From previous lessons learned working with a client, a project manager notes that the client's turn-around × on documents sent for approval were very slow and well outside of the agreed timelines. At the initial kick-off meeting with the same client, how should the project manager approach this issue for the new project?
Work with the client on an acceptable amount of time for document approval.
Collaborating with the client to establish a reasonable timeline for document approval fosters a cooperative relationship and sets clear expectations, which can help mitigate delays experienced in previous projects.
While adding resources may seem like a solution, it does not address the root cause of the slow turnaround times. Simply extending the review period without understanding the client's process may not be effective and could lead to further miscommunication.
While it's important to clarify responsibilities, emphasizing the client's accountability without a collaborative approach may come off as confrontational. This could strain the relationship and fail to resolve the underlying issues related to document approvals.
Identifying and documenting potential delays is a prudent step in project management; however, it is a reactive measure. Proactively working with the client to set realistic approval times is more constructive and directly addresses the issue at hand.
The most effective approach for the project manager is to engage the client in discussions about an acceptable timeline for document approval. This collaborative strategy not only helps build a positive working relationship but also establishes clear expectations that can enhance efficiency in the project. By focusing on mutual agreement, the project manager can significantly reduce the likelihood of future delays.
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