Seeking budgeting advice.

Anonymous

March 16,2023 at 12:28PM UTC

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Seeking budgeting advice. I am an independent project manager. One of my projects occurs annually (for 7 years, now). Every year, my boss tries to cut days from my staff, and it's a fight to get rates to where they should be. Every year we hash out everyone's scope, and I painstakingly justify my team and their roles.

I have already committed to this project, and received a deposit. He just wrote me to schedule a call to "make cuts", two months out from the event date. How can I politely and firmly let him know that we cannot make adjustments, and need to find savings elsewhere? He's quite unprofessional and often says, "it is what it is". It's too late to back out, and income that I rely on each year. Thank you!

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AnonymousMarch 16,2023 at 12:34PM UTC
Can you look up the previous years projects to see how much time was actually spent, and use that to justify the time? can you descope anything or build on past years content to do this year more quickly?
can you outsource one role at a lower rate via a contractor to help supplement?
if you’ve been dealing with an unreasonable manager for all these years, it won’t get better. Also start looking for a new job. You deserve better!
AnonymousMarch 16,2023 at 12:44PM UTC
I believe being an innovative thinker you may need to come to the table with some outsourcing avenues to cut cost. That seems to be in scope of your role, I would think. That message through that leader is coming from the decision makers. If you go in with the mindset of can't then you won't. I think if approached with I will try may bring success. Success in this respect may not be a party but they may get the results they need. Also, sounds like they might be avoiding just downsizing altogether. I would spend more time in a positive space in approach and see what the result is. Good luck, I know it will be tough.
AnonymousMarch 18,2023 at 6:34PM UTC
Does he own the budget or is it above his head? Clearly you want and like the work if not walk away from it if the frustration of living within the means they have set and want to work with just don't work for you. As a project manager what you are speaking about comes with the territory.
AnonymousMarch 19,2023 at 7:09PM UTC
Also, this might sound harsh, but it's time for tough love (for both of you). Once it's over, you can politely let him know it will be your last year taking this project, since you are losing money on it each year. What is the point of being an independent contractor if you can't set your own rates or are totally stressed on a project you KNOW is coming? This is a nightmare client who has taken advantage over and over. I would spend the year trying to come up with a new client(s) who will make up the deficit. While you are dependent on him, he is also at least somewhat dependent on you, since you know the work so well and can do it more efficiently than a newcomer.
Why is he telling you to make cuts after the project has started? Your contract should prevent this. If he wants to descope, he has to cut features so you can cut costs. It's a negotiation, not a dictatorship.
If he comes back next year and wants you again, give him your actual rate and time and make him sign a contract early on specifying what he will and won't get. But better yet, cut him out as a client. He is exactly the type of client that will make YOUR staff quit. After 7 years of this, maybe some already have? Is it worth that?
DanaMarch 19,2023 at 10:16PM UTC
As the Project Manager one option would be to present him with a detailed project plan identifying ALL the tasks that need to be done and ask him which ones he wants to eliminate. Kind of like when the king told Mozart his piece of music had too many notes. To which he replied, "which ones do you want me to take out?".
Another option would be to split the project into stages so he is not overwhelmed by the entire project at once.
Basically remember you are the project manager, not him. If wants to take over that role then say fine and walk away.