Project management is a balancing act. Between managing timelines, budgets, and stakeholder expectations, it’s easy for even seasoned project managers to overlook one crucial element: assumptions.
Yes, assumptions. They sneak into projects in the form of vague requirements, unwritten agreements, or overlooked dependencies. Left unchecked, these assumptions can derail a project, causing missed deadlines, budget overruns, and frustrated teams.
The Common Mistake: Failing to Clarify Assumptions
A typical scenario: You kick off a project with a detailed plan, but somewhere along the way, issues arise. Team members may say, “I thought that was someone else’s responsibility,” or stakeholders might ask, “Why isn’t this feature included?” These problems often stem from a lack of clarity around key assumptions.
Project managers, in their rush to get started, sometimes fail to:
- Ask the right questions upfront.
- Document verbal agreements.
- Confirm that all stakeholders share the same understanding.
The Easy Fix: Adopt an “Assumption Check”
Correcting this mistake is simpler than you might think. The solution lies in incorporating a quick assumption check into your project workflow. Here’s how:
Identify Assumptions Early
During project kickoff, brainstorm potential assumptions with your team and stakeholders. Common areas to explore include roles and responsibilities, timelines, and resource availability.
Document Everything
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Create a living document where all assumptions are clearly stated. For example:
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“The marketing team will deliver assets by [date].”
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“Feature X is out of scope for this phase.”
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Validate and Communicate
Share the assumptions document with your team and stakeholders. Confirm that everyone agrees and address any misunderstandings.
Review Regularly
Schedule periodic reviews of your assumptions throughout the project. Circumstances can change, and revisiting assumptions ensures you’re always aligned.
Why It Works
An assumption check ensures that everyone is on the same page from the outset. By making expectations explicit, you reduce the risk of miscommunication and unexpected surprises. It’s a small step that can save countless hours of rework and frustration.