Project Management with a Purpose Series: 6 Fast Fixes When You’re Over Budget
Ever come into a project that’s clearly not fully baked? Perhaps you can tell the original problem wasn’t vetted or researched? Nobody asked questions. Nobody considered the bigger context. They approached the C-suite or the Board way too soon–a common mistake. And what’s worse is that they received money for this half-baked project.
Now it’s your job to make something work.
But it only takes a couple meetings to realize that there’s not enough money for a high quality solution. In fact, the team will also realize (and won’t want to admit) that it’s not quite the right solution. And definitely not the right time. And wait, is there even a legitimate issue?
But nobody wants to go back to the Board.
Here’s how to reduce the budget:
➽ Reduce the size. You can always make it smaller. Reduce the square footage while staying legal and compliant. Automatic savings.
➽ Be average. If you planned on glass doors, go with wood instead. If you were thinking emporium, a ceiling will do.
➽ Deprioritize aesthetic appeal. These no longer drive the price. Upgrades can occur later–what you need now is affordability and stability.
➽ Consider necessity. Do you need a break room? Do you need three offices? Or are two sufficient? How much storage do you have? Consider similar structures–what are they getting by without?
➽ Use a phased approach. What part of the current need can be delayed to future? If you were planning on two radiology machines, get one now and the second in 2021. Use that empty space for more offices.
➽ Cut features. Planning a healing garden or memorial rose bushes? Put up a sign instead–“Possible Future Healing Garden”–to inspire future donors.
And once you do all this, you’ll need to have more frequent budget reviews. Schedule one at every round of design. Be prepared for overages and have cutbacks prioritized and ready.
But what if my team is discouraged?
They might be. Reality will differ significantly from their original vision. But you can help them rally. Start by aligning everyone around the higher purpose of the structure. Who’s it for? What will be the impact? How does it serve the community? Bring humanity back into focus, then the bells and whistles won’t seem so critical. Learn more about moving beyond cliches in team-building.
But what if I’m sacrificing too much quality in my cut backs?
As you make cut-backs, check your own stability. Does the project still feel solid? Can it stand alone? Or is it falling apart? When you start sacrificing quality, or if you feel the basic scope and expectations are in danger, it’s time to go to back to the executive sponsor.
