What to Ask in Week 1 as a Custodian
Starting a new Custodian role? Don’t waste time on generic introductions. This is about hitting the ground running. In the next few minutes, you’ll build a prioritized question list, a stakeholder mapping template, and a risk assessment checklist – so you can add value from day one and avoid early missteps.
What you’ll walk away with
- A 10-question checklist to prioritize your learning and uncover critical project risks in your first week.
- A stakeholder influence map template to identify key decision-makers and potential roadblocks.
- A ‘quiet red flags’ list to spot subtle warning signs that could derail projects.
- A communication cadence plan for setting clear expectations with stakeholders.
- A risk assessment checklist to identify potential project threats and mitigation strategies.
- Exact email scripts for initiating conversations with key stakeholders.
- A framework for prioritizing competing demands and setting realistic expectations.
The First Week: Don’t Just Observe, Act
Your first week as a Custodian is a critical period for establishing yourself and understanding the project landscape. This isn’t just about observing; it’s about actively gathering information and building relationships. This is about setting the tone for how you’ll operate: proactive, informed, and in control. This is about showing you are a Custodian from day one, not just a project manager.
What This Is (and Isn’t)
- This is: A focused guide on what to *ask* and *do* in your first week as a Custodian.
- This isn’t: A generic onboarding checklist. We’re diving into specific, role-relevant actions.
10 Questions to Ask in Your First Week
These questions are designed to quickly uncover key project details, potential risks, and stakeholder expectations. Prioritize these in your first conversations to get a head start on managing the project effectively.
- What are the top 3 priorities for this project in the next quarter? Purpose: Understand immediate objectives. Output: List of key focus areas.
- What are the biggest risks to the project’s success? Purpose: Identify potential roadblocks early. Output: Initial risk assessment.
- Who are the key stakeholders, and what are their expectations? Purpose: Understand stakeholder needs and potential conflicts. Output: Stakeholder map.
- What is the current project budget, and what are the key cost drivers? Purpose: Understand financial constraints. Output: Budget overview.
- What is the project timeline, and what are the critical milestones? Purpose: Understand schedule constraints. Output: Timeline overview.
- What is the change control process, and who has the authority to approve changes? Purpose: Understand how changes are managed. Output: Change control process overview.
- What reporting cadence is expected, and what KPIs are tracked? Purpose: Understand performance metrics. Output: Reporting requirements overview.
- What tools and systems are used to manage the project? Purpose: Understand project management infrastructure. Output: List of key tools.
- What is the communication plan, and how are stakeholders kept informed? Purpose: Understand communication protocols. Output: Communication plan overview.
- What are the biggest challenges you’ve faced on this project so far? Purpose: Learn from past experiences. Output: List of past challenges and lessons learned.
Stakeholder Influence Map: Identify Key Players
Understanding stakeholder influence is critical for navigating project politics. Use this template to map stakeholders and their level of influence and support.
Use this when mapping key stakeholders and their influence on the project.
Stakeholder: [Name/Title]
Influence Level: High/Medium/Low
Support Level: High/Medium/Low
Key Expectations: [List expectations]
Communication Cadence: [Frequency/Method]
Email Script: Initiate Key Conversations
Use this script to initiate conversations with key stakeholders and gather initial information. Tailor it to the specific stakeholder and their role.
Use this to reach out to stakeholders in your first week.
Subject: Introduction and Project Overview
Hi [Stakeholder Name],
I’m [Your Name], the new Custodian for the [Project Name] project. I’m excited to join the team and contribute to its success.
In my first week, I’m focusing on getting a solid understanding of the project’s goals, risks, and key stakeholders. I’d appreciate the opportunity to chat with you briefly about your expectations for the project and any insights you might have.
Would you be available for a quick call sometime next week? Please let me know what time works best for you.
Thanks, and I look forward to speaking with you.
Best regards,
[Your Name]
Quiet Red Flags: Subtle Signs of Trouble
These red flags are often overlooked but can signal deeper problems within the project. Be alert for these warning signs in your first week.
- Vague project goals: Lack of clear, measurable objectives. Fix: Work with stakeholders to define specific goals.
- Unrealistic timelines: Overly optimistic schedules with no buffer. Fix: Review the timeline and identify potential delays.
- Unclear roles and responsibilities: Ambiguity about who is responsible for what. Fix: Define roles and responsibilities using a RACI matrix.
- Lack of stakeholder alignment: Conflicting priorities and expectations among stakeholders. Fix: Facilitate stakeholder alignment workshops.
- Poor communication: Inconsistent or infrequent communication among team members. Fix: Establish a clear communication plan.
- Scope creep: Uncontrolled expansion of the project scope. Fix: Implement a strict change control process.
- Budget overruns: Spending exceeding the allocated budget. Fix: Review the budget and identify cost-saving opportunities.
- Resource constraints: Insufficient resources to complete the project. Fix: Advocate for additional resources.
- Lack of risk management: No formal process for identifying and mitigating risks. Fix: Implement a risk management plan.
- Poor documentation: Inadequate or outdated project documentation. Fix: Update and maintain project documentation.
Communication Cadence Plan: Set Expectations Early
Establish a clear communication cadence with stakeholders to keep them informed and engaged. This plan should outline the frequency, method, and content of project updates.
Use this when setting expectations with stakeholders regarding project updates.
Stakeholder: [Name/Title]
Frequency: Daily/Weekly/Monthly
Method: Email/Meeting/Report
Content: [Key updates, KPIs, risks, issues]
Risk Assessment Checklist: Identify Potential Threats
Proactively identify potential risks to the project and develop mitigation strategies. Use this checklist to assess potential threats and their impact.
Use this when assessing project risks.
Risk: [Description of the risk]
Probability: High/Medium/Low
Impact: High/Medium/Low
Mitigation Strategy: [Action to reduce the risk]
Owner: [Person responsible for mitigation]
Prioritization Framework: Managing Competing Demands
As a Custodian, you’ll face competing demands. Use this framework to prioritize tasks and set realistic expectations.
- Urgent and Important: Do these tasks immediately.
- Important but Not Urgent: Schedule these tasks for later.
- Urgent but Not Important: Delegate these tasks if possible.
- Neither Urgent nor Important: Eliminate these tasks.
If You Only Do Three Things…
If you’re overwhelmed, focus on these three actions in your first week. These will give you the biggest return on investment.
- Ask the 10 key questions: Gather critical project information.
- Map your stakeholders: Understand influence and expectations.
- Identify quiet red flags: Spot potential problems early.
FAQ
What if I don’t have all the answers to these questions in my first week?
That’s perfectly fine. The goal is to start the conversation and show initiative. Follow up with stakeholders as needed to gather more information. The act of asking demonstrates your proactive approach and desire to understand the project deeply.
How do I handle conflicting information from different stakeholders?
Acknowledge the different perspectives and try to find common ground. Facilitate a discussion to align stakeholders on key goals and priorities. Document any disagreements and escalate them to the appropriate decision-makers if necessary.
What if I uncover major risks in my first week?
Document the risks and their potential impact. Develop mitigation strategies and present them to the project team. Escalate critical risks to senior management immediately. It’s better to identify and address risks early than to let them derail the project later.
How do I build trust with the project team in my first week?
Be approachable, listen actively, and show genuine interest in their work. Ask for their input and expertise. Acknowledge their contributions and celebrate their successes. Building trust takes time, but it’s essential for effective collaboration.
What if I’m not familiar with the tools and systems used on the project?
Ask for training or documentation. Spend time exploring the tools and systems on your own. Don’t be afraid to ask for help from your colleagues. Familiarizing yourself with the project infrastructure will enable you to manage the project more effectively.
How do I prioritize my tasks in my first week?
Focus on tasks that will provide the most value to the project and help you understand the project landscape. Use the prioritization framework to manage competing demands. Don’t try to do everything at once. Focus on making progress on the most important tasks.
What should I do if I encounter resistance from stakeholders?
Try to understand their concerns and address them directly. Communicate the benefits of your recommendations and how they will contribute to the project’s success. Be patient and persistent, but also be willing to compromise. Building relationships and fostering collaboration is key to overcoming resistance.
How senior should I be to ask these questions?
These questions are valuable for Custodians at all levels. While a senior Custodian might dig deeper into the ‘why’ behind the project, these initial questions provide a solid foundation for anyone starting a new role.
What if the project is already in crisis mode when I start?
The questions become even more critical. Focus on understanding the immediate challenges, the key stakeholders involved, and the resources available. Prioritize stabilizing the project and preventing further damage.
What’s the single biggest mistake Custodians make in their first week?
Assuming they already know everything. The best Custodians are curious, humble, and eager to learn. Don’t be afraid to ask questions and seek input from others. Your ability to learn and adapt is more important than your existing knowledge.
How do I handle a lack of documentation?
Start creating it. Even if it’s just a one-page summary of key decisions or a simple risk log, building documentation from scratch shows initiative and helps clarify the project landscape. It also sets a precedent for future documentation efforts.
What if the team is resistant to new ideas or changes?
Focus on building trust and understanding the team’s concerns. Introduce changes gradually and demonstrate their value through small, incremental improvements. Involve the team in the change process and solicit their feedback. Remember, change is more effective when it’s collaborative.
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