Project Management Tools: Project Charter Presentation
By Bogdan Gorka
So, you have your project charter document ready. A difficult project phase is behind you and the team that helped to prepare this. Yet, the future still looks very risky if you do not manage the expectations of your project Steering Committee and/or Project Sponsor and ensure that they are all on the same page and they fully understand the project charter.
To build the common understanding of the project purpose (as well as the required efforts and the costs) you should organize a meeting during which you will present everything that has been written in the project charter document.
Why the project charter presentation?
The project charter presentation is used during the meeting with the Project Sponsor or the Steering Committee. This meeting is organized in order to get the sign-off on the final copy of the project charter document. When, during the meeting, some alterations or new decisions are made then the corresponding document should be altered.
Are we on the same page?
It is crucial for the Project Manager, the team and the Project Sponsor to be on the same page when it comes to understanding all project elements. In my opinion this understanding is the source of the energy for the project in good times and bad times. Everything that is not clear at the project outset will hit back during the least desired moment during the project life. As a project manager you should do everything in your power to prevent this situation from happening. One of the tools is to rewrite and summarize the project charter document in the form of a project presentation in order to verbally explain what the project is all about.
Communication when presenting is tricky
During this and any other presentation to other people remember about this simple truth about communication. When you present something to somebody there is:
- You - the sender
- Them - the recipients
- Message - the content
However remember that the communication is not that obvious as you might think.
When you present there is:
- The message that you would like to send - your intention
- The message that you actually are sending - the reality but from your point of view
- The message that the recipient is hearing - the words from his/her point of view
- The message how it has been converted to fit the recipient understanding
- Finally - how the recipient read the message and our non verbal intentions and body language
Presenting is not about Power Point slides - this has been tested and proven on many occasions.
What is next?
After the project charter sign off it will be the time to tailor this presentation for the project kick-off meeting to communicate (in detail) the approach and roles to the team.
Bogdan Gorka is a certified Project Management Professional (PMP) with more than 10 years of practical experience gained in the FMCG industry. Bogdan shares his IT project management experience in the blog: PMAdept.net
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