PMcrunch

Sometimes – more often than we like – a “circular reference” enters the scene, and it can threaten the success of your project – or even the success of an entire portfolio or organization.  As a Project Manager, you need to find ways to stop this!

What do I mean by “circular reference”?  It’s something that happens often within a larger organization, but smaller companies that deal with large organization should be just as concerned about it.  In its most basic form, it goes lie this:
Document A says “It is critical to conform to the requirements and specifications of blah blah blah.  For further details, see Document B.”

You go to Document B, which says “The requirements and specifications of blah blah blah are of paramount importance to everyone on every project, program, and team.  See Document A for more information.”

This can get much more complex when there are Memorandums of Agreement, Contracts, Specifications, Directives, Instructions, and even Statutes – as well as Department Managers, VPs, and other stakeholders in the process - that govern various aspects of what you must perform on your project.  When these various sources refer around the circle to each other, but just “don’t answer the mail” and provide clarification for you on the project, you need to step in and exert some leadership skills!

 

Here is what you can do:

1. Create your own document.
2. Refer to all guidance you have from the sources “in the circle”.
3. Point out inconsistencies or lack of clarity in the collective information.
4. Point out the key reasons why clarity is needed.
5. Develop alternative possible interpretations, or proposed solutions.
6. Pick one that you recommend.
7. Re-emphasize the importance of clarifying the issue.
8. If you feel comfortable, state that, without further guidance, you will go with your recommended solution as the way ahead.  Otherwise, state the consequences of no decision on this, and leave it up to the stakeholders – with your support, of course..
9. Send this document to all concerned, and if necessary, organize a meeting for the sole purpose of RESOLUTION – not just discussion.

As a Project Manager and leader, you need to stop circular references by intervening strongly and showing the way!
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John Reiling, PMP
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