{"id":13410,"date":"2020-05-04T07:00:09","date_gmt":"2020-05-04T07:00:09","guid":{"rendered":"https:\/\/twproject.com\/?p=13410"},"modified":"2020-05-04T00:05:23","modified_gmt":"2020-05-04T00:05:23","slug":"managing-project-expectations","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/managing-project-expectations\/","title":{"rendered":"Managing project expectations"},"content":{"rendered":"<p><strong>Managing project expectations<\/strong> is a key skill for any project manager and for the success of a project. The reason why is easy to comprehend.<\/p>\n<p>Delivering a project within schedule and on budget is certainly the goal of any Project Manager, but this is not enough to make a client happy.<\/p>\n<div class=\"table-of-content\">\n<h5>CONTENTS<\/h5>\n<ul>\n<li><a href=\"#expectations\">Expectations: what are they and why should they be taken into account?<\/a><\/li>\n<li><a href=\"#planning\">Managing the expectations of a project: Project Planning<\/a><\/li>\n<li><a href=\"#executing\">Managing project expectations: Executing the project<\/a><\/li>\n<li><a href=\"#communication\">Managing project expectations: Communication<\/a><\/li>\n<li><a href=\"#promises\">Managing project expectations: False promises<\/a><\/li>\n<li><a href=\"#personal\">Managing project expectations: Personal expectations<\/a><\/li>\n<li><a href=\"#conclusions\">Conclusions<\/a><\/li>\n<\/ul>\n<\/div>\n<p>Surely more than one project manager found himself <a href=\"https:\/\/twproject.com\/blog\/delivery-plan-project-deliverables\/\" target=\"_blank\" rel=\"noopener\">delivering a project<\/a>\u00a0on time and within budget and then discovered that the client was not satisfied with the final result.<\/p>\n<p>Often this is due to expectations that do not reflect reality, i.e. expectations that go beyond what is really achievable (at least on time and with the <a href=\"https:\/\/twproject.com\/blog\/how-to-make-a-project-budget\/\" target=\"_blank\" rel=\"noopener\">budget allocated<\/a>. This is a rather common scenario, and when it occurs it is quite unpleasant for both parties.<\/p>\n<p>The worst thing is that it often comes out of nowhere, as everything seemed to progress according to plan. You realize that you can&#8217;t meet the customer&#8217;s expectations simply because you failed to manage them.<br \/>\n<a name=\"expectations\"><\/a><\/p>\n<h2>Expectations: what are they and why should they be taken into account?<\/h2>\n<p>An expectation is &#8220;a strong belief that something is going to happen&#8221; based on certain assumptions and previous experiences.<\/p>\n<p>The human being is a customary creature and expects certain things to manifest and act in certain ways.<\/p>\n<p>We shape our expectations about others and, in the same way, we are subject to the expectations of those around us.<\/p>\n<p>Certainly, however, life does not follow precise and fixed plans over time, thus sometimes making expectations futile and incorrect.<\/p>\n<p>In particular, in <a href=\"https:\/\/twproject.com\/blog\/project-management-fundamentals-tools\/\" target=\"_blank\" rel=\"noopener\">project management<\/a>, not knowing how to <strong>manage the expectations of the client<\/strong> and also of the project team leads to many challenges, including:<\/p>\n<ul>\n<li>Ambiguous objectives and successful measures<\/li>\n<li>Confusion about what task must be performed and when<\/li>\n<li>Focus on wrong priorities<\/li>\n<li>Lack of team effort<\/li>\n<li>Diminished reliance between project manager, team and client.<\/li>\n<\/ul>\n<p>Therefore, it is essential to <strong>manage the expectations<\/strong> (and not only those of the clients) from the beginning of the project and throughout its life cycle.<\/p>\n<p>In particular, there are <strong>five ways to manage the expectations of a project<\/strong>. Let&#8217;s have a look at them.<br \/>\n<a name=\"planning\"><\/a><\/p>\n<h2>Managing the expectations of a project: Project Planning<\/h2>\n<p>Frequently, stakeholders have a <strong>vision of the project <\/strong>and its results before any actual <strong>project planning<\/strong> takes place.<\/p>\n<p>If this aspect is not properly addressed and approached, it can lead to a conflict between what is promised, how the promise is interpreted and what is actually delivered at the end.<\/p>\n<p>It is important to involve stakeholders at the beginning and during the planning phase to develop realistic expectations based on available resources, team skills and desired outcomes.<\/p>\n<p>Work with stakeholders to formulate the <strong>scope, priorities and objectives<\/strong>, <strong>identify the dependencies of the activities<\/strong> and decide how to <strong>address the risks<\/strong>.<\/p>\n<p>It is also important to involve the team in <a href=\"https:\/\/twproject.com\/blog\/plan-new-project\/\" target=\"_blank\" rel=\"noopener\">project planning<\/a>.<\/p>\n<p>This guarantees that the team is aligned with the objectives and can help create a realistic project plan, leading to greater motivation and involvement of the various members.<\/p>\n<p>Openness is critical during this phase and the project manager should not assume that everyone has the same understanding of the project plan and objectives.<br \/>\n<a name=\"executing\"><\/a><\/p>\n<h2>Managing project expectations: Executing the project<\/h2>\n<p>The key here is to hold separate meetings with the team and stakeholders to discuss how the project will be executed and monitored.<\/p>\n<p>The meeting with the team should be spent to ensure that everyone fully understands the project, their role and the project manager&#8217;s expectations of how the project will be delivered.<\/p>\n<p>The agenda may include, for example:<\/p>\n<ul>\n<li>Roles and responsibilities<\/li>\n<li>Tasks and dependencies<\/li>\n<li>History, milestones and key results<\/li>\n<li>Monitoring and reporting requirements<\/li>\n<li>Communication plan<\/li>\n<li>Resource availability<\/li>\n<li>KPIs and metrics<\/li>\n<li>Risk management strategies<\/li>\n<li>Modification request process<\/li>\n<\/ul>\n<p>Also, you need to plan regular meetings with the team &#8211; for example once a week &#8211; to examine progress and upcoming activities.<\/p>\n<p>A meeting with stakeholders will review project documents and processes, scope and deadlines and clarify any doubts or problems.<\/p>\n<p>This meeting is also a useful opportunity to highlight, for example, the responsibilities of stakeholders, providing timely feedback before it is too late and the project starts moving in the wrong direction.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-13420\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-expectations.png\" alt=\"project expectations\" width=\"1280\" height=\"853\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-expectations.png 1280w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-expectations-630x420.png 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-expectations-1130x753.png 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-expectations-705x470.png 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-expectations-450x300.png 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><a name=\"communication\"><\/a><\/p>\n<h2>Managing project expectations: Communication<\/h2>\n<p><strong>Expectations are based on assumptions and bias<\/strong>, and <strong>constant and effective communication<\/strong> is essential to reduce their impact.<\/p>\n<p>Communication begins at the planning stage of the project and lasts throughout its life cycle.<\/p>\n<p>When a project manager meets with stakeholders and the project team, they must be honest about what can be achieved and clear about the agreed plans.<\/p>\n<p>There are several ways to achieve this level of transparency: for example, <strong>use simple language to avoid misunderstandings<\/strong>, promote enquiring and end each meeting with a short recap (perhaps emailed to all participants).<\/p>\n<p>Another suggestion is to log and archive the minutes of the meetings in the project folder for future reference.<\/p>\n<p>An <a href=\"https:\/\/twproject.com\/blog\/communication-plan-project-management\/\" target=\"_blank\" rel=\"noopener\">efficient communication plan<\/a>\u00a0should include:<\/p>\n<ul>\n<li>The communication channel for every situation: e-mail, instant messages, online discussion forums, meetings, etc.<\/li>\n<li>Communication frequency.<\/li>\n<li>Heads of communication.<\/li>\n<li>Risk and problem communication management.<\/li>\n<\/ul>\n<p>This last bullet point refers to the sensitive issue of bad news.<\/p>\n<p>Projects inevitably fall by the wayside, but the problem can be easily overcome by fast and efficient communication.<br \/>\n<a name=\"promises\"><\/a><\/p>\n<h2>Managing project expectations: False promises<\/h2>\n<p>It is easy before you start work on a project to get involved in the excitement for a new job and fall under pressure from stakeholders by making <strong>false promises<\/strong>.<\/p>\n<p>A &#8220;we might be able to do it&#8221; can easily become a &#8220;we certainly can&#8221; and you find yourself struggling with unrealistic expectations.<\/p>\n<p>It is therefore important that a project manager accepts goals that they know for sure are achievable, while regarding others they must keep a dialogue window open or make clear the possible risks, without making false promises.<\/p>\n<p>A solution could be, if uncertain about a request or suggestion, to check the history of similar previous projects and\/or consult the project team or industry specialists before agreeing on any deadlines.<br \/>\n<a name=\"personal\"><\/a><\/p>\n<h2>Managing project expectations: Personal expectations<\/h2>\n<p>As stated above, people always expect certain behaviors from those around them.<\/p>\n<p>However, because expectations generally do not match reality, we may be disappointed by the actions of family, friends and colleagues.<\/p>\n<p>As a project manager, it is important to<strong> share expectations with the project team.<\/strong><\/p>\n<p>Being transparent about the standard of end results, communication requirements, responsibility for risk management, etc. can make expectations within the team much more manageable.<\/p>\n<p>In addition, a project manager needs to be <strong>clear about the mechanisms and feedback processes<\/strong> to address poor team member performance.<\/p>\n<p>Expecting a project team to deliver results without direction or guidance is simply not fair and wrong.<br \/>\n<a name=\"conclusions\"><\/a><\/p>\n<h2>Conclusions<\/h2>\n<p><strong>Expectations are inevitable<\/strong> both in everyday life and in project management.<\/p>\n<p>Everything we do, everything we say, everything we don&#8217;t do, everything we don&#8217;t say creates expectations about what we will do or say in the future.<\/p>\n<p>This is why it is important in <strong>project management<\/strong> that the project manager is able to ensure that all stakeholders maintain the same expectations and that <strong>these expectations are feasible and intentional<\/strong>.<\/p>\n<p>Proactive management of expectations consequently leads to successful projects, satisfied stakeholders and clients and teams involved.<\/p>\n<div class=\"tw_promobox box_type3 sBlue sImage\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/pexels-photo-28462.jpg');\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Manage your projects at your best.<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"blank\"><span class=\"avia_iconbox_title\">Try Twproject now<\/span><\/a><\/div>\n<div class=\"avia-promofooter\">One try is worth a million words.<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Managing project expectations is a key skill for any project manager and for the success of a project. The reason why is easy to comprehend. Delivering a project within schedule and on budget is certainly the goal of any Project Manager, but this is not enough to make a client happy. CONTENTS Expectations: what are &hellip; <a href=\"https:\/\/twproject.com\/blog\/managing-project-expectations\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Managing project expectations&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":13422,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[58],"tags":[],"class_list":["post-13410","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Managing project expectations - Twproject.com<\/title>\n<meta name=\"description\" content=\"Managing project expectations is a key skill for any project manager and for the success of a project. 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