During any product development, the project manager can be asked three simple questions posed by either a customer or senior manager:
- When will X be completed?
- What is the status of Y?
- How much does Z cost?
These questions can be time consuming to answer and are invariably asked at intense phases of the project. They need to be answered quickly, confidently and accurately which means understanding what is really being asked and being prepared for these questions in advance.
When will X be completed?
When you are spinning many plates it’s easy to focus on one and forget about the rest. This question is often asked to check that the team are focused on X and it will be completed on time. In complex projects it is vital to keep track of all the different work streams because a minor setback in one area could mean a major delay for the overall project. Tracking the project on a regular basis makes it much easier to understand how this block of work fits into the bigger picture and the potential impact of any delay or setback.
What is the status of Y?
This query aims to assess the confidence level in delivering a critical task or meeting a key milestone. Stakeholders are looking for reassurances that any potential issues – real or perceived – that could impede the overall progress of the project. Key milestones often have interdependencies with other business areas; delays can consequently ripple through the entire business. During these critical phases, maintaining focus on current tasks and proactively managing risk is a key part of the project manager’s job.
How much does Z cost?
The project manager often has the broadest view of all the costs. As a result, they can be relied upon to provide costing information. Any question involving costs must be handled carefully for multiple reasons. Firstly, cost details are commercially sensitive and may be used for pricing or business planning. Secondly, costs can change a lot during the project lifecycle which means that they need to be tracked. To manage this effectively, PMs can categorize costs into product and project which helps differentiate the product costs from the development costs. For more details on costs see this post calculating product costings.
These three questions can surface at any stage of the project, typically during the busiest times or just before a major deliverable. Accurate, succinct and confident responses will minimize disruptions and help you maintain project momentum.
