How to get answers to project management questions

Question

Background: In a new project, I found that 3 levels are removed from my actual source of information. I report to my prime minister, who reports to our contractor, who reports to the actual client. Getting answers to questions has become a bit of a problem, and I'm curious to know what people recommend.

Needs: I am trying to find a technology or a disciplined strategy that will help me in ensuring that I am answered:

• Right, without much modification to the original question
• Quickly so that the original context is not lost.
• Completely so that if the question is postponed, I do not forget about it.

Does anyone know of a software package that helps in this matter, or do you have any personal discipline strategies that worked for you?

Thanks for the guide

Answer 1

The best technology I can offer is a telephone. You must open direct lines of communication. But I think you know that this is difficult, someone along the line does not help. So, now you need to deal with this person, find out why not, what are their reservations and how you can eliminate their fears.

Regarding software, I recommend that you DO NOT look for a software solution to this kind of problem. Suppose you have implemented a new problem tracking system to capture customer questions and comments and to provide feedback on your questions and comments to your customer. The next time you take up your leadership about a problem, one of two things will happen:

- The answer will be "But you said that installing the TT system will fix it!"

OR

- There must be something wrong with the TT system, we will divert our energy to software correction.

Oh, and write things down, so email can be even better than a phone.

Hi

Mark

Answer 2

One strategy may be to cut out the broker. Go straight to the client and ask what he / she wants.

On a slightly less daring note, please request that you, your prime minister, contractor and client meet at the same time, rather than relying on a chain or email technology (which would certainly not satisfy all needs) so that transmit information. This strategy works especially well in my experience if you have a manager who wants to give you a note.

Answer 3

Sorry, but this doesn’t seem like a technological problem. Good project managers provide connectivity and should allow you to work with your client when necessary. This is a communication / management issue.

Answer 4

PRINCE2 (project management methodology) will identify your issues as project problems (in fact, a problem is something that needs attention, so the question is no different from a software defect).

Based on this, I would recommend tracking them the same way you track other problems.

In your defect tracking system (do you have one right?) Set up the category / classification / independently “Question” and register them and assign them to either the client (ideally, they should be given direct access) or the Project manager (which now has way to track them and record responses).

As with all issues, you need to make sure that you add a lot of information and context to make sure that you get a good answer (Jeff / Joel's obligatory link: in this case, to Jeff's conviction that you only get a question about what you put inside). It will also obviously help if you are not the one who really asks about it, although, as many have said, do your best to get closer to the client.

Answer 5

The main thing to remember is that people are lazy.

If you formulate the questions by e-mail clearly and in a format that your contact likes, most likely he will forward them to the next chain of commands without changes, etc.

A few quick tips on how to structure such an email:

• Number all your questions. It is important, otherwise only the last question will answer too often.
• Be very specific about what the actual question you need to ask is
• If there is a specific set of alternatives, or if you have a clear recommendation, make sure this is clearly indicated.
• Avoid mixing FYI messages with questions. Send individual emails instead
• Read your email address carefully before submitting and looking for content that might be misunderstood.

Good luck.