Project Presentation Tips: How to Present a Project Plan | TeamGantt

Summary

In this video, Brett Harned, Director of Education at TeamGantt, shares expert guidance on presenting project plans to stakeholders and clients. He emphasizes the importance of educating clients about project processes, deliverables, and dependencies to foster collaboration and realistic expectations. Brett offers practical tips for explaining timelines, assigning tasks, and personalizing the team experience to engage clients as true partners. He also highlights the value of maintaining a living, flexible project plan that adapts to changes while keeping everyone informed. Ultimately, the video underscores that clear communication and thoughtful presentation are key to project success and client satisfaction.

Takeaways

• 😀 Clients need to understand the project plan, even if they trust your expertise, to ensure effective collaboration.
• 😀 Presenting project plans to clients helps build a **partnership** and aligns everyone on the project's goals and risks.
• 😀 Explaining your overall project process and approach provides context and builds client comfort, especially with new or unfamiliar strategies.
• 😀 Be transparent about how the plan was developed, whether it's based on past projects or a new approach, to increase client buy-in.
• 😀 Review deliverables in detail to help clients understand what work is involved and prevent unrealistic expectations or deadlines.
• 😀 Set expectations around review times for deliverables (typically around 3 days) and discuss the impacts of delays on the project timeline.
• 😀 Always highlight dependencies in the project plan to make clients aware of how their actions (or inactions) affect the overall timeline.
• 😀 Humanize the project by showing clients who is responsible for each task and why they are suited for the work, which fosters stronger engagement.
• 😀 Communicate that delays on the client's side can affect the team’s timeline, helping them understand the broader project dependencies.
• 😀 Keep your project plan updated regularly, because it’s a living document that needs to adapt to changes in deadlines, scope, or processes.

Q & A

Why is it important to present project plans to stakeholders and clients?

Presenting project plans is crucial because it helps clients understand the scope, deliverables, and timelines of the project. It also fosters transparency, ensures alignment, and strengthens the client-team relationship by setting clear expectations.

What is the main issue that many teams or project managers face regarding project plans?

Many teams or project managers assume that clients don’t need to see the project plan, or they believe clients trust the team to handle the details without involvement. However, this can lead to misalignment and unexpected issues during the project.

What role does educating clients about the project plan play in successful project delivery?

Educating clients ensures they understand the project's approach, their role in the process, and the potential risks. This knowledge helps prevent unrealistic expectations, scope changes, or missed deadlines, leading to a smoother project execution.

How can you make presenting your project plan to a client less daunting?

Start by explaining the overall process and approach behind the plan. Be transparent about any new methods or based-on-past-experience strategies, and break down the deliverables clearly. Setting the stage early makes the conversation smoother and fosters trust.

What should you focus on when reviewing deliverables with a client?

Focus on explaining the work needed to complete each deliverable and the time required. This helps the client understand the effort involved and sets realistic expectations for deadlines and scope.

How do you set expectations for the deliverable review process?

You should ask clients how much time they’ll need to review deliverables and set a baseline based on typical review times. Additionally, show how delays in feedback might impact the overall project timeline, helping clients understand the consequences of their decisions.

Why is it important to point out dependencies in the project plan?

Pointing out dependencies ensures the client understands how delays in one area can impact the rest of the project. It helps manage expectations and prompts discussions about how to mitigate risks or adjust timelines if necessary.

How can showing the human side of your team help with client relationships?

By showcasing the people working on the project and explaining why they are suited for specific tasks, you humanize the process. This helps clients view the team as true partners rather than just vendors, fostering better collaboration and reducing unrealistic demands.

What is the significance of discussing delays with clients upfront?

Discussing delays upfront sets clear expectations about the impacts of a client-side delay on the overall project timeline. It emphasizes that their schedule affects other projects and plans, which can encourage them to be more mindful of deadlines.

Why is it important to keep updating the project plan throughout its lifecycle?

A project plan is a living document that evolves with the project. Regular updates ensure the team and client are on the same page, and it helps manage any changes that arise, whether it's due to missed deadlines, shifting priorities, or unforeseen issues.