A "sense of urgency" means feeling that a matter is pressing and needs to be addressed immediately. It implies a strong awareness that time is of the essence and requires quick action to complete a task or achieve a goal. For a Program Manager, a sense of urgency is essential. With any project, the lead time and budget are crucial when measuring success. Most customers will tell you they want it done immediately for the lowest cost. Managing projects should always take these two requirements into account.
It would be great if people like me could accomplish every project themselves, people who are driven to exceed deadlines and complete projects within budget. However, the difficulty comes when you work with a team with different personalities, strengths, priorities, etc. How does a PM encourage the team to respond with “a sense of urgency” while removing roadblocks and keeping the project on time and within budget?
To encourage others to respond with urgency, you can:
1. Communicate expectations. Status updates to the customer should also be sent to the project team. Everyone needs to be involved and updated.
2. Set clear deadlines and move to meet them, even if that means spending personal time on the project.
3. Discuss roadblocks promptly and develop action/backup plans. Over- communicate if needed to ensure everyone understands and agrees.
4. Lead by example. Do not sit on the sideline and expect others to do the work you yourself are not willing to do. This is a team sport, and we are all in it together.
5. Celebrate achievements. It is vital to encourage innovation and leadership.
6. “Speak the truth in love,” i.e., Be honest but gracious. This is hard for people- pleasers but necessary for growth. There should be no personal attacks. This is not meant to crush the individual but to redirect their course of action for the benefit of the team and project.
Sometimes, completing a project at mock speed isn’t always best. Details may be missed, and quality could be compromised. We need to learn when to take a step back, consider alternatives, and seek advice before making decisions. Once decisions are made, we can apply a “sense of urgency” once again to drive toward completion. The timeline and budget are always in focus, even while working through roadblocks.
