Managing a Sponsor Change

The relationship between the sponsor and project manager is so critical that a change of sponsor is very disruptive. If you end up with a new sponsor, quickly establish rapport with them with the following steps.

• Confirm the sponsor’s knowledge of the project. Always have a one-page project summary ready and review it with your new sponsor. Doing so highlights your organizational capability as well as brings your sponsor up to speed. Review outstanding support commitments from your prior sponsor (such as helping you obtain a key resource.) Your new sponsor may have different perspectives on those commitments so be prepared to discuss their rationales and consider alternatives your new sponsor may propose.
• Establish expectations of project management. Based on their perceived needs and preferences, sponsors have different expectations of project managers. Ask about your sponsor’s preferred method for receiving status information (written or verbal), and how they want you to alert them to issues that arise. Clarify the role they want to play in project-related decision-making and what you can decide independently as the PM. If you have a formal project charter in place, review the responsibilities section to guide the conversation. Be ready to adjust to suit your sponsor.
• Clarify your sponsor’s desired level of detail. Senior leaders often have distinct preferences about the level of information they receive. Some want high points, while others prefer to delve into the details. Ask your new sponsor for their overall preference regarding information they receive and if there are exceptions. For example, they may be happy with high-level information but want details about your response actions to address a critical issue.
• Confirm project success criteria. Your new sponsor’s perception of success may differ from their predecessor’s. Some sponsors emphasize meeting deadlines, while others are more patient to ensure that the project produces the highest quality deliverables. Review your success criteria and the priority of the triple constraints (scope, cost, and time) with your new sponsor. Tailor your plans as necessary if your sponsor wants to change priorities, but don’t forget to lodge a change request for approval when doing so!

What other tips do you have for building a relationship with a new sponsor? Share them with us in the comments section!

For more about project sponsors, check out my Project Management Foundations course.

Coming Up

I’m updating my Project Management Foundations course. Look for it in Fall 2022.