See the importance of a great business lead

An effective Business Lead, working closely with a strong Project Manager can make a huge difference to the success of a project or programme. I have worked with many great Business Leads and have learned how critical their role is, especially with particularly complex projects and programmes.

Business Leads are not just the chairperson of project team meetings. They provide both leadership and expert knowledge of the department or area where change is being implemented. They are the day to day leaders of the project and decision maker (within the tolerances agreed by the Project Sponsor and steering group).

The effective Business Lead is there to ensure that the project deliverables are completed to plan. They work in tandem with the Project Manager, who brings the governance, controls and reporting and facilitates the project.

The effective Business Lead generally has excellent gravitas within the business. They have great internal and external contacts and relationships, which enable them to open certain doors. They also ensure that the right resources are made available to enable success, whether people, funding, facilities, equipment or other items.

Of course, in the real world, you sometimes come across people who don’t have the same appreciation of the role of Business Lead. A Business Lead, sometimes referred to as a Business Owner, acts in a very similar way to a Project Sponsor, in terms of their level of involvement in the day to day running of the project. For a Sponsor, you generally don’t require more than an occasional steer but you need much more input and involvement from your Business Lead!

It is the project managers responsibility to robustly contract with the Business Lead as early as possible on a project. If the Business Lead is not demonstrating the right behaviours, then the PM must raise this with the individual. For example, when a Business Lead isn’t present at project team meetings, however, does attend steering groups. This is not acceptable, because the business is not being fully represented in these key meetings where progress is reviewed and key items discussed. The Business Lead needs to be there to ensure that things get done and correct decisions are made.

I recently wrote a blog article called “The Apprentice, Project Manager?” where I shared my concerns regarding where a project manager is a PM by name only and not necessarily doing all the things that an effective PM needs to do. Likewise, if a Business Lead does not fulfil their true role, then the PM must not just carry on and attempt to pick up their responsibilities. It must be escalated.

To recap on the difference between key project roles:

Project Sponsor:

• provides championship for the project

• ensures that the right resources are made available

• helps to resolve issues and potential challenges

• ensures focus on the delivery of required benefits and quality standards

• is the chairperson at programme board meetings / steering groups

• makes key steering decisions

• is accountable for the delivery of the project

Business Lead:

• represents the business / operation as a senior subject matter expert

• is focused on developing and implementing the best solutions for the project

• is the chairperson at project team meetings

• makes day-to-day decisions for the project that do not require steering input

• ensures that the business / operation does what it needs to support the delivery of the project

• ensures that everyone is made available and stays fully engaged

• is responsible for the delivery of the project

Project Manager:

• is responsible and accountable for ensuring that the project is delivered robustly using project methodology / structure

• develops and updates project documentation to keep the project under control

• tracks progress, monitors and manages risks, issues, dependencies, interfaces, actions, changes, lessons and costs

• arranges project team and programme board / steering group meetings

• facilitates project team meetings and programme board meetings / steering groups

• are responsible for documenting and issuing actions

• ensures focus on implementing robust business change

• is responsible for ensuring that the project is robustly facilitated

Project team member:

• represents the day-to-day operation

• must fully understand and buy into the project goal & objectives

• attends and contributes to project team meetings

• takes responsibility for the completion of project actions

• identifies risks and issues

• owns and acts upon assigned risks and issues

• works with other project team members as a team, ensuring engagement and positive morale

• contributes to the development and delivery of project communication including working closely with key stakeholders

• is responsible for supporting the delivery of the project

When kicking off a project, ensure to have those discussions about who is responsible and accountable for each area. Do this well and you’ll be on your way to a successful start!

Now, do you see the importance of a great business lead?

Please feel free to contact me to discuss how I can help your business approach change.