I’ve hired a crack team to manage my project. That’s it. I can just sit back and watch it all unfold and plan the opening party. Does anybody really think this?
Probably not, but here’s the most common trap.
Everybody in your organization is at or above capacity. As the project begins to unfold, you manage to find enough time to hire a project manager or architect and you quickly find yourself falling behind. Remember capital projects don’t just involve a flurry of effort, they are years long efforts that require consistent attention.
Who will participate?
First, it’s essential that you identify a lead person as the the primary point of contact, the person who will work directly with the project team and manage your organization’s response to project issues.
I’ve seen this role filled by the CEO perhaps teaming with the COO or CFO. I’ve seen an experienced member of the board chair a building committee and fill this role. I’ve seen new board members recruit specifically for this role, sometimes waiving the expectation that they participate in development activities. I’ve even seen top managers of major corporations agree to commit to bring their time and experience when they have a personal commitment to the organization’s mission. The point is, somebody has to do it.
In addition to this role, the CFO and their team will have significant responsibility, establishing accounting systems, disbursements and budgets. On top of that, there’s almost always financing to be arranged and managed.
Where you have an existing facility which you are expanding or upgrading, it is crucial that you have an engaged facilities manager with the experience and time to interface with the project team.
I’ve seen all of these roles neglected. As a project manager I’ve had to step up, filling these responsibilities as best I can, but there is only so much an outsider can effectively accomplish.
And how much time will all this take?
For a substantial project, that lead person should be prepared to spend at least a day per week or more. Of course this commitment increases with the size and complexity of the project and that can more than double.
As for other staff, follow this link to
Exactly what should we expect to do?