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THE COMMUNICATION GROUP

PROJECT
MANAGEMENT
CLARITY, COLLABORATION
AND COGNITION

THE COMMUNICATION GROUP – ALL RIGHTS RESERVED 2012


MY STORY:
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1. SCOPE CLARIFICATION:
• Make sure the scope of the project is clearly defined in one document called: Internal
Project Scope for ABC Co. This will include:
• Who is the client? (Website included).
• Client point person(s).
• Relevant research – where can it be found?
• What is the project?
• What is the goal – really, it’s your goal to make sure this is met.
• What is the absolute timeframe? Have you
padded the timeframe a little to make sure you are covered in case of miscellaneous
happenings?



2. CONTRACT CLARIFICATION:
• Where is the signed SOW? Also find out, should this be seen by all team members or
just the client executives and agency executives?
• Team: names, contact info and roles and goals for each team member
• Note: Have all team members signed a mutual non disclosure
• If there are any contractors and are all 1099’s in order?



3. ONLINE CLARIFICATION AND ORGANIZATION:
• Create another document called: Internal Data for ABC Project: This document will
show where the files are stored online i.e. Basecamp? Drop- box? Both? Others?
• Who should be invited to the project management tools you are using?
• Who is the admin for these tools?
• Do you need a kick off training session on how best to use your choice of online project
manage-ment?
• Should client also have a separate folder?
• Do relevant people have passwords?



4. PAYMENT COGNITION:
• Is the client payment process understood? Is it all in place? Do you need to talk
with your ac- counting department and make sure they have all relevant
information?

5. BUDGETING COGNITION:
• Budget: sometimes the entire budget is not openly shown or sometimes what is
shown are the hours per scope of work so people understand. Our rule is that the
more transparent you can be the better.
• What are hours per budgeted for this project? Have you padded the hours by 20%
for misc.? Best to be conservative instead of overly optimistic. The client wants
what they signed up for: “Be on time and on budget and deliver what we all agreed
to.”



6. KICKOFF COLLABORATION:
• Are you prepared for the internal kickoff meeting to make sure everyone knows
relevant information?
• Do you have an agenda? Did the client agree to the agenda before the kickoff so
to feel included and also clear?
• Are you prepared for the client kickoff meeting so the client feels „safe‟ and also
included?
• Have you included all key stakeholders in this agenda prior to kickoff so
everyone relevant is heard?
• Are you including a strategic framework in the kickoff meeting?
• Are you making sure the kickoff is set up so it is a working session and a lot of
the key foundation information will be created in this meeting?



7. COMMUNICATION, COLLABORATION AND ORGANIZATION:
• What documents are already organized and what else is needed from the client?
• What should the files be called? My rule of thumb is that files and folders within
Dropbox or Base- camp are named after the proposal‟s deliverables so it is
effortless for both the client and the agency to understand and keep track.
• Do you understand how the client wants you to submit reports? Sometimes a
client likes to use their own templates so they don‟t have to do a bunch of editing
before submitting to their direct reports.• Do you have a clear Creative Brief
template prepared?
• Content template deck prepared? Etc.
• What project is this similar to, so you can reference and walk your team through
the similarities and best practices?



• Do you have weekly status templates in order? Does everyone understand this
and when they need to submit their hours and status to you in order for you to
have time to prepare for the client status report? And is the communications
process understood by the client and internally? I.e. Once a week calls on xx date
and time.
• Are some using some other apps like Google docs? Or only Basecamp? Do you
need to make a decision for only one app in order to avoid confusion?
• Is all contact info and conference call numbers uploaded on Basecamp so people
can refer to it? Use free conference call if possible: freeconferencecall.com
• Is Skype set up, is there credit for long distance, and are video cameras available
for all users. Very inexpensive and easy to set up.
• Are all team members on ichat or alternative IM tools, too?



• Are the metrics clearly defined with process for tracking?
• Are the review meetings scheduled within a given time frame (i.e. 6- months) to view
results and tweak strategy?
• Is the team excited about this project? Are you excited about this project? This is a
crucial step for a successful outcome.
• Have fun. Be on time and on budget and/or warn the client as soon as you see there
might be a change looming. Never surprise the client or your colleagues.
Be 10 steps ahead. Be you.

Good luck, and I hope you found this helpful.
Be well,
-C


CONTACT


131 Greene Street Suite 3b
New York City, NY 10012
NY o: 646-873-7664
SF o: 415-864-1431
Twitter: @TCGagency

OUR COMPANIES:

TCG: http://thecommunicationgroup.com
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