Any large change project is started as soon as key stakeholders and the board of directors have been convinced that initiating some big change is a really, really smart investment. The business owners foresee some utopian future – Minority Report Style – in 5 years time. Your young, hip CDO bought into your nifty slides with some stuff on «going agile» and design thinking. with some sprinkles of AI on top. Least – but not last – your CFO is finaly happy with the NPV after some busy nights tweaking your excel. And the parameters you have been tweaking are #FTEs, periodization and hourly rate…
Those parameters represent human beings.
…human beings with diverse professional background, network and experience. Their skill set will be extremely varied, they will be of all ages and probably speak many languages. Their incentives will be very different; some will see the project as the best thing ever happened to them, others will be very reluctant to contribute – perhaps even hostile, and there will guaranteed be a couple of *meh*-guys and gals.
Let’s just be clear right away – the hourly rate is the least relevant factor deciding who you will need on your team.
The problem is that there is a good chance that when you walk out of that board room with project and budget approval, the project team is still a bunch of FTEs in that brilliant excel of yours. And you need to ramp up and deliver on those quick-wins you just promised. Basically – you are way up shit creek.
There is no easy way out of the «I have no team» predicament. If there is one thing you will deeply regret trying to fast track through, it is the hard work of onboarding the people you need to succeed. This is the one area where the Pragmatist shows some signs of fundamentalism. Here are some ground rules you should have thought about before promising a delivery in a month or so…
You will not be able to onboard loads of people over a very short period of time – even if your plans and estimates state the opposite
Now you might – through some magic formula – have been able to get hold of a bunch of competent people to your fab project all of a sudden. You are still in trouble. Absorbing loads of new project members over a short period of time is almost impossible – they need to get to know each other and get to know the scope of work. They need to understand the goals they are supporting. And – they need to understand and take ownership of their own contribution.
Allthough Fred Brooke coined his law almost 50 years ago, it is no less relevant today. It might be a bit of an oversimplification, but still – there is no way you will reach that massive launch 3 months from now if you are seriously delayed. Adding more people only makes it worse. You’re gonna have to find out if the delay is real (and why), or if your plan is simply too optimistic in the first place.
There are other factors to consider when ramping up as well:
- The critical go-to people in the organization are not idly waiting for you to call them to action
- Recruiting people from the outside (be it future employees or contractors) is time consuming and requires management capacity, and the risk of making poor choices increases big time with a huge recruitement backlog and little time. The cost of recruiting the wrong people easily overruns the cost of not finding anyone.
- There is a lot of practicalities to think about as well – where are their desks? Do you have the work environment needed for several teams to collaborate? Have you ordered those fun t-shirts?
So basically – getting actual throughput and outcome isn’t done right away. Don’t fool yourself, your stakeholders or worst of all – the people working for you.
Your core team members are more important than the project manager and the project office
I would spend initial effort on securing the following:
- making sure your delivery teams have strong triumvirates with a solution architect/tech lead, a team leader and a product owner/functional dude(ette). And make sure they have the time to get to know each other well, and get to know the troikas in other teams the need to work with. Let them have some SPA-time together.
- Some kind of terrier who manages the scope, progress and makes sure the project can deliver stuff frequently (even if your contract and MS Project plan indicates milestones every half year…)
- someone managing the user/customer perspective and insight from day 1
- Your project office should be strengthened with someone introducing and further developing project wide tooling fit for purpose for the kind of project you are running (see rule #4)
- if your project involves some infrastructure stuff or new platforms, you’ll probably find down the line that you need Someone who truly understands the risks and security aspects of your overall solution. You won’t find that Someone. Just a heads up…
Make it a punishable sin to utter the sentence «After the project is completed, we will handover to maintenance, support and operations in the line organization.»
Now, you personally might see yourself spending a couple of months on some tropical island post-project. This is not the case for pretty much everyone else involved with whatever your project delivered. Not to forget whatever has NOT been delivered, and all the hacks and not-so-temporary solutions. Most of the life span of any new technology or products you have introduced will be after the project has had that last Friday afternoon beer.
You need to make sure the core of your team(s) constitutes the long-term setup. Not a temporary project staffing that will be phased out after 3 years when they are «done». You will never get a better chance to get to know the technology and solutions the project introduces than being part of the project. And the «you build it, you run it» mentality is a lot better than «you build it, you get to run away if you finish on time».
Onboard the people who know your legacy systems and current functionality well
You probably had some slides in your breathtakingly great presentation to the board about not replicating the current complexity. Get rid of legacy. Start with clean slates. Do a proper clean-up. Giant leap to the cloud. And so on… All good. Wish life were that easy.
Two years down the line when you realize that initital big bang plan some management consultant suggested was kinda dumb, you will have to have some messy Plan B. Guaranteed with loads of legacy components. You will need those Cobol guys that you have promised early retirement.
And loads and loads of business rules do not go away simply by replacing technology. Those rules are probably not documented, they are the result of 30 years of adjustment and it is this one guy who have programmed them who is actually aware of them and understand the consequences of changing stuff. And what your test cases need to be.
I would spend a lot of time motivating the people who know and work with the existing systems and processes to contribute to the projects goals. Their knowledge is important, and they deserve clarity about future roles (or not…).
….and don’t forget that the «legacy people» most likely have been reporting increasing risk due to technical debt and lack of funding the last 20 years. They don’t sleep well at night, and are worried about the consequences of Ebay running out of spare parts. They will be truly incentivised by reducing this risk – and being a part of the future solution. Maybe you should add increased sleep quality to your project goals?
Communicate all of the above to stakeholders and make them understand; or actively seek stakeholders who do already.
The perfect stakeholder will challenge you on the people factors and say stuff like «there is no way you will be able to onboard people that fast», «I want my most critical girl to be a part of this», «who can I talk to in the project to increase my understanding?» and «how can we in the Steering Group be a valuable part of your team?»
Basically – great people make awesome shit.