Project teams are always looking for ways to be more proactive, whether it’s managing stakeholder communications, addressing potential resource conflicts, or creating an effective training program. A proactive approach consistently delivers better results.
If your team still has reactive habits, consider shifting toward more proactive strategies by addressing these common areas:
1. Reactive Habit: Stakeholder Meetings Are Scheduled Only When Needed
Scheduling meetings only when issues arise is reactive and can lead to inefficiencies. Instead, develop a proactive meeting schedule for regular interactions with stakeholders. This ensures you stay ahead of potential concerns instead of responding to problems after they emerge.
To save time, consider using brief conference calls or web-based meetings to maintain communication. These options can be more efficient and still provide necessary updates without the need for time-consuming in-person meetings.
2. Reactive Habit: Project Updates Are Sent Manually to Stakeholders
Manually sending routine project updates to sponsors and executives is outdated. With today’s technology, stakeholders shouldn’t need to wait for updates.
Instead, use cloud-based tools that allow stakeholders to access real-time project data anytime. This gives them direct access to status updates, expenditure reports, contracts, and resource allocations, saving both time and effort for your team and stakeholders alike.
3. Reactive Habit: Training Is Scheduled After the Budget Is Approved
Waiting for yearly budgets to be approved before scheduling training often results in missed opportunities. High-demand instructors and training sessions can fill up fast, leaving your team scrambling for spots.
A proactive training plan bridges the gap between budget cycles, ensuring your team can book the best training opportunities in advance. This approach guarantees a culture continuous education and skill development, preventing last-minute rushes when the budget is finalized.
4. Reactive Habit: Staffing Needs Are Addressed Only When a New Project Arises
Focusing on staffing only when a project demands it limits your hiring pool to those available at that moment. This reactive approach can make it difficult to find top talent.
A proactive staffing strategy involves continuous recruitment, building relationships with experienced professionals, and maintaining contact with potential candidates—like college interns or seasoned consultants—who might join your team in the future.