{"id":4573,"date":"2018-02-21T08:30:59","date_gmt":"2018-02-21T13:30:59","guid":{"rendered":"http:\/\/projectcalls.com\/?p=4573"},"modified":"2018-02-20T21:20:51","modified_gmt":"2018-02-21T02:20:51","slug":"putting-it-in-writing-4-situations-during-a-project-when-it-should-be-done","status":"publish","type":"post","link":"https:\/\/projectcalls.com\/dev\/putting-it-in-writing-4-situations-during-a-project-when-it-should-be-done\/","title":{"rendered":"Putting it in writing: 4 situations during a project when it should be done"},"content":{"rendered":"

You have finally been awarded the project and are eager to get to work. While the focus will be the successful delivery of the stipulated outputs, which may include preparing one or more reports, surprisingly, many Consultants and Vendors are reluctant to communicate with their clients in writing. Phone calls, text messages, especially WhatsApp, are increasingly becoming the norm. However, there are several instances during the life of a project when it would be prudent to properly document what is occurring \u2013 in the form of a letter, but at the very least an email \u2013 to ensure that there is a suitable paper trail that can be referred to as and when needed. \u00a0Here we outline four situations, which may occur more than once during a project, and for which we strongly recommend be documented.<\/p>\n

1. \u00a0To confirm the project scope and to document changes made<\/h3>\n

Although the scope of the project, key tasks and deliverables would be known to all parties, based on the terms of reference included in initial tender documents and in the project agreement, during the life of the project certain issues and nuances that could have an impact on project implementation may emerge after the contract has been signed. While these issues can occur at any time, they frequently become known during the initial client meetings, when you may be engaging for the first time the actual team that should benefit from your work, as opposed to the procurement team.<\/p>\n

You may thus receive first-hand insights into the situation and challenges they are experiencing, all of which may have an impact on the approach you had hoped to implement, or what might be possible based on the circumstances now more clearly understood. For matters that are likely to have an impact on the scope, approach, deliverables and\/or time lines, it is crucial to ensure they are documented and formally communicated to the client, even though the client\u2019s designated contact person may agree with the changes that should be made,<\/p>\n

2.\u00a0 To confirm decisions made<\/h3>\n

At various points during a project, the client may be required to make decisions or agree to a particular approach or course of action. Once again, it is important to document those occurrences, especially when you are being specifically asked to pursue a certain course of action. You never know when you might need to remind a client of a decision that he\/she took, which is now affecting how the project is being implemented, or the outputs that can be realised.<\/p>\n

3.\u00a0 To document objections or concerns<\/h3>\n

Depending on the project and the client, it may not happen very often, but when it does, it is recommended that you formally communicate to the client any concerns or objections that you might have on matters pertaining to the project and\/or its implementation. To a considerable degree, the client is relying on you \u2013 regardless of whether you are a Consultant or Vendor, and more specifically, your expertise.<\/p>\n

For example, if in your expert opinion you have concerns about a certain product or an approach that has been stipulated, say something \u2013 in writing. The client may have presented its requirements based on its limited understanding of its situation, and could welcome a more considered or suitable option. On the other hand, if the client still requires you to proceed as instructed (which you should ensure is also in writing!), you may get a better understanding of the circumstances and why that decision is being maintained. Alternatively, you can take solace in the fact that you gave the client the benefit of your expertise, which they chose not to pursue.<\/p>\n

4.\u00a0 To track time-sensitive matters<\/h3>\n

Finally, most project tend to have a time frame in which they must be completed. It therefore means that many of the project tasks are time-sensitive, with some of them being critical inputs for subsequent activities.\u00a0 While you, as the Consultant or Vendor, may have some control over how you use your time, and the effort applied to ensure that tasks are completed within the time envisaged. there tend to be instances over which you have very little control, but they can hinder rate of progress. Two situations readily come to mind: securing feedback or approval from the client; and securing information or feedback from third parties, such as the client\u2019s partners, associates, customers, or stakeholders. In both instances, it is recommended that you ensure that your initial communication on the issue is documented, and thereafter, any follow-up made to urge responsiveness.<\/p>\n

\u00a0<\/p>\n

In summary, regardless of the project, it is important to develop a habit of establishing a paper trail. Although most projects will occur and conclude without incident, that should never be assumed. Further, projects can go awry for a multitude of reasons, and people tend to develop amnesia with respect to their role in the challenging situation being experienced.<\/p>\n

It can thus be easy to try to blame you, as the Consultant or the Vendor \u2013 even when it is not your fault, However, in having a paper trail, you may be in a better position to refute allegations levelled at you, and (gently) remind all of the parties of the role in the debacle that has occurred.<\/p>\n

\u00a0<\/p>\n

\u00a0<\/p>\n

Image:\u00a0\u00a0todabasura (Pixabay<\/a>)<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

You have finally been awarded the project and are eager to get to work. While the focus will be the successful delivery of the stipulated outputs, which may include preparing…<\/p>\n","protected":false},"author":19,"featured_media":4575,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"nf_dc_page":"","om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2},"jetpack_post_was_ever_published":false},"categories":[175],"tags":[133,199],"class_list":["post-4573","post","type-post","status-publish","format-standard","has-post-thumbnail","category-tips","tag-lists","tag-project-management"],"aioseo_notices":[],"jetpack_publicize_connections":[],"jetpack_featured_media_url":"https:\/\/i0.wp.com\/projectcalls.com\/dev\/wp-content\/uploads\/2018\/02\/fountain-pen-writing-todabasura-Pixabay.jpg?fit=1024%2C681&ssl=1","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p6u9Qa-1bL","jetpack_likes_enabled":true,"jetpack-related-posts":[{"id":5116,"url":"https:\/\/projectcalls.com\/dev\/5-tips-for-managing-risk-in-projects\/","url_meta":{"origin":4573,"position":0},"title":"5 tips for managing risk in projects","author":"Michele Marius","date":"April 11, 2018","format":false,"excerpt":"One of the frequently unspoken facts about projects are that they are riddled with risks. 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Guyana\u2019s Minister of Public Works Bishop Juan Edghill confirmed the meeting with the Express yesterday. 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