It's important that everyone understand the expectations for the project that have been captured in the charter. Provide copies of the charter for both team members and invited guests. Have the sponsor review the charter with the management team guests to get their inputs and concerns. The sponsor should address their concerns or issues during the meeting, if possible. If they cannot be addressed, the project leader should put them on the issues list for resolution at a later date.
When the management guests have left the meeting, review the charter again with the project team:
^ It's helpful to prepare a poster-sized copy of the charter and tape it to the wall. That will help everyone on the team follow the review process.
^ As you review each section, ask for questions, suggested changes, and additions. Record the questions, issues, ideas, and inputs on self-stick notes and place them on the charter or on a piece of flip-chart paper.
✓ As the sponsor addresses each issue or question, write the response on another self-stick note and attach it to the first. If you don't do this, after the sponsor leaves the meeting, either you or the team will forget what the answer was or you'll have different perceptions of the answer.
✓ Place any unanswered questions on the issues list for follow-up after the meeting.
You'll probably find that some of the questions or concerns will relate to whether or not the project is realistic and doable. These questions, such as, "Can we make the deadline date?" or "Is this technically feasible?" will be addressed during the planning process, and you should not attempt to answer them now. On the other hand, unless the concerns are addressed in some fashion, the team may not be willing to move forward. Explain to the team that these are valid concerns and that they will be addressed as you move through the planning process. If, after planning, the team decides that it's not possible to meet the expectations as outlined in the charter, then you'll take the planning data back to the sponsor for a resolution. The planning process is designed to answer the question, "Can we accomplish what is asked of us in the charter, within the limits defined?" Therefore, it's not necessary to challenge the doability of the charter at the charter review stage. The purpose of the charter review is to understand what is required from the project from the sponsor's point of view. In addition, what seems unrealistic may prove to be possible once the team has a chance to work through the details of planning.
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What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.