Executive Zone >> Measure what Matters >> Measurable Progress >> The Fox in the Henhouse: Why Project Managers Shouldn't Solely Report Project Progress

The traditional model of project management often places the project manager (PM) as the sole arbiter of progress, responsible for reporting status and highlighting potential issues. While well-intentioned, this approach can create a conflict of interest, akin to leaving the fox to guard the henhouse. There's an inherent risk in relying solely on a single individual, who may have vested interests, to provide an objective assessment of project health.  

The Inherent Bias:

PMs are often deeply invested in the success of their projects. Their performance is frequently tied to on-time and on-budget delivery. This can create a subconscious bias, leading to:

• Optimistic Reporting: PMs may downplay potential risks or delays to maintain a positive project image.

• Selective Information: They might prioritize reporting positive progress while minimizing or omitting negative aspects.

• Justifying Delays: They might focus on external factors to explain delays, rather than addressing internal team issues.

• Protecting Their Reputation: Fear of appearing incompetent or failing can lead to a reluctance to report problems honestly.

The Problem with Single-Point Reporting:

• Lack of Transparency: Relying on a single source of information limits transparency and can obscure the true state of the project.

• Reduced Accountability: When only one person reports progress, the team may feel less accountable for their contributions.

• Missed Opportunities for Improvement: Hiding problems prevents the team from learning and improving their processes. 

• Increased Risk: Optimistic reporting can lead to a false sense of security, increasing the risk of project failure.  

A More Balanced Approach: Shared Responsibility and Multiple Perspectives:

To mitigate these risks, organizations should adopt a more balanced approach to project reporting, incorporating multiple perspectives and shared responsibility.

1. Team-Based Reporting:

   • Encourage team members to contribute to progress reports.

   • Involve the team in identifying and reporting potential risks and issues.

   • This fosters a sense of shared ownership and accountability.

2. Visual Management Tools:

   • Utilize visual management tools like Kanban boards and burndown charts to provide real-time visibility into project progress.  

   • These tools allow the entire team and stakeholders to track progress independently.

   • This creates transparency and reduces reliance on subjective PM reports.

3. Regular Retrospectives:

   • Conduct regular retrospectives to analyze project performance and identify areas for improvement.

   • Encourage open and honest feedback from all team members.

   • This creates a culture of continuous learning and improvement.

4. Stakeholder Involvement:

   • Involve stakeholders in project reviews and demos.

   • This provides them with firsthand insights into project progress and allows them to ask questions directly.

   • This adds another layer of oversight.

5. Data-Driven Metrics:

   • Use objective, data-driven metrics to track project progress, such as cycle time, throughput, and lead time.  

   • This reduces reliance on subjective assessments.

   • This creates a more objective view of the project.

6. Independent Audits:

   • Consider periodic independent audits of project progress.

   • This provides an objective assessment of project health and identifies potential risks.

The Goal: Transparency and Collaboration:

The goal is not to eliminate the role of the PM, but to create a more transparent and collaborative environment. PMs are still valuable for planning, coordination, and communication. However, they should not be the sole gatekeepers of project progress. By incorporating multiple perspectives and using data-driven metrics, organizations can create a more accurate and reliable picture of project health, minimizing the risk of the fox guarding the henhouse.

Further reading;

• Beyond the Gantt Chart: Why Measuring Team Performance Trumps Project Plan Progress

• Ditch the Gantt, Embrace the Burn: Why Burndown Charts Can Revolutionize Your Project Management

• The Fox in the Henhouse: Why Project Managers Shouldn't Solely Report Project Progress