Swoop and poop

Cecelia is a project manager. Just last week, she told me about how she had collaborated with a client to write and designed a brochure. The client loved and approved it, then at the last minute decided to show it to the CEO of his company.

I said let me guess…“swoop and poop” ?

That’s when the big boss comes in towards the end of a project, after not paying attention to what you’ve been doing, and wants everything changed at the last minute.

Just before the final designs goes to the client, or after the team put hours into a research report, or minutes before the big presentation.

It’s very common, and frustrating, but here’s how you can deal with it before and after it happens to you.

The first thing of course is to identify high-level leaders who will care about the project and ensure they understand the process and key points where you’ll need their eyes on your work.

Check in with them at the start, and around major milestones, so there are no surprises for them…or you. Be sure to let them know about risks. Leaders love to be heroes, and may even help you.

If you explain the process to them up front, and they do swoop and poop, they’ll be more receptive to an open, honest conversation.

So when it happens…some muckety-muck swoops in and tears apart all your hard work. Do you just suck it up and work longer, later, and harder? Or do you have an open, frank conversation about your feelings and needs?

One approach could be to remind them of the “triple constraint,” the project management law that says time, cost, and quality are always inextricably related to each other.

They want it sooner? It will either cost more or be lower quality / fewer features (or both).

Want to add features? It will have to be more expensive or take longer (or both).

You may frame it in the positive, by saying something like: “Sure we can do that, but it will mean a delay of X days or an added cost of $Y. Which would you prefer?

Clearly explaining the impact and giving them the decision can help them see the impact of their actions or lack of involvement.

Just don’t swoop and poop yourself after you become the big boss.