Dealing With Difficult Sponsors

“Working with people is difficult, but not impossible”.

This is a great quote from Peter Drucker, a management expert.  Many people are “difficult” to deal with on our project teams, including nasty behavior patterns that sponsors have been seen doing.  Let’s empower you with some ways to deal with your own sponsors.

Yes, we all can be difficult at times.   We all do things that irk others.   And as a Project Manager, Business Analysis or Team Lead, it is so important to hone your soft people skills to deal with those difficult people on the team.   It is all about people anyways – isn’t it.   And your Sponsor is a very special person on the team that you have got to learn to work with to ensure success.   And yes, this situation brings some political challenges with it as well.

So lets talk about a few DIFFICULT sponsor situations and how you can deal with them.

SPONSOR #1 – shows up to meetings unannounced

• Assume there is a good reason they popped in on your meeting.  Find out what on their mind that they caring about enough to join you for.
• Be sure to share your Agenda with them when they pop in so they know you have things the team must discuss in this meeting.  Sponsors can pop in and often take over a meeting if you don’t keep an eye on things.   You want them to share with the team their thoughts..but ask them politely if you can talk about their topics after you cover the agenda topics.
• Ask them if there is anything they would like to add to the Agenda – they came for a reason.  You need to find out why – so ask them.  Be sure to write it on the board – or type it in the Webinar Sesssion so they see you heard them and it’s on the agenda.

SPONSOR #2 – does not help you remove obsticles to success

The Sponsor typically champions the project and want to see success and results as quickly as possible.  They are also suppose to be protectors…..which means when you have to escalate something to them – they are need to help resolve it.

• Be sure to suggest solutions.  Don’t just complain to your sponsor.  Let them know what you have tried – what worked – what didn’t – and how you need their help.
• Don’t whine.  Your sponsor is typically an executive, and they are pulled in 100 directions, so they need you to get to the point and tell lthem what you need from them.  I have found that the more you whine, it is like the “boy that cried wolf”….they will just ignore you.   When you need them as an ally.

SPONSOR #3 – underminds your work behind your back and then blames you

You don’t think this happens?   It sure does.  There are insecure people that are fear-driven in this world, and sponsors can be one of them you will need to deal with.  So what can you do?

• Stay in constant contact with them.  Like popping into their office now and then.  Calling them up if they are virtual from you.
• Keep good notes and document everything.  Share them publically – they are usually your only ammunition if a complaint is filed.

SPONSOR #4 – doesn’t make themselves accessable or available to you

• The secret is getting on their radar by getting in their calendar.
• Establish a routine for communication with them, and stick to it.
• Setup a weekly 15-30 minute meeting with them and share progress on your goals with them.
• Maximise your time with them – be prepared.   Think and talk in headlines, summing up what decisions they need to make, or direction they need to give and get out. It might take more effort on your part, but your manager will respect you for it.

SPONSOR #5 – likes to be in control of the project – the team – and you

This happens often.  Another fear-driven action from people that thing their way is the only way for success.  What’s driving this behaviour? Usually it’s anxiety about failing or making mistakes, and micro-managing tasks gives them a reassuring feeling that the correct steps are being taken. Since this is pretty common, let me give you a bunch of stuff you can use in this situation:

• Set specific goals and set a time you will complete or deliver it.
• Send updates on your progress – to help prevent them from constantly checking up with you.
• Provide that reassurance by detailing the steps you’ve taken or plan to take – who’ve you’ve spoken to and how you’ve assessed and addressed any risks.
• Ask them for advice. People like to participate in decision-making, especially some sponsors.  So hear them out and thank them for their input – they actually could have some good input.  They are affected by your decisions – so involve them – it doesn’t meanyou are givin up your right to decide.  By consulting them – they feel you see them as important.  And many times these controlling sponsors feel insecure. So let them feel important – they are.
• Keep thorough notes & bring them out when they want to challenge things
• Do not send a partially complete goal – it will open up negotiations for control all over.
• Deliver on time and remind them you have met the goals set.  Do what you said you would, build trust, and they might start leaving you alone.

IN CLOSING…

DON’t BE AFRAID – not all sponsors are like this.  But these things do happen and now you have some ways to deal with them.  If you remember nothing else – remember it is all about people.

GOOD RELATIONS – Developing good relations with your sponsor is so very important.  And although difficult sponsors are challenging to do this with – it is worth the challenge to tackle and try.

LISTEN – We can’t deal effectively with difficult people unless we understand them.  If you noticed – listening and understanding your sponsor is a critical element in effectively dealing with difficult sponsors.

PRAISE GOOD BEHAVIOR – yes, even your bosses and sponsors likes a pat on the back.   Watch for it and give them deserved praise.

** ProjectSmart covers 3 other types of sponsors and how you can deal with them effectively.   CLICK-HERE to read their article.  It is great.  ProjectSmart is a great project management resource helping managers at all levels to improve their performance.

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SHARE YOUR COMMENTS….I’d love to hear what other types of sponsor’s you might have had to deal with…..what you did about them and how it turned out.  Everyone can brainstorm how you can improve “next time” – because there will be a “next time”.

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