Actor: Questions to Ask in Week 1 (Checklist)

What to Ask in Week 1 as a Actor

Starting a new Actor role? Don’t just focus on introductions. This is about establishing yourself as someone who drives results from day one. By the end of this article, you’ll have a checklist of questions to ask, a script for your initial stakeholder meetings, and a framework for prioritizing your first-week tasks—so you can hit the ground running and demonstrate immediate value. This is about setting yourself up for success, not just going through the motions.

What You’ll Walk Away With

A 20-item checklist of questions to ask across stakeholders (clients, vendors, internal teams).
A copy/paste script for your first stakeholder meeting to set expectations and gather critical information.
A prioritization framework to focus on high-impact activities and avoid common first-week pitfalls.
A ‘quiet red flags’ list to identify potential project risks early on.
A language bank of phrases that demonstrate proactive ownership and problem-solving.
A 7-day proof plan to quickly showcase your value and build trust.

The Key: Proactive Inquiry, Not Passive Observation

The first week is your chance to set the tone and demonstrate your value. Don’t just sit back and observe; actively seek information and identify areas where you can contribute. Many new hires spend the first week passively absorbing information. A strong Actor uses this time to ask targeted questions that reveal critical insights.

Checklist: Questions to Ask in Your First Week

These questions are designed to uncover potential risks, understand stakeholder expectations, and identify opportunities for improvement. Use this checklist to guide your initial conversations. Remember to adapt these to your specific context.

What are the top 3 priorities for this project/program? (Purpose: Understand the strategic focus. Output: A clear understanding of the most critical goals.)
What are the biggest challenges you’re currently facing? (Purpose: Identify potential roadblocks and areas for immediate impact. Output: A list of potential issues to address.)
What key performance indicators (KPIs) are used to measure success? (Purpose: Align your efforts with measurable outcomes. Output: A list of KPIs and their current performance levels.)
Who are the key stakeholders, and what are their expectations? (Purpose: Build relationships and manage expectations effectively. Output: A stakeholder map with identified needs and concerns.)
What is the current budget, and how is it allocated? (Purpose: Understand financial constraints and opportunities. Output: A high-level overview of the budget and its key components.)
What is the project timeline, and what are the critical milestones? (Purpose: Identify potential schedule risks and dependencies. Output: A timeline with key milestones and deadlines.)
What are the biggest risks to the project, and how are they being mitigated? (Purpose: Proactively identify and address potential problems. Output: A risk register with identified risks and mitigation strategies.)
What communication protocols are in place, and how often are stakeholders updated? (Purpose: Ensure effective communication and transparency. Output: An understanding of the communication plan and its frequency.)
What are the decision-making processes, and who has the authority to make key decisions? (Purpose: Understand the governance structure and decision-making authority. Output: A clear understanding of the decision-making process and key decision-makers.)
What tools and technologies are being used, and are there any training resources available? (Purpose: Familiarize yourself with the technology stack and identify any training needs. Output: A list of tools and technologies and available training resources.)
What is the process for managing change requests, and how are they evaluated? (Purpose: Understand the change management process and its impact on the project. Output: An understanding of the change management process and its criteria.)
What is the vendor management process, and how are vendor performance and SLAs monitored? (Purpose: Understand vendor relationships and performance expectations. Output: An understanding of the vendor management process and key SLAs.)
What are the reporting requirements, and how often are reports submitted? (Purpose: Understand reporting requirements and timelines. Output: A list of reporting requirements and deadlines.)
What is the process for escalating issues, and who should be contacted? (Purpose: Understand the escalation process and key contacts. Output: An understanding of the escalation process and key contacts.)
What are the lessons learned from previous projects, and how are they being applied? (Purpose: Learn from past experiences and avoid repeating mistakes. Output: A list of lessons learned and their application.)
What are the compliance requirements, and how are they being met? (Purpose: Ensure compliance with relevant regulations and standards. Output: An understanding of compliance requirements and their implementation.)
What is the process for managing project documentation, and where is it stored? (Purpose: Understand documentation management and access. Output: An understanding of documentation management and storage.)
What are the internal team dynamics, and how can I best contribute? (Purpose: Build relationships and integrate into the team effectively. Output: An understanding of team dynamics and potential contribution areas.)
What are the opportunities for professional development and growth within the organization? (Purpose: Understand growth opportunities and plan for career advancement. Output: An understanding of professional development opportunities.)
What are the company’s values and culture, and how are they reflected in the workplace? (Purpose: Understand the company culture and align your behavior accordingly. Output: An understanding of company values and their manifestation.)

Script: Initial Stakeholder Meeting

Use this script as a starting point for your initial stakeholder meetings. Adapt it to your specific context and the individual you’re meeting with. The goal is to establish yourself as proactive, informed, and focused on delivering results.

Use this when meeting a key stakeholder for the first time.

Hi [Stakeholder Name], thanks for taking the time to meet with me. I’m excited to be joining the team and working on [Project Name]. To get started, I’d like to understand your perspective on a few key areas. Specifically, I’m interested in:

What are your top priorities for [Project Name]?

What are the biggest challenges you see us facing?

How do you measure success for this project?

I also want to understand how I can best support you and your team. I’m committed to being a proactive and effective Actor, and I’m eager to contribute to the success of [Project Name].

Prioritization Framework: Focus on High-Impact Activities

Not all tasks are created equal. Use this framework to prioritize your activities in the first week. Focus on gathering critical information, building relationships, and identifying quick wins.

Schedule initial stakeholder meetings. (Purpose: Build relationships and gather information. Output: A calendar of meetings with key stakeholders.)
Review project documentation. (Purpose: Understand the project scope, timeline, and budget. Output: A summary of key project documents.)
Identify potential risks and issues. (Purpose: Proactively address potential problems. Output: A risk register with identified risks and mitigation strategies.)
Identify quick wins. (Purpose: Demonstrate value and build trust. Output: A list of tasks that can be completed quickly and effectively.)
Communicate your findings and recommendations. (Purpose: Share your insights and demonstrate your expertise. Output: A summary of your findings and recommendations.)

Quiet Red Flags: What to Watch Out For

Pay attention to these subtle warning signs that can indicate potential problems. Identifying these early can help you avoid major issues down the road.

Vague or undefined project goals. (Indicates a lack of clear direction and potential for scope creep.)
Lack of stakeholder alignment. (Indicates potential conflicts and communication breakdowns.)
Unrealistic timelines or budgets. (Indicates potential schedule delays and cost overruns.)
Poor communication and transparency. (Indicates potential for misunderstandings and mistrust.)
Resistance to change or new ideas. (Indicates potential for stagnation and lack of innovation.)
Lack of documentation or knowledge sharing. (Indicates potential for information silos and knowledge loss.)
Blame culture or lack of accountability. (Indicates potential for finger-pointing and lack of ownership.)
High employee turnover. (Indicates potential for underlying issues and instability.)

Language Bank: Phrases That Demonstrate Ownership

Use these phrases to communicate your proactive approach and commitment to delivering results. These phrases demonstrate that you are taking ownership and actively seeking solutions.

“To ensure we’re aligned, can you clarify…?”
“Based on my initial assessment, I recommend we focus on…”
“To mitigate this risk, I propose we implement…”
“To ensure transparency, I will provide regular updates on…”
“To drive efficiency, I suggest we streamline…”
“To maximize value, I recommend we prioritize…”
“I’m committed to delivering results on time and within budget.”
“I’m eager to learn more about the challenges you’re facing and how I can contribute to solutions.”
“I’m proactive in identifying potential risks and developing mitigation strategies.”
“I communicate effectively with stakeholders to ensure alignment and transparency.”
“I’m a strong problem-solver and I’m committed to finding creative solutions.”
“I’m a team player and I’m eager to collaborate with others to achieve common goals.”
“I’m results-oriented and I’m focused on delivering measurable outcomes.”
“I’m committed to continuous improvement and I’m always looking for ways to enhance efficiency and effectiveness.”
“I’m a strong advocate for best practices and I’m committed to implementing them on my projects.”

7-Day Proof Plan: Showcase Your Value Quickly

This plan outlines specific actions you can take in your first week to demonstrate your value and build trust. Focus on identifying quick wins and communicating your findings effectively.

Day 1: Schedule initial stakeholder meetings. (Artifact: Calendar invites.)
Day 2: Review project documentation. (Artifact: Summary of key project documents.)
Day 3: Identify potential risks and issues. (Artifact: Risk register with identified risks.)
Day 4: Identify quick wins. (Artifact: List of tasks that can be completed quickly.)
Day 5: Complete a quick win. (Artifact: Completed task and documented results.)
Day 6: Communicate your findings and recommendations. (Artifact: Summary of findings and recommendations.)
Day 7: Follow up with stakeholders and address any questions. (Artifact: Email correspondence with stakeholders.)

FAQ

Frame your questions as a way to help them achieve their goals. Emphasize that you’re there to support them and make their job easier. Build trust by actively listening and demonstrating that you understand their challenges. Offer to share your expertise and insights to build credibility.

How do I handle conflicting priorities from different stakeholders?

Acknowledge the conflicting priorities and facilitate a discussion to find common ground. Identify the underlying goals and objectives of each stakeholder and look for ways to align them. Use data and evidence to support your recommendations and help stakeholders make informed decisions. Escalate to a higher authority if necessary to resolve the conflict.

What if I identify a major risk or issue in my first week?

Document the risk or issue clearly and concisely. Communicate it to the appropriate stakeholders promptly. Propose potential solutions and mitigation strategies. Offer to take ownership of resolving the issue. Follow up regularly to ensure that the issue is being addressed effectively.

How do I balance asking questions with taking action?

Prioritize your questions based on their potential impact on the project. Focus on gathering the most critical information first. Identify quick wins that can be completed quickly and effectively. Communicate your progress and accomplishments to stakeholders to demonstrate your value. Continuously balance asking questions with taking action throughout your first week.

What if I don’t have all the answers to stakeholders’ questions?

Be honest and transparent about your limitations. Acknowledge that you’re still learning and ask for clarification or guidance. Offer to research the question and provide an answer later. Follow up promptly with the information once you have it. Demonstrate a willingness to learn and grow.

How do I build relationships with team members in a remote environment?

Schedule virtual coffee chats or informal meetings to get to know your team members personally. Use video conferencing to create a more personal connection. Actively participate in team discussions and share your ideas. Be responsive to messages and emails. Offer to help your team members with their tasks. Show genuine interest in their work and their well-being.

What’s the best way to handle pushback from stakeholders?

Listen actively to their concerns and acknowledge their perspective. Understand the reasons behind their pushback. Present your recommendations in a clear and concise manner, supported by data and evidence. Be prepared to compromise and find mutually agreeable solutions. Maintain a professional and respectful demeanor throughout the discussion.

How senior should my questions be?

Your questions should reflect the level of responsibility you’re expected to handle. If you’re a senior Actor, ask about broader strategic goals, long-term risks, and opportunities for innovation. If you’re a junior Actor, focus on understanding the day-to-day tasks, project processes, and team dynamics. Adapt your questions to your role and responsibilities.

What if the project is already behind schedule or over budget?

Acknowledge the situation and express your commitment to helping get the project back on track. Analyze the root causes of the delays or cost overruns. Propose a recovery plan with specific actions and timelines. Communicate the recovery plan to stakeholders and track progress regularly. Be transparent about the challenges and potential risks.

How do I avoid overwhelming stakeholders with too many questions?

Prioritize your questions and focus on the most critical areas. Group similar questions together to streamline the conversation. Be respectful of stakeholders’ time and keep your meetings concise and focused. Provide a clear agenda beforehand and stick to it. Summarize key takeaways and action items at the end of each meeting.

Is it okay to ask “stupid” questions?

It’s always better to ask a question and clarify something than to make a mistake based on assumptions. Frame your questions in a way that shows you’ve done some research and are trying to understand the context. If you’re unsure about something, it’s likely that others are too. Asking the question can benefit the entire team.

What if I disagree with the project’s direction?

Express your concerns respectfully and constructively. Present your alternative perspective with supporting data and evidence. Focus on the potential benefits of your approach. Be open to considering other perspectives and finding a compromise. Ultimately, support the team’s decision, even if you disagree with it.

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