Revive your struggling cross-functional team with key program coordination strategies focused on communication and meeting deadlines.

Yes, begin by discussing the current situation with your team, and remember to involve the project stakeholders as well. It’s crucial to align expectations with them. Often, missed deadlines can be attributed to unreasonably short timelines, making it essential to strike a balance between the cost, time, and quality of the project.

What do you do if your cross-functional project team is struggling with communication and deadlines?

Cross-functional project teams can be a powerhouse of innovation and productivity when they function well. However, when communication falters and deadlines start to slip, it can quickly derail your project's success. As someone involved in program coordination, it's crucial to address these issues promptly. Here's a guide on how to tackle these challenges and get your team back on track.

1 Assess Issues

Begin by conducting a thorough assessment to identify the root causes of the communication breakdowns and missed deadlines. Engage with your team members to understand their perspectives and challenges. This can involve one-on-one meetings, anonymous surveys, or group discussions. It's important to create an environment where everyone feels comfortable sharing their thoughts without fear of repercussions. Once you have a clear picture of the issues at hand, you can start to develop targeted strategies to address them.

Add your perspective

Nail Iangazov

Head of PMO @ Advix | Fintech, Web3 & eCommerce | Consulting | Driving Operational Excellence & Strategic Initiatives
Report contribution
Yes, begin by discussing the current situation with your team, and remember to involve the project stakeholders as well. It’s crucial to align expectations with them. Often, missed deadlines can be attributed to unreasonably short timelines, making it essential to strike a balance between the cost, time, and quality of the project.

Like
Thomas Giehl

Private Account. No business requests, pls.
Report contribution
Identifying the root causes of outages is certainly the way to go, but ideally before the problems occur. Having a good FMEA (Failure Mode and Effects Analysis) in place before you start is a must. This is the only way to address problems before they occur. If an unexpected problem occurs, try to visualize the root cause with a fishbone diagram and/or the 5-why methods together with the project executors.

Like

2 Set Expectations

Clear expectations are the backbone of effective team performance. Ensure that each team member understands their role, responsibilities, and how their work contributes to the overall project goals. Establishing a shared vision and clear objectives can help align the team's efforts. If necessary, revisit and clarify the project scope and deadlines. By setting realistic expectations and providing a clear direction, you can minimize misunderstandings and keep the team focused on what needs to be accomplished.

Add your perspective

Thomas Giehl

Private Account. No business requests, pls.
Report contribution
One of the first tasks, once your project scope is in place, is to create a clear role model for participants with defined roles and responsibilities. Make sure your project team works with you on the FMEA so that potential problems are not a surprise. Also, make sure the stakeholders are aware of the risks involved and the responsibility matrix. The last thing you want is to surprise your key stakeholders and have them start micromanaging.

Like

3 Improve Communication

To enhance communication within your team, implement structured communication channels and regular check-ins. This could include scheduled meetings, progress reports, or the use of collaborative tools that allow for real-time updates and feedback. Encourage open dialogue and ensure that all team members have access to the information they need to perform their tasks effectively. Good communication practices can help prevent issues from escalating and ensure that everyone is on the same page.

Add your perspective

Thomas Giehl

Private Account. No business requests, pls.
Report contribution
Successful project communication is the foundation for the team, the client, and other stakeholders to enjoy the whole experience. Easy-to-use Kanban boards can be populated from anywhere in the world with just a mobile device. It is important that each team member does not see this as control, but as a useful tool that improves the understanding of the current status for everyone involved.

Like

4 Foster Collaboration

Promoting a collaborative environment is key to overcoming cross-functional challenges. Encourage team members from different departments or areas of expertise to share knowledge and resources. Facilitate workshops or brainstorming sessions where team members can work together to find solutions to problems. Recognizing and celebrating collaborative achievements can also motivate the team to work together more effectively.

Add your perspective

5 Manage Time Wisely

Time management is critical when dealing with missed deadlines. Review your project timeline and prioritize tasks that are crucial for the project's success. Consider breaking larger tasks into smaller, manageable parts with their own mini-deadlines. This can make it easier for team members to focus and track progress. Additionally, ensure that resources are allocated efficiently to avoid bottlenecks and keep the project moving forward.

Add your perspective

6 Support Team

Lastly, provide your team with the support they need to succeed. This might include additional training, access to expert advice, or adjustments in workload to prevent burnout. Recognize the hard work and progress of team members, which can boost morale and motivation. Remember that a supported team is more likely to overcome communication barriers and meet deadlines effectively.

Add your perspective

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

Add your perspective

Johanna Beaudean

Director of Strategic Planning at Evernorth Health Services, Inspirational Leader in Strategy, Program & Portfolio Planning
Report contribution
All of the above are important. I’d also recommend the appropriate tone and priorities are being set from a sponsor and leadership perspective. We put a lot of emphasis on a team’s ability to self manage and collaborate. In reality each team member takes lead from those who make decisions about their compensation and continued employment.

Like

What do you do if your cross-functional project team is struggling with communication and deadlines?

1

2

3

4

5

6

7

1 Assess Issues

2 Set Expectations

3 Improve Communication

4 Foster Collaboration

5 Manage Time Wisely

6 Support Team

7 Here’s what else to consider

Program Coordination

Rate this article

Thanks for your feedback

More articles on Program Coordination

More relevant reading

What do you do if your cross-functional project team is struggling with communication and deadlines?

1

2

3

4

5

6

7

1 Assess Issues

2 Set Expectations

3 Improve Communication

4 Foster Collaboration

5 Manage Time Wisely

6 Support Team

7 Here’s what else to consider

Program Coordination

Rate this article

Thanks for your feedback

Explore Other Skills