We have all been there. Our budgets are planned, our schedules are set, our staff is assigned, and then boom, we are given an unplanned non-budgeted project. Then it feels like there is nothing left to do but perform miracles. So the question is, how can you pull off a great performance?
First, evaluate the situation to get an accurate picture of the unplanned project.
- What is the goal of the project?
- What is the project’s background, and why is this request coming in now?
- Who is requesting it?
- How much will it cost?
- How much time will it take, and how many resources?
- Are you given any guidance regarding firm’s (changing) priorities? How does that affect your decisions?
- How does the new project align with the firm’s strategic plan?
Then, evaluate your options to identify resources, staff, and time.
- Are there any projects that can be put on hold to free up budget and staff?
- Are there any projects that can be delayed/have an extended time frame that will not affect the end results/projects’ goals?
- Can any planned projects’ scope be reduced? Consider this option with care. Reducing project scope could have the same effect as project cancellation by making the result of the project ineffectual.
- Are there any projects or tasks that can be eliminated?
- Are there any daily tasks that could be assigned to a non-departmental resource freeing up teammates to be assigned to the unplanned project? For example, can any secretaries be used or can some tasks be assigned to document services or the library? Are there any paralegals that can help your projects?
- Are there any consultants who can be hired or can overtime be approved for assistants or non-departmental help such as secretaries or paralegals? Is there firm budget for this option?
Next, make a game plan.
- Identify who needs to approve your plan for your surprise project as well as budgets.
- Identify who needs to approve your changes to projects for which resources, timelines or budgets are being altered.
- Draft a proposed project plan for your surprise project.
- Draft a proposed plan for changes to other projects to free up resources for your surprise project.
Finally, obtain buy-in.
- Present your proposals to the appropriate decision makers.
- Receive their approval or adjust your plans according to their feedback.
- Start having fun with your new project!
Below are tips to help ensure the success of your projects.
- Obtain a full understanding of your project.
- Use effective and thoughtful decision making.
- Use best practices and procedures to help you plan your strategy.
- Recognize that ultimately how you manage your projects will be valued by your clients, both your lawyers and your firm’s clients.
- Be flexible.
- Delegate when possible.
- Group mundane tasks to increase efficiency.
- Use best practices from similar projects.
- Keep your supervisors current on the status of your work and challenges and issues you are facing.
By: Helena M. Lawrence, Business Development Manager, Proskauer for the July/August 2014 Capital Ideas Newsletter