How to Get Your Software Project Greenlit

You’ve got an idea, right? Maybe it's to fix a nagging issue in an existing project, or maybe it's a whole new thing you're convinced your company needs to invest in. Either way, you know your idea has potential, but you need those C-suite nods to make it happen. How do you convince the higher-ups that this is worth pursuing? Let’s break it down.

Why is Executive Buy In Important?

You already know the obvious reasons - funding and resources. But there's more to it. Having a top executive championing your project is a game-changer - especially if it's something that could change how your company operates or open up new business opportunities. Someone at the top needs to get it. You'll get so many advantages from exec buy in:

• Strategic Alignment: A top executive ensures your project is aligned with broader business goals and priorities.
• Organizational Influence: Executive support helps break down barriers and smooth the path for cross-departmental collaboration.
• Resource Allocation: With leadership backing, you’re more likely to get the right team and tools to succeed.
• Business Transformation: For projects that impact operations or introduce new lines of business, executive sponsorship is critical for driving change.

In this blog, we’ll help you figure out what information you need to gather to convince the right executive to back your plan and be your sponsor. 

Understand Your Audience: Build a Rock-Solid Business Case

To create a persuasive business case, you want to make sure you understand the executives priorities. Identify the challenges they’re facing and their short- and long-term goals. Once you have a clear picture, tailor your proposal to align with both the company’s strategic objectives and the executives’ vision. Highlight how your project supports the company’s values, mission, and bottom line, ensuring it addresses their most pressing needs while driving meaningful business impact.

Next is to write out a solid business case that is derived from a problem statement. This document should demonstrate how the project’s benefits and opportunities outweigh the costs while including measurable success metrics. Be sure to cover costs, feasibility, and alternative solutions, explaining why those alternatives fall short. Your business case should answer three critical questions:

• What problem are you solving?
• Whydoes something need to change?
• How does your solution stack up against alternatives?

Also include:

• A business impact analysis: What could this project mean for the company, both good and bad? 
• Quantifiable benefits of the project. These include:
  • Expected ROI numbers
  • Cost savings
  • Operational efficiency gains
• Qualitative benefits of the project:
  • Competitive advantages
  • Risk reduction

Nail Your Presentation

You’ve got your business case and how it aligns with company goals - now turn that into a presentation that will resonate with executives. Powerful visuals that show where your project can take the company will be the most impactful. 

Here are some tips on how you can use storytelling effectively:

• Set the Scene: Start by painting a picture of the current problem. Describe a situation where the business is feeling the pain points you’re trying to solve. It could be inefficiencies, outdated technology, or customer complaints. Make this as real and specific as possible to evoke a sense of urgency.
• Introduce the Hero (Your Solution): Position your project as the hero of the story. Explain how it addresses the problem head-on and what makes it the right choice over alternatives. Make your solution relatable by focusing on the human or business-level outcomes—things like improved productivity, faster time-to-market, or better customer satisfaction.
• Describe the Transformation: End with a vision of the future, showing how your solution will lead to a meaningful transformation for the company. This is where you can project a positive impact, whether it’s increasing revenue, streamlining operations, or gaining a competitive advantage. The goal is to show executives what success looks like after implementing your project.

By framing your business case in a story, you’ll engage the executive audience on both an intellectual and emotional level, making it more likely they’ll buy into your vision.

Executives love to see that a solution has been tested and proven, especially in similar scenarios. A well-chosen case study can make them feel more confident about moving forward.

Here’s how to integrate case studies into your presentation:

• Show Similar Success Stories: Provide examples of other companies, ideally in the same industry, that faced similar challenges and succeeded by implementing a project like yours. If you don’t have internal case studies, leverage examples from reputable sources or industry benchmarks. Be sure to include relevant metrics like ROI, cost savings, or time efficiencies, as these will resonate with executive decision-makers.
• Highlight Key Metrics and Results: Focus on the quantitative and qualitative outcomes of the case study. Numbers like “30% reduction in operational costs” or “50% faster delivery time” are compelling. At the same time, point out the broader benefits, such as improved customer satisfaction or gaining a competitive edge in the market.
• Position Your Company as the Next Success Story: Frame the case study as a precursor to what your company could achieve. You could say something like, “We’ve seen how X company reduced their production cycle by 40%, and with the same approach, we believe we can achieve similar—if not better—results.”

Case studies give credibility to your project and help executives see that it’s not just a theoretical idea but a practical, proven solution.

Keep the Momentum Going

Getting initial buy-in is just the beginning. Follow up with a clear action plan and keep the ball rolling. Executives will expect regular updates, milestones and progress reports. Show them their investment is on track. 

Here’s what to do after your presentation:

• Outline Next Steps: Send a follow-up email with a clear plan, including timelines, key milestones, and immediate actions needed to get the project started.
• Set Expectations for Communication: Let executives know how and when they’ll be updated, whether through monthly reports, project reviews, or milestone meetings.
• Stay Engaged: Keep your executive sponsor informed and engaged throughout the project. Their continued support will be essential for overcoming challenges and ensuring success.

The key to project success is ongoing communication and clear execution. By showing you can not only pitch but also manage the project effectively, you reinforce trust and demonstrate that their investment is in good hands.

Need Help Getting Buy In For a Migration Project?

If you’re looking to get executive buy in and funding for a migration project with GAP, we’ve got your back! Our team specializes in helping businesses not only with the technical side of migration but also in making sure our clients organizations can reach and expand their business goals. With tailored strategies, case studies, and expert insights, we can equip you with everything you need to gain the support needed to make your migration a success. Let us help you navigate the complexities of executive buy-in and get your project moving forward.

Here are a few resources that would be helpful for your migration project:

• The ROI of Eradicating VB6
• Rewrite Calculator - show the costs of a rewrite vs. automated migration
• GAP’s AI Starter Kit - How to integrate an AI project in your business
• Estimating Migration Costs

If you have any questions, don't hesitate to contact us!