Overcoming the Challenges of Project and Program Governance: The Importance of Action and Clarity
Winston Churchill famously said, “If you’re going through hell, keep going.” This simple but powerful statement serves as an important reminder for leaders and project managers facing the challenges of setting up a project, program, or governance structure. Particularly in situations where confusion, anxiety, and difficulty in managing progress are prevalent, the best course of action is often to keep moving forward.
When addressing organizational change or introducing a new structure, there’s a fine balance between being mindful of the pace at which the organization is ready to go and ensuring that no progress is lost due to unnecessary delays. As tempting as it might be to proceed cautiously, hesitation or procrastination can extend existing problems and create even more confusion. In fact, many people’s biggest need during times of change is clarity. Clear direction removes anxiety and allows people to understand their roles and purpose within the new structure.
The Need for Clarity
Clarity is not just about understanding the goals or objectives of a project, but also about providing individuals with a clear sense of direction. In any change initiative, it’s crucial that team members know exactly where they fit within the larger picture and how their contributions drive the success of the project or program. When clarity is established early on, the team has a solid foundation from which to build and adapt as the work progresses.
In the context of governance, this clarity helps prevent the anxiety that comes with uncertainty. People are often anxious about the future, especially when they don’t know how they’ll be impacted by changes. By addressing this early and ensuring that the team has a clear roadmap, you can significantly reduce the level of uncertainty. When people know what to expect and what is expected of them, they are more likely to be engaged and motivated to contribute effectively.
The Importance of Starting Early
One of the key factors that can make or break a project is timing. Waiting too long to start can be just as damaging as rushing in too quickly. Delaying the start of a project often means missing critical opportunities to get ahead of problems before they become unmanageable. Conversely, starting early can provide more time for adaptation, adjustment, and refinement as the project moves forward.
That said, the pace of the project doesn’t have to be overly fast. Incremental progress is key. While speed is important, it should not come at the cost of careful planning and stakeholder management. Incremental steps allow for gradual progress, but each step should still be a forward-moving action. These incremental moves can help avoid overwhelming the organization and ensure that the necessary stakeholders are on board and informed at each stage.
The Dangers of Procrastination
Procrastination, or extended delay, often results in more confusion, anxiety, and frustration. When stakeholders know that change is coming but have no clear sense of how it will affect them, or what actions need to be taken, the uncertainty leads to an increase in resistance and hesitation. This is a dangerous cycle. The longer it takes to establish clarity, the harder it becomes to engage and motivate people.
In governance and change management, it is much better to take decisive action, even if it’s not perfect at the outset. Once you establish what needs to change, start making those changes. While there is room for collaboration and co-creation throughout the process, the act of getting started is often the most important step. It creates momentum, breaks the cycle of indecision, and signals to everyone involved that the process is moving forward.
Structured Communication and Stakeholder Management
The structure of communication and stakeholder management is critical for any project or program. It’s not enough to simply communicate at random or in a way that lacks consistency. For project success, there must be a deliberate, organized approach to engaging with all relevant stakeholders. This approach ensures that information flows clearly, that stakeholders are properly informed, and that their concerns are addressed in a timely manner.
A strong governance structure helps ensure that stakeholder engagement is both organized and comprehensive. This not only builds trust but also ensures that all parties are aligned and can work together towards common objectives. Structured communication also helps reduce misunderstandings and keeps everyone on the same page, further minimizing the anxiety that can come with change.
Top Tips for Effective Governance and Change Management
1. Start Early, Don’t Wait for Perfection: Begin your project or program with a clear plan, but be prepared to adjust as needed. Don’t wait for everything to be perfect before starting. Action is crucial for momentum.
2. Focus on Clarity: Ensure that all stakeholders understand their roles and what is expected of them. Clear communication from the start reduces anxiety and boosts engagement.
3. Communicate Regularly and Clearly: Structured communication with regular updates helps manage expectations and keeps everyone informed about progress, adjustments, and next steps.
4. Make Incremental Progress: Focus on continuous forward movement. While rapid progress isn’t always necessary, incremental steps can keep momentum going and allow for timely adjustments.
5. Don’t Procrastinate: Extended delay only exacerbates confusion. Even if the change isn’t perfect from the start, getting things moving helps break the cycle of uncertainty and sets the stage for improvement.
Self-Evaluation Checklist for Leaders
1. Am I moving forward with clear intent, or am I delaying due to fear or uncertainty?
2. Have I provided clarity to my team about their roles and responsibilities in the project or program?
3. Do I have a structured plan for communicating with stakeholders regularly and clearly?
4. Am I making incremental progress, or am I struggling with perfectionism?
5. Am I addressing uncertainty proactively and reducing anxiety by being transparent about change?
6. Do I have the support and buy-in of key stakeholders to keep momentum going?
7. Am I flexible enough to adapt to new challenges and feedback from the team?
By following these tips and evaluating your approach, you can ensure that your projects and governance structures are built on a foundation of clarity, collaboration, and consistent progress. Moving forward, even incrementally, is often the key to turning chaos into successful change.
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