Moving a transportation client from stress to confidence

This client needed to submit annual documentation to an agency around the same time every year. For several years prior to hiring my team, this client submitted the documentation late. This had cascading ramifications every year, and everyone in the organization was getting pretty tired of it.

A regular meeting cadence to identify accomplishments, risks, and issues at least every week

A training regimen set up for team members that hadn't previously been involved in the process

Facilitated collaborative sessions between at least two different groups (and some of these personalities really clashed)

A regular project health check-in at least monthly

A log of all the work being done on this project

Executive-level documentation to show the rest of the organization

Beyond the standard issue of having a lot of lists with no accountability, my team found that there wasn't a lot of intra-organization collaboration. This made meeting deadlines much harder since information wasn't shared on time or at all in some cases, and there was a lot of duplicative work. Of course, none of the stakeholders wanted to live like this but it's pretty hard to see past daily work without the help of a project manager to set everything in context.

Lack of ongoing internal documentation also made it tough for our client to express their needs and successes to executive leaders. Imagine doing all this work and not being able to tell C-suite all that you've done! We gave them the documentation -- and over time, the confidence -- to give C-suite the updates they were looking for.

Our clients got quite a bit of documentation:

A suite (5+) of PowerPoint slide decks that they could use for weekly, monthly, or quarterly updates to different teams

Video recordings of training sessions

Written documentation of training sessions

Trello board export

A project plan with timelines and documented decisions, risks, issues, and mitigation plans