unexpected setbacks honestly.
7. Manage any potential conflict, which might emerge due to lack of resources or an unexpected crisis.
8. The risk management techniques have to be built into the plan to ensure that deadlines and budget limits are not exceeded.

To sum it up all projects should be made with realistic expectation and deadlines which should have a buffer for crisis and unexpected eventualities.