Review Roles

Steering an effective Project Review requires a myriad of roles. More often than not, the project manager generally allocates each position—whether it be an individual to fulfil multiple roles or a specific role assigned to a particular person.

Ultimately the individuals involved will vary depending on the nature of the review and the organisation's practices. Here are some typical roles and their involvement in the review process:

Project Manager: The project manager plays a central role in the review process. They facilitate the review, provide project updates and insights, address questions and concerns, and ensure the team meet review objectives.

Project Team Members: Team members actively involved in the project contribute their perspectives, experiences, and insights during the review. They provide information on their assigned tasks, progress, challenges encountered, and suggestions for improvement.

Project Sponsor/Stakeholders: Project sponsors and key stakeholders participate in the review to provide input, assess project progress, and ensure alignment with business objectives. They may offer guidance, provide feedback, and make decisions based on the review outcomes.

Subject Matter Experts: Depending on the nature of the project, subject matter experts may be involved in the review. They bring their specialised knowledge and expertise to assess specific aspects of the project, provide technical insights, and offer recommendations.

Governance Board/Committee: In organisations with established governance structures, the governance board or committee representatives may be involved in the review process. They will oversee the project's adherence to organisational policies, provide guidance, and ensure compliance with governance frameworks.

Independent Reviewers: For some reviews, organisations may bring in external or independent reviewers to objectively assess the project. These reviewers can offer an unbiased perspective, evaluate project performance, and provide recommendations based on their expertise.

Project Management Office (PMO): If an organisation has a PMO, representatives from the PMO may be involved in the review process. They ensure compliance with project management methodologies, provide project management guidance, and contribute to the review's overall effectiveness.

The Project Review Team

The project review team is the driving force behind a project review—meeting with project leaders and their teams, they analyse, discuss and evaluate the success of a project.

A thorough review is delivered by benchmarking the project against specific measures. Criteria may include achieving business goals, whether or not company processes and strategies were adhered to, and the ultimate measure: were stakeholders satisfied?

When Do You Do a Review for a CEO vs a Project Team?

Reviews for CEOs and project teams serve different purposes and are conducted at different times during the project lifecycle. Here's a breakdown of when each type of review is typically conducted:

Review for a CEO

A review for a CEO is typically conducted at crucial project milestones or critical decision points to overview the project's progress, significant accomplishments, challenges, risks, and overall alignment with organisational objectives. It may, for instance, occur at the following times:

1. Project Initiation: At the start of the project, a review may be conducted to present the project's goals, objectives, and strategic importance to the CEO. This review seeks to gain buy-in and support from the CEO and secure necessary resources for the project.

2. Major Milestones: Reviews may be conducted when significant milestones are achieved, such as the completion of a project phase or the delivery of critical project outcomes. These reviews provide the CEO with an update on project progress, achievements, and risks, enabling them to make informed decisions and provide guidance.

3. Budget or Resource Approval: When seeking approval for additional budget, resources, or strategic changes to the project, a review may be conducted to present the case to the CEO. This review aims to gain the necessary approvals and ensure the CEO's alignment with the project's direction.

Review for a Project Team

A review for a project team is conducted more frequently throughout the project lifecycle to assess progress, address challenges, and promote continuous improvement. It involves evaluating the team's performance, project deliverables, adherence to timelines, and collaboration. The team review may occur at the following times:

1. Regular Progress Reviews: These reviews are conducted periodically (e.g., weekly, bi-weekly, or monthly) to monitor the project's progress, identify and address issues, and provide feedback to the project team. They help keep the team on track, maintain communication, and foster collaboration.

2. Milestone Reviews: When reaching project milestones, the project team conducts reviews to evaluate the completion of deliverables, assess their quality, and ensure alignment with project objectives. These reviews help celebrate achievements and identify any necessary adjustments for future phases.

3. Lessons Learned and Post-Implementation Review: At the end of the project, a review is conducted to capture lessons learned, document best practices, and identify areas for improvement in future projects. This review involves the project team reflecting on their experiences and sharing insights to enhance future project performance.