Q&A: How do I manage projects across silos?
In the world of nonprofits and mission-driven organizations, our most impactful work often requires collaboration across different teams, including programs, fundraising, marketing, and operations. Managing projects that span these internal "silos" can be tricky, as different departments often have their own priorities, perspectives, and ways of working.
So, how do you navigate these challenges and keep cross-departmental projects on track? Here are some practical tips:
1. Start with the Who
When your project involves team members from different departments, it’s important to plan for stakeholder engagement early.
Identify Everyone: Make a clear list of all the individuals or teams who have a stake in the project, no matter which department they're in.
Assign Roles: Be specific about what role each stakeholder plays. Who needs to approve deliverables? Who needs to provide input? Who just needs to be kept informed?
Tailor Your Approach: Not everyone needs the same level of involvement. Plan different ways to engage stakeholders based on their role. Think targeted check-ins for key contributors versus broader updates for those needing general awareness. This respects everyone's time and ensures you get the right feedback when needed.
2. Plan Your Communication
Clear, intentional communication is crucial when working across silos, so don't leave it to chance.
Map it Out: Proactively plan your project communications. Decide who needs to know what, how you'll share it (email, meeting, report?), and when. This clarity prevents confusion and keeps everyone aligned.
Set Ground Rules: Especially if teams communicate differently, agree on some basic communication expectations upfront. Clear communication is also key to resolving inevitable scheduling conflicts – understand everyone's availability and find workable solutions.
3. Ensure Understanding of Project Scope and Deliverables
A fuzzy project plan is confusing for one team; it's a recipe for trouble across multiple teams.
Establish Scope: Clearly define the project's overall goal. What are you trying to achieve, and what's not included? This shared vision unites everyone toward a common purpose.
Specify Deliverables: Define the specific outcomes or outputs needed from the scope. Stakeholders from different departments might interpret even a detailed scope differently, so clarity on deliverables is crucial.
Ensure Shared Understanding: Discuss both the scope and deliverables early with all team members and key stakeholders to ensure everyone is on the same page.
4. Acknowledge and Celebrate Contributions
Cross-departmental work requires extra effort and coordination. Don't forget to recognize it!
Express Gratitude Early: Don't wait until the project is completely finished to thank team members for their time, energy, and input. This can be done in project reports, during staff meetings, or even through simple, direct acknowledgments. Consider what forms of recognition resonate most within your organization's culture.
Show Support: As the project manager, ensure all your team members feel supported. Offer encouragement, let them know you're available to help them overcome obstacles, and make them feel genuinely appreciated for their work.
Managing projects across silos isn't always easy, but by focusing on clear roles, intentional communication, shared understanding, and recognition, you can bridge those gaps and achieve great results together.
You don’t have to lead alone.
Start with a Clarity to Action Plan → Get moving
Or book a free Clarity Call → Talk it through