You're facing IT vendor promises of unrealistic timelines. How do you navigate the expectations?

1 Assess Claims

When an IT vendor offers you a timeline that seems unrealistic, the first step is to assess the validity of their claims. Examine their track record and ask for specific examples of similar projects they've completed on time. It's important to understand the scope of your project and compare it to those examples. If a vendor can't provide evidence of their ability to deliver as promised, this is a red flag. Always remember, if something sounds too good to be true, it probably is.

2 Define Milestones

Once you've assessed the vendor's claims, work with them to define clear milestones and deliverables. This will help you monitor progress and hold the vendor accountable. Milestones should be specific, measurable, achievable, relevant, and time-bound (SMART). They should also be agreed upon by both parties to ensure that expectations are aligned. Regular check-ins at each milestone can provide you with an early warning if the project is deviating from the timeline.

3 Manage Risks

Risk management is a critical aspect of dealing with IT outsourcing. Identify potential risks that could cause delays and discuss them with your vendor. Establish contingency plans for each risk, and make sure that there are clear strategies in place to mitigate them. This proactive approach will help you manage expectations and prepare for any eventualities that may affect the project timeline.

4 Communicate Clearly

Clear communication is the cornerstone of any successful outsourcing relationship. Ensure that there is a defined communication plan in place, detailing how often you will meet, who will be involved, and what will be discussed. This regular communication will help you stay informed about the project's progress and address any issues that may arise promptly. Transparency from both sides is key to navigating expectations and timelines.

5 Negotiate Terms

If a timeline seems unrealistic, it's important to negotiate terms that are fair and achievable. Be prepared to discuss what is possible within the given timeframe and what might require additional time. It's better to agree on a realistic deadline than to face disappointment later. Remember, the goal is to establish a partnership with your vendor that is based on mutual trust and understanding.

6 Monitor Progress

Finally, actively monitor the project's progress against the agreed-upon timeline. Use project management tools or regular status meetings to keep track of milestones and deliverables. If you notice the project is lagging, address the issue immediately with your vendor. Timely intervention can help get things back on track without significant delays.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?