We have committed a one month timeline to the client for a project delivery. We needed some data from the client for meeting this dead line. We have emailed the requirement before timeline commitment. It has been 3 weeks and the client has not sent the data, but we have not done any follow-up on it as well. We are delayed on the project delivery. How do I communicate this with the internal and external stake holders as a project manager?

  • Should I apologize for not following up? No. They'll make it your fault. Start chasing your client contact daily and cc your internal stakeholders. If you have no adequate response, ask internally which other client contacts should be copied in. – Justin Sep 4 '19 at 12:13
  • And point 4 [deleted] - if your developers create dummy data, make certain you have the correct spec, if necessary asking the client to review a sample of your data and confirm in writing that it's correct. – Justin Sep 4 '19 at 12:14
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    Hopefully you had a clause in the contract that cancels any penalty clause if the client does not deliver data crucial to the project. – Solar Mike Sep 4 '19 at 12:45
  • When you requested the data, did you let the client know what the delivery deadline was? I'd typically add that to my project risks adding each day past that deadline will add 1 day to the project timeline. – Laconic Droid Sep 5 '19 at 1:45

How do I communicate this with the internal and external stake holders as a project manager?

First, you need to follow up with the client and get the required data. After you have acquired this data, speak with all the stake holders and let them know that the project will not be completed by the current timeline and propose a new timeline.

In the future, do not commit to a timeline when you do not have all of the requirements ready or at least factor in the time required to gather all the requirements into the timeline. The other thing you should do, especially for critical roadblocks, is to follow up with requests. Three weeks is a ridiculous amount of time to let pass without a followup. Learn your lessons from this project so that you can avoid making these same mistakes again.

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