You’ve worked hard in your position and others have noticed with a tap on the shoulder to lead a special project. At first we are flattered and honored to be selected but then reality sets in. How can I accomplish this? What resources do I need? Will it be successful? Am I qualified? The short answer is that the person who approached you thinks you are qualified or they would not have selected you. Here are some tips to ensure the success of the initial steps of the project:

Be Clear On the Objective

Make sure you are clear on what success looks like for the project. Do not assume but rather clarify with the leader. This step alone will save a significant amount of time and incorrect assumptions leading to adjustments to the project. You may be given a significant amount of freedom on the project but there is usually a vision of success in the leader’s mind so ensure there is alignment with your vision and their vision.

Prepare

The more you can envision each step of the project and potential pitfalls, the more you can plan to avoid them. The items to think about may be downstream impacts to other teams, departments, processes, etc. Do you need to involve other impacted groups? If so, ensure they are part of the team. Who should be part of the team? What kind of skills and talents are needed for the team? Will you need train the groups or prepare training documents? What are implementation and communication plans?

Create The Plan for Initial Review

Once you’ve created a rough outline of the project along with identification of potential impacts,number of people or departments to involved, etc, review the plan with the leader. The key is that you’re leading the project and the leader is expecting you to speak with confidence and ensuring you’re on the right path. When you’re presenting to the leader, the more you can provide assurance of potential pitfalls and how you plan to avoid them, the more the leader will trust your judgement.

Assemble the Team

Now it’s time to assemble the winning team. You may need to reach out to other departments or teams but ensure to advise their manager first and ask who that manager may recommend. Keeping people informed goes a very long way and avoids unexpected surprises. When you approach a potential project member, make sure to provide a clear overview of the project and potentially their role in the project. You also want to advise of the next steps such as an initial call, provide suggestions by certain date, etc.

 First Meeting With The Group

The first meeting whether in person, conference call or video call should include an overview of the project, what issue the team is trying to solve, the benefits of the project, the timeline and any other pertinent information. Often times, the first meeting is about soliciting ideas and feedback from the group and/or establishing each member’s responsibilities. The first meeting is also about building rapport and collaboration with the various members. At the conclusion of the first meeting, be clear on what the expectations and timelines look like for follow up. Clear expectations avoid miscommunications and confusion. After the conclusion of the meeting, send the minutes along with any necessary documents or links to the group and include follow up items to provide additional clarity and accountability. When you produce minutes and follow up items, you can easily reference this document for follow up meetings which makes it far more productive. The key is to be organized!

Check in Meetings with the Leader

During various stages of the project, it’s best to follow up with the leader BEFORE they ask you about the progress. If there were issues or adjustments, let them know. If there are additional resources that are needed, let them know. If the timeline needs adjusting, let them know. The more proactive you can be during the meeting, the more the leader will trust your judgement.

Being selected to lead a special project is an honor and always leads to invaluable growth and development opportunities.The more we understand what issue we are trying to solve, the benefits and what success looks like, the more successful the project. Clarity, organization and communication are key along with assembling talented groups with clear expectations and accountability. When the door of opportunity opens, walk confidently through it!