What do you do if senior stakeholders have unrealistic expectations?

An important step is to understand the senior's stakeholders intent & rationale of setting unrealistic expectations. In my experience these are usually driven by - Business Needs have changed and the team needs to pivot quickly and re-prioritize - Poor past experience (Eg. delays/lack of ownership in similar projects) and they want to drive urgency from the get-go - Significant changes to scope, priorities not communicated appropriately (They do not appreciate being blind-sided / surprised) Understanding the environment, concerns and intent would help formalize a mitigation strategy. Importantly, this is a "problem solving" opportunity and if dealt with positively will only help strengthen the stakeholder's trust in you and your team.

Begin by expressing understanding and empathy for their concerns. You could say something like, "I understand that you're looking for significant growth this year, and I share your enthusiasm for achieving our goals."

In addition to clear communication, I strive to educate stakeholders on potential challenges and limitations, presenting data and evidence to support my perspective. I also focus on managing expectations by emphasizing achievable milestones and timelines, while highlighting the potential risks of pursuing unrealistic goals. Building a collaborative relationship based on trust and transparency allows for constructive dialogue and the opportunity to renegotiate expectations when necessary.

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Begin by expressing understanding and empathy for their concerns. You could say something like, "I understand that you're looking for significant growth this year, and I share your enthusiasm for achieving our goals." Understanding the environment, concerns and intent would help formalize a mitigation strategy. Importantly, this is a "problem-solving" opportunity and if dealt with positively will only help strengthen the stakeholder's trust in you and your team. Building a collaborative relationship based on trust and transparency allows for constructive dialogue and the opportunity to renegotiate expectations when necessary.

Take a close look at the objectives and expectations to assess their achievability. Consider factors such as available resources, timelines, and potential risks. If the objectives are unrealistic, it's important to be honest about it.

It is important to get comfortable with saying NO: This is where having objectives and priorities outlined upfront is helpful because you can always point them back to that. If you're uncomfortable telling them why you need to prioritize other work at the moment, you can say something along the lines of "I have several urgent priorities I'm working on at the moment for ___, let me see if this aligns with one of those"

Clearly communicate your findings and concerns to the stakeholders. Explain the potential challenges and risks associated with the current expectations. Use data and evidence to support your points.

Effective communication is crucial because key stakeholders may lack insight into the intricacies of change implementation. Effective communication skills are integral to every aspect of a Business Analyst's role, from understanding requirements to implementing changes and ensuring project success.

Present alternative solutions or approaches that can help achieve their goals in a more feasible manner. This could involve adjusting timelines, reallocating resources, or focusing on different priorities.

Work to build consensus among stakeholders and team members. Encourage open and honest discussions about the expectations and explore different perspectives. Focus on finding common ground and a shared understanding of what is achievable.

Develop a strategic plan that outlines realistic timelines, milestones, and deliverables. Break down the objectives into smaller, more manageable tasks and create a roadmap for achieving them. Ensure that the plan is flexible enough to accommodate changes if needed.

At the very core, this situation is a difference in opinion. In the view of the stakeholder the expectations might be quite realistic & achievable. As a first step I would try to learn more about the motivation behind these expectations. Why has he/she given us a short deadline or high KPI targets. What is the end-objective tied to. As step 2, collect data & insights to explain why meeting his/her expectations would be hard, and brainstorm together on enablers where they could support which could make it achievable. If unable to find a solution, be prepared with alternate solutions which still meets his/ her needs, but are realistic & achievable. Key to success is communication & storytelling to keep the stakeholder actively committed.

In addition to the above steps, consider seeking feedback from other stakeholders or experts in the field. They may provide valuable insights and suggestions for addressing the unrealistic expectations.