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Projects are initiated in a business to achieve specific goals or objectives. Projects are run for a variety of purposes. Implementing a new computer system, building a new shopping centre, producing a solar powered car or running a conference. Major projects are normally approved and initiated by senior or executive management.

The project manager's role is to put the various building blocks in place to achieve these objectives. The project manager must allocate resources, identify the critical path and find the best way of achieving this. The project goes through a number of phases. Initiation. Analysis and Design. Construction. Delivery.

What does the project manager need to report? Management are interested in two things: are we within budget and are we on target? The project manager must report at each stage of this process on costs, the estimated time-frame and the chance of achieving the goals in the time allocated. Project managers often graduate into project management from a technical environment. Concern with the nuts and bolts and individual tasks. Executive management are not interested in this level of detail. They are not interested in the individual tasks or who is doing it. They need to know the costs involved. They need to know if the delivery dates will be met. This is what the project manager must present.

Prepare a presentation detailing the expectations, the risks, the costs. Problems encountered. Possibilities of delays. Details of scope creep and how this will affect delivery. If there are delays or problems then let management know. There is a tendency to report everything as being on schedule until the project is 95% complete. The last 5% then consumes as much time and expense as the first 95%. Rather tell the truth. The truth allows management to make plans to accommodate a delay. Don't promise delivery on July 15 unless you are really certain of that date. Early warning is valuable.

Management presentations should be brief and to the point. This is where we are. These are the risks. This is what must still be achieved. This is a realistic delivery date, but we will still aim for the original date. That is all that is required. Then be prepared to answer questions.

Project managers may also have to present to staff. This is quite different. The focus areas here are much more detailed:
- What we need to achieve.
- These are the tasks.
- This is who will be involved.
- These are the key client personnel.
- Our commitments.
- Constraints.
- The need to report honestly and accurately.
- No covering up for delays in the hope of catching up for lost time later.
- The critical path.
- Team structures.
- The risks.
- Ask for contributions on mitigation of risk, on achieving the goals faster, on team structures and possible issues.

Avoid Death by Powerpoint (or any other tool). Focus on providing accurate information. Keep it brief and to the point.

Learn more about this author, Barry Marcus.
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