VOICES Project Toolkit

A project manager’s relationship with an executive project sponsor hangs in a delicate balance. From coaxing a tentative sponsor to delivering on ever-changing demands, project managers must be prepared to do whatever it takes to keep these execs on board. So we asked: What are your best tips for engaging a project sponsor?

Managing Up

to address any questions he or she may have, get direction and assess the sponsor’s confidence level.

During vendor selection on a recent project, for example, the sponsor provided key inputs on portfolio integrated solutions. That led to successful project delivery, and the sponsor was able to extend another large-scale project to the team. The confidence displayed by the sponsor itself was a major motivating factor.” —Faisal Y Patel, PMP, vice president of technology projects at Bank of America, Agoura Hills, California, USA

Put All the Cards on the Table

In an agile work environment, we must
break from traditional ways of dealing
with projects. For example, a traditional
perspective is that the project sponsor has a passive
role in the development of the project and hardly
participates in the solutions.

On one occasion, I participated in a project where the requirements were being systematically violated due to a lack of scope detail. At that time,

Build Mutual Respect

Trust is critical. If the sponsor trusts me
to run with the team, his or her trust
engenders trust from other manag-
ers (including my boss, and my boss’s boss). Build
trust by getting work done, working with the team,
setting clear deadlines and achieving what needs to
be achieved. Let them know when a critical decision
needs their input. And stop by on occasion just to
say ‘hi’.

I like to learn from my sponsor, since he has a wealth of knowledge of state accounting and budgeting. His input is helpful even if I only absorb a portion of what I hear.” —Courtney Brooks, PMP, IT project portfolio manager, Department of Environmental Quality, Portland, Oregon, USA

Earn Their Confidence

Structured and timely communication
helps gain the project sponsor’s confi-
dence. Keep him or her engaged using
weekly executive summaries resulting from the team
status report. Summarize the project’s health and
highlight key issues and risks with mitigation strate-
gies and resolution plans.