Project managers shoulder mistakes of stakeholder what went wrong in the past with the project

As a project manager, you're in a challenging position where you are often expected to shoulder the responsibility for mistakes that occurred before your involvement or due to previous decisions, especially when expectations around project management were set improperly.

How can we handle it constructively:

1. Look at the history of the project to identify the causes of the mistakes. Was it unrealistic expectations, poor communication, misalignment of goals, or something else? (Root cause analysis)
2. Understand what expectations were set by the previous team or leadership and how they align with current realities (understand expectations)
3. Be upfront with stakeholders about what is achievable moving forward. Communicate the gaps between the past promises and current capabilities, but also emphasize what can still be achieved (manage expectations).
4. As a leader, taking responsibility for the project’s progress is important, but it doesn’t mean accepting blame for mistakes made by others. Position yourself as a problem-solver who is focused on finding solutions rather than pointing fingers.
5. Establish a revised project plan that is realistic, with updated timelines, resources, and deliverables. Ensure that these new expectations are communicated to all stakeholders.
6. Make sure everyone involved—team members, leadership, clients—understands the updated direction, scope, and goals (alignment).
7. Encourage a culture of ownership and accountability. Empowerment. Help the team understand that past mistakes are learning opportunities, and that moving forward, they are all part of finding a way to succeed.
8. By focusing on solutions and demonstrating your ability to manage under pressure, you can rebuild trust and inspire confidence, even if the previous expectations weren’t met.
9. Document lessons learned and any missteps that led to the unrealistic expectations. This reflection will help you avoid similar issues in future projects and can also help with shaping expectations better next time.
10. Sometimes, the misunderstanding of what’s involved in a project stems from a lack of awareness. Take the opportunity to educate stakeholders on what is feasible, the time and resources required, and why certain expectations may have been unrealistic.

Manage Upwards: This involves helping senior leaders or stakeholders understand that project management is not just about delivering quickly but delivering effectively, efficiently, and within reason.