As project managers guide their teams to produce project deliverables, they may encounter various obstacles and challenges that make it difficult to complete the project on time and have deliverables ready for the client. Identifying common challenges beforehand and their solutions can help you avoid project delays.
Unclear definitions of deliverable requirements.
Without clarity at the outset, the team and client may be uncertain about the final deliverable and the responsibilities required to achieve this goal. Vague project requirements and poor requirements management can lead to disappointment and inefficiencies, as the team lacks the clear guidance necessary to develop the final product effectively.
To avoid this pitfall, outline a definitive deliverable with the client and any relevant stakeholders. You should also clearly articulate the goals for the deliverable and determine the criteria by which the client will accept it.
Example:
A software development company agreed to create a user-friendly mobile application for a client’s e-commerce business. The term “user-friendly” was not clearly defined in the contract, leading to subjective interpretations. The developer delivered a functional app, but the client deemed it insufficiently intuitive, citing a lack of specific design guidelines and usability testing in the initial requirements. This vague definition of “user-friendly” led to the client’s dissatisfaction despite the app’s functionality, highlighting the need for precise deliverable requirements.
Misalignment between stakeholders.
Typically, deliverables involve multiple stakeholders. While the involved parties may have an idea of the final deliverable, they may differ in their specific goals for the deliverable. Misalignment between stakeholders can lead to resource inefficiency and costly delays.
The project manager should clarify from the outset who is interested in the project’s outcome and assign leaders with the same goals and expectations. Ensuring alignment from the beginning can set the project up for success.
Example:
A marketing team was tasked with creating a social media campaign to launch a new product. The marketing manager envisioned a primarily Instagram-focused campaign, emphasizing high-quality visuals. However, the sales team, focused on immediate sales conversions, prioritized Facebook ads with direct links to the product page. This misalignment in vision between stakeholders resulted in a disjointed campaign. The Instagram posts lacked clear calls to action, while the Facebook ads, lacking strong visual appeal, failed to generate the desired brand engagement. The final deliverable — a poorly integrated and ineffective campaign — fell short of expectations due to the lack of alignment between stakeholders.
Constantly evolving deliverable demands.
Few things are more frustrating for a team than having their deliverable completed, or nearly completed, only to learn that expectations have evolved. This wastes resources and can cause feelings of frustration and dissatisfaction among all parties involved.
To avoid this pitfall, outline smaller deliverables that will help you get to the final project. You should also consider having the client sign a document that outlines each deliverable and its corresponding expectations. And once they sign it, it is final.
Example:
An architectural firm was commissioned to design a residential building. Initially, the client requested a modern, minimalist design. However, as the project progressed, the client frequently changed their mind, adding features, altering room layouts, and shifting from a minimalist to a more traditional style. These constantly evolving demands led to delays, increased costs, and ultimately, a final design that lacked cohesion and didn’t fully satisfy the client’s now-conflicting desires. The final building, while functional, didn’t reflect a unified design vision.
Counterproductive micromanaging.
For a team to work well together to achieve their deliverable, they must have a degree of trust in each other’s skills and understanding. A skilled project manager must understand how to delegate tasks with clear instructions and ensure that everyone is aware of their role.
Once the project manager assigns tasks, the team can create internal deadlines and milestones to monitor progress on the final project. However, the project manager should allow the group to accomplish its tasks and goals independently. Micromanaging can lead to an inefficient work system and a poor work environment where team members do not feel valuable.
Example:
A high-end catering company was preparing for a large corporate event. The head chef, however, insisted on personally overseeing every aspect of food preparation, from chopping vegetables to plating each dish. This micromanagement prevented the kitchen staff from working efficiently, created bottlenecks in the workflow, and ultimately led to delays in serving food at the event. The excessive oversight prevented the team from utilizing their skills and expertise effectively. While the food itself was of high quality, the event’s smooth execution was compromised, and team morale suffered as a result.
Communication problems within the team.
Since a team must work together to deliver a final project, communication issues can cause serious problems. You may have team members who struggle to work together due to mismatched personalities. You may also have team members who do not fully understand their tasks and how they relate to the final deliverable, resulting in gaps in work or duplicated efforts.
As the project manager, you have a few strategies you can use to resolve communication problems within the team:
- Clearly set expectations regarding communication from the outset. Let team members know if there are any guidelines regarding email replies during the workday, what they should do if a conflict arises, and how often they should meet. Have an escalation process outlined from the beginning to address any disagreements that may arise.
- Lead by example by providing clear instructions for each team member, along with deadlines and milestones. Management programs that help each member visualize others’ progress and see upcoming meetings and deadlines can help.
- Let everyone know how their parts relate to the final deliverable and their role in the group goal. This will help team members have an invested interest in the project at hand.
Budget or other resource constraints.
Project teams do not want to exceed their budget in terms of time or resources, and they do not want to spend more on a particular project than planned. However, a lack of proper planning can result in these issues, potentially damaging the company’s reputation and leading to financial loss for clients.
When you know the final product, it is easier to budget appropriately and ensure that you don’t make revisions and change course throughout the project. With the estimated project budget, you need to factor in some contingencies. Review similar past projects and consider potential pitfalls that may arise, such as losing a staff member during the project. Budget in some leeway in time and money to ensure your project remains on track.
As you progress through your project, ensure that you carefully track how your team spends money, how well your team stays on budget, and where any problems arise. This will help you make improved decisions moving forward.
Example:
A construction company began building a new residential complex without adequately accounting for potential weather delays or material price fluctuations. Their initial budget and timeline didn’t include contingency plans for these common issues. Consequently, when unexpected rainstorms caused significant delays and drove up lumber prices, the project fell behind schedule and exceeded its budget. The final deliverable — the completed residential complex — was delivered late and over budget, impacting profitability and potentially harming the company’s reputation. The lack of proper planning for potential risks directly impacted the project's success.
Managing project deliverables aids the project management process.
Those working in project management understand that deliverables are crucial for client retention and building a strong company reputation. These deliverables — ranging from cybersecurity reports to engineered buildings — require skilled project management. By understanding and avoiding common pitfalls, project managers can effectively lead their teams, overcome challenges, and consistently deliver on their promises.
Overall, project deliverables allow you to:
