Design a seamless Transition from Sales to Delivery

Transition from Sales to Delivery

 

 

Introduction

 

Starting your project right is the key to a successful execution! More so, when the project value is high, the risks of setting off on a wrong foot can have catastrophic consequences! What should a project manager do? The image above gives a clear idea of what the entire activity entails. What checks and balances need to be validated to move forward successfully? We will explore how to transition from sales to delivery in the following blog.

The good news is that your organization has won the project. Now it is time to deliver what you have promised to your customer. The following list is a good starting point for you to check and ensure you are on the right path.

 

The Process

 

Prepare a PMO setup checklist

 

Setting up a Project Management Office (PMO) involves several essential elements to ensure its effectiveness and efficiency in supporting projects and the overall organizational goals. For transition from sales to delivery it is imperative to have a good PMO in place. If you have a PMO already established, well and good. However, if it is not present, here are some guidelines, checklist for establishing a PMO

• Clearly articulate the PMO’s objectives, mission, and scope of responsibilities. Determine the types of projects the PMO will support and the level of involvement in project governance.
• Define the PMO’s reporting lines, roles, and responsibilities within the organization. Identify key stakeholders and decision-makers involved in the PMO’s oversight.
• Appoint a capable and experienced PMO leader who will be responsible for overseeing PMO activities and coordinating with project managers and stakeholders.
• Create a PMO charter that outlines the PMO’s purpose, authority, and operating principles. Establish a project management framework that includes methodologies, processes, and tools to be used across projects.
• Determine the staffing and resource needs for the PMO, including project managers, support staff, and any required tools or technologies.
• Create standardized project management templates for project initiation, planning, execution, monitoring, and closure. These templates should promote consistency and best practices across projects.
• Define the reporting requirements and frequency for projects in the PMO’s portfolio. Ensure that project status, risks, issues, and performance metrics are regularly communicated to stakeholders.
• Identify key performance indicators (KPIs) and metrics to measure the PMO’s effectiveness and project success. These may include project delivery time, budget adherence, customer satisfaction, and resource utilization.
• Develop a risk management process to identify, assess, and mitigate project risks. Establish protocols for escalating and managing high-priority risks.

 

Additionally, Define and organize

 

1. Create Lessons Learned Repository

• • Establish a system for capturing and documenting lessons learned from completed projects. Leverage this knowledge to improve project performance and avoid repeating mistakes.

2. Define Training and Development

• • Plan training programs and workshops to enhance project management skills for team members and project stakeholders.

3. Foster Collaboration and Communication

• • Set up channels for collaboration and communication among project teams, stakeholders, and the PMO to foster effective project coordination.

4. Conduct Launch Meeting

• • Host a launch meeting to introduce the PMO to the organization and stakeholders, communicate its purpose and goals, and address any questions or concerns.

5. Continuously Review and Improve

• • Establish a process for ongoing review and improvement of the PMO’s operations, methodologies, and performance.

 

Having a robust PMO office will go a long way in ensuring the success of your project.

Courtesy – www.dillbert.com

Inputs to the “Transition from sales to delivery”

 

The following the 6 key documents that one needs to have in place for a successful Transition from sales to delivery

• Response to Request for Proposal (RFP)

• Signed Statement of Work (SOW)

• Pricing Worksheet (A spreadsheet that showcases the mechanism you have arrived at calculating costs including risks, resource costs, margins, etc.,)

• Master Service Agreement

• Relationship Map of the customer to understand the internal dynamics of their organization

• Background documents (A summary prepared by the sales teams, on observations, negotiations and any other information that can be referenced in the future to understand the customer better)

 

Conducting the Sales to Delivery meeting

 

What should the Transition from Sales to Delivery meeting template capture? It is important to record everything in this meeting for future references.

• Date, time, and location of the meeting.
• Attendees’ names and roles (sales representatives, project managers, delivery team members, etc.).
• A brief introduction to the meeting and its purpose: to facilitate the handover of the project from sales to delivery.
• An overview of the project, including the project name, client information, project scope, objectives, and key deliverables.
• A summary of the sales process, detailing the client’s requirements, expectations, and any specific commitments made during the sales phase.
• Key points discussed with the client during the sales process, including client expectations, priorities, and any agreed-upon terms or timelines.
• A discussion to ensure the delivery team’s understanding of the project scope and objectives, addressing any ambiguities or potential risks.
• Transfer of all relevant client documentation, communication history, and important contact details to the delivery team.
• A review of the project plan, milestones, and timeline established during the sales phase, with any updates or adjustments if needed.
• Identification and allocation of team members from the delivery team who will be responsible for executing the project.
• Risks and Mitigation Strategies
  • Discussion of potential risks identified during the sales process and the corresponding mitigation strategies.
• Communication Plan
  • Establishment of an internal and external communication plan to keep all stakeholders informed throughout the project lifecycle.
• Q&A and Clarifications
  • An opportunity for the delivery team to ask questions, seek clarifications, and address any concerns regarding the project handover.
• Next Steps and Responsibilities
  • Clearly define the next steps, including the responsibilities of both the sales and delivery teams, to ensure a seamless transition.
• Closing and Follow-up
  • A summary of key action items and a brief conclusion to the meeting. Set a date for any necessary follow-up meetings.
• Attachments
  • Attach any relevant documents, such as the project proposal, contract, or client-specific requirements.

 

The Transition from Sales to Delivery Meeting template serves as a structured guide to ensure that critical information is shared effectively and that both teams are aligned for successful project execution. It fosters a collaborative environment and minimizes the risk of miscommunication or missed expectations during the handover process.

 

 

Reference

 

Pricing Worksheet

 

Every organization should develop their own pricing worksheet based on their actual costs, expertise, demographics etc., Here is a list of information that is typically captured in a Pricing Worksheet. You can build one using a spreadsheet using the following parameters. You can find one here to refer.

• Project Overview
  • Basic details about the project, such as project name, description, and key objectives.
• Scope of Work
  • A clear outline of the project’s deliverables, tasks, and activities.
• Resource Costs
  • An itemized list of resources required, including personnel (developers, designers, analysts, etc.) and their respective hourly rates or salaries.
• Hardware and Software Costs
  • Detailed breakdown of costs associated with purchasing or leasing hardware and software needed for the project.
• Third-Party Services and Licenses
  • Costs related to outsourcing certain tasks or obtaining licenses for specific tools or services from third-party vendors.
• Travel and Accommodation Expenses
  • If the project involves travel or off-site work, this section would include estimated travel costs, accommodation expenses, and related allowances.
• Contingency Budget
  • An additional budget set aside for unexpected costs or changes during the project’s execution.
• Project Timeline
  • A timeline or schedule indicating the duration of the project and the estimated start and end dates for each phase.
• Labor Hours Estimate
  • The total estimated number of hours required for each resource to complete their respective tasks.
• Subtotal Costs
  • Calculations for subtotals based on resource costs, hardware/software expenses, third-party services, etc.
• Overhead and Administrative Costs:
  • Any additional indirect costs related to the project, such as office space, utilities, administrative support, etc.
• Profit Margin
  • The desired profit margin or markup percentage applied to the total project costs.
• Total Project Cost
  • The sum of all costs, including labor, materials, overhead, and profit margin.
• Pricing and Billing Model
  • The pricing model used for invoicing clients, such as fixed-price, time and materials (T&M), or cost-plus pricing.
• Terms and Conditions
  • Any specific terms and conditions related to the pricing and payment schedule, such as milestones or payment installments.
• Cost Justification and Assumptions
  • Any supporting documentation or assumptions made during the cost estimation process.

 

Authored by Vijay Chander – All rights reserved – 2023