Identifying the Deliverables and The Engagement Letter

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<h2 dir="ltr" id="H2_hcrin">The Engagement Letter</h2>Once you have defined those items that will add the most value for your sponsor and refined your project description, you are ready to create your engagement letter. Prior to the creation of your engagement letter, you should have a kick-off meeting with your sponsor, define their needs, and create a draft of the engagement letter. The following guidelines will help you in the creation of your letter:<ul id="UL_9fd9y"><li dir="ltr" role="presentation" id="LI_ac5xnh">Use the information developed in the project description to create an engagement letter</li><li dir="ltr" role="presentation" id="LI_jlskk">The engagement letter should contain a meeting of the minds that was developed throughout the process</li><li dir="ltr" role="presentation" id="LI_jhfi1">The project descriptions, fees, deliverables, work plan elements, timeline, and meeting schedules should all be included in the engagement letter</li><li dir="ltr" role="presentation" id="LI_fqdqo">The dialogue to this point should have created a relatively shared vision of the picture seen by both the sponsoring company and the project team</li><li dir="ltr" role="presentation" id="LI_6s8urh">Sign and submit the engagement letter to the sponsor</li></ul>You will find a template of the engagement letter that you should use for this internship in Canvas. You can download this as a Microsoft Word document and edit it for your project. Please note you may not change any of the legal wording on the first four pages. These are legal words, and only the lawyers at Ensign College can change them. If anybody wants to change the legal words, refer your sponsor to your instructor. Below is an overview of each section in the engagement letter. <h3 dir="ltr" id="H3_oknxu"> </h3><h3 dir="ltr" id="H3_s9egs">Creating Your Engagement Letter</h3>There are seven sections of the engagement letter template. When put together, these seven sections create a binding document that constitutes an agreement between you and your sponsor to complete the project you have now defined with them. The sections are as follows:<h4 dir="ltr" id="H4_mwlhh">Identifying Information</h4>This section clarifies the sponsor company's name, project name, project dates, and contact information. <h4 dir="ltr" id="H4_142hu">Legal Section</h4>The first four pages contain legal documentation about liability, responsibilities, etc., and should NOT be changed other than formatting and signatures. This section is very important in ensuring sponsors, students, and Ensign College are all protected and have a good experience this semester. <h4 dir="ltr" id="H4_s6bty">Organization Background and Problem/Situation to be addressed</h4>This section is where you should explain two things: first, what your sponsor company is/does, and second, what the problem/situation is that you are being asked to address. This section demonstrates that you understand who you're working for and why. Keep in mind that your target audience already works at the company; you only need to provide a few details about the company's background. It is important that you do not copy the words from the company-submitted project. If they see their own words, they will think you understand them the same way that they did when they wrote the words. Use different words in the description that represent your thoughts, and that will provide the opportunity to see differences of opinion.<h4 dir="ltr" id="H4_f7zbtg">Engagement Scope and Objectives / Approach, Tasks, and Schedule / Deliverables</h4>The next three sections can be visualized as a funnel, starting with the engagement scope and objectives and narrowing down to the deliverables. The former is broadest in scope, while the latter is narrower and more specific. Again, be careful not to copy any wording from the original request by the company. Use your own words in the descriptions.The engagement scope and objectives section should talk about the broad reasoning for this project. What does your sponsor want out of this project? If you are on a social media project, it might be to boost their social media presence and drive more sales. A startup project may want you to determine whether their business model is viable or not. This is a broad, general section that shows that you really understand what they want you to accomplish.The approach, tasks, and schedule section narrows things down some. You should specify the tasks you will undertake to accomplish the objectives laid out. Tasks could include weekly sponsor meetings, twice-weekly team meetings, maintaining a work plan, giving your midterm presentation, and then whatever other tasks are necessary to achieve your objectives. The deliverables section is the most specific section. You have demonstrated an understanding of the objectives and have specified how you will achieve them. At the end of the project, what specific, measurable accomplishments will you be able to show to your sponsor? Include these items here. An example of a social media project might be the following: "300 new followers on Twitter, a 30% increase in post engagement, and a 15% increase in conversions from Twitter". <h4 dir="ltr" id="H4_j9vk1">Roles of Ensign Project Team and Client</h4>In this section you will list all of the members of the team and what roles they will have during the project. Indicate that the team will provide the deliverables in a professional manner. Include what the company sponsor representative is expected to do. Explain that it is critical to the success of the project for the team to be able to  contact and/or meet with the company sponsor on a regular basis to obtain information and to have questions answered.  <h2 dir="ltr" id="H2_lfbdo">Additional Resources</h2>Defining those deliverables in your project that add the most value may not always be easy. In the following video, Professor McCarty discusses why sponsors may not ask you to do the things of most value and how to overcome this issue.<figure class="col-12" id="FIGURE_niz4t"><a class="d-block text-center position-relative" href="https://www.youtube.com/watch?v=Q_8BzsBIKyM&autoplay=1" id="A_4tw0i"><img class="img-fluid" id="YT_Q_8BzsBIKyM" data-youtube-thumbnail-style="hq" src="https://i3.ytimg.com/vi/Q_8BzsBIKyM/hqdefault.jpg"></a><figcaption class="text-center" id="FIGCAPTION_wfyzw"><a target="_blank" href="https://www.youtube.com/watch?v=Q_8BzsBIKyM&autoplay=1" rel="noopener" id="A_e4qz8">Watch on YouTube</a></figcaption></figure> <div class="mb-3" id="DIV_1lvtzj"><button role="button" class="btn btn-light d-block w-100 text-start rounded-bottom-0 border-light-subtle mb-0 dropdown-toggle text-dark bg-warning" data-bs-toggle="collapse" data-bs-target="#div_3d308" aria-expanded="true" id="button_c8tddl">TRANSCRIPT</button><div class="border border-light-subtle mt-0 px-4 py-2 border-top-0 rounded-bottom-2 collapse" id="div_3d308" style="">Roger McCarty: In determining what you're gonna work on, on a project, you first have the project description that was given to you by your company sponsor. That project description tells you what it is they want you to do, so they told you what they wanted. What are you waiting for? Just go out and get started. Does that seem like a good idea to you? Well, in my experience, that's a terrible idea.<o:p id="O:P_eljcek"></o:p>Now, the reason it's a terrible idea is because in communicating the project deliverables from the company sponsor to you in the fields and the team, there are only two things of which you can be absolutely certain. One, whatever they were thinking about when they wrote the description is not what you're thinking about when you read it. Whatever they asked for is not going to be what they need.<o:p id="O:P_e6uipj"></o:p>Now, those seem like pretty bold statements. You remember the discussion of the tree in which we learned that even a very simple concept like a tree can be misunderstood because people have different backgrounds, cultures, and understandings. They are going to make different interpretations of a set of words that are written down, so you have to go through a process to restate and make sure that you understand that, just as we talked about in the tree example.<o:p id="O:P_axu7v"></o:p>Secondly, let's talk about this issue of what they asked for is not going to be what they need. <o:p id="O:P_5h9ul"></o:p>Well, why would that be? Why would they ask you for something they don't need? Well, in many cases, they submitted this project two weeks to ten months ago. Much may have changed during that time, both in the company and in the world, that would make this project not as relevant in the way that they originally presented it. They may have spent 15 minutes to an hour creating the project definition. You're gonna spend as a team 500 to 700 hours working on this project. You will have a much better concept of this over time than they had in the 15 minutes to an hour that they took to just write up the project.<o:p id="O:P_acf61h"></o:p>This project may be a very small part of the things that they're doing, and they may have only given a light thought as they moved ahead. They're very busy, they have many things going on. This may not be the number one thing they're working on. As I said, you're gonna spend a lot of hours as a team working on this, and you'll have a chance to think about it. But the real issue is they were probably thinking about tasks, and we're gonna have you add value by thinking about decisions.<o:p id="O:P_x28a6l"></o:p>Now, let me tell you why I think that this is a big issue. When I worked in my career, at one point I was a director of business research. So when I took this job over, I thought, kind of cool, I like business research, and I'd been in marketing, sales, and supply chain previously, and I thought the business research would be a lot of fun.<o:p id="O:P_jtu4p"></o:p>But the first thing I learned after I took the job was that they had done a survey of all of the service groups in the company. And of all of the ten service groups in the company, the business research function was dead last, number 10, worst in the company. I thought, oh great, now I'm in charge of the worst function in the company.<o:p id="O:P_48iul"></o:p>So I went off to meet with the business directors to understand why were you unhappy, what was the problem. And I asked them, "Did my teams not do what you asked them to do?" They said, "Oh no, they did what I asked." "Well, did they not do it on time?" "Oh no, they did it on time." "Did they do a poor job of it?" "Oh no, they did a really good job." "Well then, I'm confused. They did what you asked, they did a good job, and they did it on time. Why were you so unhappy with them?"<o:p id="O:P_0hbo9"></o:p><o:p id="O:P_81slh"> </o:p>They said, "Well, the reality is your stuff just isn't very valuable. When we ask you a question, you give us an answer, and all we have at the end is more questions than we started with. Your projects aren't creating value for us." Well, that took me back, and I went back and we met with the teams and we discussed why is this happening, what can we do to be more valuable, and we realized that the problem was that we were working on tasks, we were looking on getting little bits of information, we were looking on small projects that didn't have any outcome planned, and so it wasn't valuable. It wasn't creating anything, so we said we're not gonna do that anymore. That's waste. It's a waste of our time, it's a waste of the business manager's time. We're not gonna do it. So what we're gonna do is we're gonna require them to tell us what decision are you gonna make and what action are you gonna take. And if they can't tell us that and how our project will help them do it, then we're not gonna do the project.<o:p id="O:P_jzvkg"></o:p>Well, the first time we told a business manager we weren't gonna do their project 'cause they wouldn't tell us that, he said, "Why do I have to tell you what I'm doing? I'm the business manager, you just have to do it." And I said, "No, they brought me in." And I talked to the business manager, I said, "Listen, I'm really tired of you guys making us look bad by asking us to do things that have no value. If you want us to work on something, show us where it has value."<o:p id="O:P_9y9ug"></o:p>Now, the business managers realized we were right, and so they would tell us what decision they were trying to make. Now, almost always, whatever they asked us to do was not enough to make the decision or take the action. So we would ask them, "Well, what other information would you need to be able to make the decision or take the action?" And so they would give us something else. And then we talked about, "Well, now can you make the decision?" "Well, no, what else do you need?" And we would continue this until we had a list.<o:p id="O:P_4vtc7"></o:p>They said, "Okay, with all of that, I'd make the decision." Now, almost always, that was more work than we could do, so we'd say, "Okay, let's be realistic here. Do you really need every piece in here, or is some of this, do we already have a pretty good idea what the answer is and that's good enough?" And they would say, "Well yeah, B and D and G here, we kind of know that, maybe you could just check it, just you know, do a little quick check. You don't have to go do basic research on it, but if our idea's kind of close, then that's good enough. And you know, this piece down here, just give us a little bit of stuff on that, and then these four points, those are the big ones, those are the ones we really want you to do the project on."<o:p id="O:P_wa4ka"></o:p>So now we're off. We're off with a project that has the chance to succeed because we're working on important elements to the business upon which they want to make decisions and they want to take action. Once we implemented this process and created a template that you will be provided in this class, a template that we used that allowed us to discuss the project in such a way that one, we now had the same picture in our mind that they have in their mind, and two, was being driven toward actions to be taken and decisions to be made.<o:p id="O:P_5ldng"></o:p>Once we implemented this over the next 12 months, we did projects based on this new approach. At the end of 12 months, they did another survey of the 10 service groups in the company. Business research went from being dead last, number 10, to number 2 in the company. All we really changed was increasing the value of the projects we did to make them more important and create more value. Our employees became more valuable, they had higher reputations, they were more easily promoted because people saw them creating value.<o:p id="O:P_7du1d"></o:p>We want you to create value on your projects. Make sure that you follow the steps in the process so that you have the same picture in your mind that they have in theirs, and you are creating value because your projects will lead toward valuable decisions and actions on the part of the company.<o:p id="O:P_0ptsa"></o:p><o:p id="O:P_2ka00g"> </o:p></div></div>