The initial meeting with a sponsor is crucial, but it’s also the easiest to mess up. Sponsors know what they want to hear and what they don’t want to hear, and if you get it wrong, you might sabotage a possible agreement without ever realizing it. When you meet a project sponsor for the first time, it’s a chance to make an impression. It’s also your chance to get a head start on the project by figuring out exactly what the sponsor expects from you. You may see how you will collaborate to attain those goals. But, when you meet a project sponsor for the first time, what do you talk about? Every project is distinct, and every sponsor or sponsor group is different, but I’ve discovered certain standard variables that may make the difference between success and disaster throughout the years.
Here are a few lessons I’ve learned over the years that may help you avoid a total disaster:
Be aware of the expectations. Discuss with key stakeholders to determine what kind of information they require and at what level. What you believe is essential to you may not be significant to others, and vice versa. It’s less vital to have a flashy PowerPoint template than it is to have relevant and timely content.
Get to know your target market. Make sure you know whom you’re delivering to. Do some research if you haven’t worked for an organization previously. Speak with those who traveled to you. Inquire about the characters and dynamics of the group. Knowing who will be an advocate and who could be an impediment will be time well spent.
Request that your materials be evaluated. Have someone go through your stuff ahead of time. Remarkably, a fresh pair of eyes may spot something you might have missed the first time. The reviewer does not need to be a project participant but should be knowledgeable enough to offer questions regarding your material. Choose an advocate who will be in the audience to give you feedback on how the rest of the audience will receive it.
Consider the little details. Nothing is more frustrating than starting a meeting and wasting 14 minutes due to technical or logistical issues. Before the start time, ensure your rooms are ready, your seating is adequate, and your technology is set up and running correctly. If you’re having a virtual meeting, ensure you’re logged in early and that everyone can hear you and view your documents.
Be adaptable. It never ceases to amaze me what may spark debate during a review. Prepare to toss your deck aside and go with the flow. These debates frequently lead to new routes or valuable information, so be ready to listen and move fast on the part of your prepared content while devoting time to a hot topic for your audience.
Actions Suggestions
We’ve established why a project sponsor is critical to your project’s success, how to avoid typical pitfalls, and how to develop a mutually beneficial relationship with your sponsor. The next step is to practice some of these ideas in your company to improve sponsor engagement and project portfolio management. Examine your prior or present sponsorship relationships first. What worked and what didn’t for you? What difficulties did you face? When it comes to working with sponsors, do you have any tools or protocols in place? Taking stock of your experiences is essential for determining a better path forward. Remember that you can work effectively with sponsors with a little strategy and dedication. Next, see whether your organization provides new sponsor training and assistance. Examine the facts and provide ideas for improvement if aid is available. If no help is available, request that your PMO produce resources and training. Finally, develop a reputation as a project manager with whom outstanding project sponsors want to collaborate. Develop relationships with top management and provide outcomes that speak for themselves.
Summary
Sponsor buy-in makes or breaks a project, so if you’re in charge of keeping them informed, ensure you’re spending the time and effort to be effective. You can impress the sponsors, get them on board, and frequently head off challenges before they derail your project by spending a little more time in preparation. A preliminary meeting is your only chance. That isn’t to say you have to be flawless. You don’t require all of the answers or the gift of gab. All you have to do now is figure out which aspects of the meeting will make a difference and devote some time to getting them perfect. If you do that, you’ll be miles ahead of the competition.
