Let’s be real…our plans always don’t go according to script, no matter how perfect they may seem. Too many factors can get us back to the drawing board and the last thing any project manager would want is to have last minute scope changes that can cause resource conflicts. How do you handle such last-minute changes?
- Assess the impact of the change
What kind of change is happening? Is it something that will greatly distort all plans? How can it be managed? What impact does it have on the project? How long will it take to resolve or integrate that change into the whole process? These are the big questions you need to ask yourself first as a project manager when such changes become inevitable. Your first step is not to panic because there is little or no time left. Evaluate the whole situation, and don’t be too rigid on your already-existing plan.
2. Re-evaluate priorities
After assessing the impact of the change, it is necessary to reset your priorities especially if this change is urgent and important. Halt tasks that may now become less urgent than this change and assign team members to immediately get to work on this new priority.
3. Communicate clearly
Having assessed the situation and knowing its impact and having a fair idea of the questions that may arise from stakeholders, it is now time to communicate with all stakeholders. Explain to your team why this change is necessary. Explain to stakeholders why this change will make the project better, how long it will take, the resources needed, the changes in the whole plan that have arisen from this new change. Assure them that everything is under control.
4. Be flexible
This is a last-minute change and you must understand that your solution can keep changing over time to accommodate the change. Allow flexibility in all procedures. Give a listening ear to suggestions from team members just to ensure that everything can transition smoothly.
Have you faced a similar situation? How did you handle it?
