The Real Reason Projects Fall Behind

Why early planning decisions shape everything that follows

Read Time: 5 minutes

Most people think late projects are caused by poor execution.

But more often than not, the real damage is done in the first few weeks, before delivery even begins.

The way you shape the scope, align expectations, and define success early on will determine how much room you have to lead later.

Let’s talk about where projects go off track and how to prevent it.

Where Delays Are Born

By the time delivery slips, the root causes have already been set in motion.

Watch for these early culprits:

✅ Success is not clearly defined. If everyone has a different vision of what success looks like, every decision becomes a battle.

✅ Timelines are promised before planning starts. You are already behind before the first meeting.

✅ Dependencies are hidden. Unspoken cross-team impacts surface late and cause rework.

✅ Risks are softened to get buy-in. You knew it might blow up. But no one wanted to say it out loud.

✅ Resourcing is assumed, not confirmed. People are “available” on paper, but not in practice.

💬 A PM in our community shared how she was handed a go-live date before the scope was approved. Instead of pushing back with panic, she asked each stakeholder, “What has to be true for us to meet that date?” The gaps became visible—and so did the need to adjust the plan.

How to Get Ahead of the Slip

Set the stage early so misalignment doesn’t become a surprise later:

✅ Anchor early conversations around trade-offs. Say, “We can deliver fast, but we’ll need to cut scope or accept more risk.” Set the tone for realism, not fantasy.

✅ Define success in writing. Put it in one sentence. Make sure everyone agrees. Come back to it weekly.

✅ Confirm capacity—not just availability. Ask, “How many hours per week can this person commit for the next two months?” Not just “Are they assigned?”

✅ Document assumptions as risks. If something feels unstable, flag it. Treat optimism like a risk factor.

The Point of Planning Is Not Certainty

It is to surface constraints, stress-test ideas, and build a shared understanding.

You are not building a crystal ball.
You are building a buffer against chaos.

And that's how real planning happens between the milestones.

👇 Your Turn

Have you had to lead when someone above you was unclear or missing?

👉 Share your story in the comments below or respond to this email.

You might be featured in an upcoming spotlight!