What do you do if your project encounters unexpected challenges and changes during execution?
When embarking on a project, you're likely to encounter the unexpected. Changes and challenges can arise at any moment, and it's crucial to handle them with agility and strategic thinking. In the realm of Training and Development within Human Resources (HR), this is particularly true as projects often involve multiple stakeholders and complex, evolving objectives. The key is to stay flexible, communicate effectively, and leverage your team's strengths to navigate through turbulent waters.
When a challenge or change hits your project, the first step is to assess its impact. Evaluate how this new development affects your objectives, timeline, budget, and resources. Consider both immediate and long-term consequences. It's like a sudden storm during a voyage; you need to determine whether it's a passing shower or if you must reroute entirely. This assessment will inform your decision on whether to adjust your sails or seek shelter and wait it out.
-
SANDEEP VYAS
Analytical, detail-oriented and versatile professional with functional knowledge in consulting, business development, negotiation, and delivering pragmatic solutions to mitigate risks while adhering to rigid guidelines.
Based on my experience, I believe every project execution plan should include a contingency plan for unexpected situations. COVID-19 serves as a prime example, highlighting the importance of having a Plan B. While the impact of COVID-19 was largely unforeseeable, companies with a Disaster Recovery Management Team in place fared far better than those without. This underscores the notion that preparation during times of peace is essential for effectively facing challenges during times of crisis.
-
Mohd Saad Dawood
Retail Department Manager - vivo and iQOO | Retail & Service Strategist | ex-Reliance Jio | Celestial Power Services | MBA - Ops & IT
Unexpected challenges are part of project management and must be calculated while planning. If a sudden and unexpected problem or obstacle arises then we must immediately assess the consequences of this change. Also we must stay calm and reevaluate with core teams for a synergetic direction to not hamper the end result. Most preferably involve project sponsor and client both and let them be aware about the situation as there might be changes at each level of execution and end result which if informed and managed earlier can result in a fruitful end product.
-
Nayana Patil
Sr. Recruitment & Talent Acquisition Consultant
Asses the impact on project. Time: how much time it needed to complete. Deadline: what was the deadline Manpower: Do need to increase the team members if we have stringent deadline. Budget: how it will affect the budget. what are the surplus needed in all aspect.
(edited)
Once you've understood the impact, it's time to engage your team. Gather your crew and share the situation openly. Encourage a brainstorming session where everyone can contribute ideas and solutions. This inclusive approach not only fosters a sense of ownership among team members but also taps into a diverse set of skills and experiences. Remember, the collective intelligence of your team is a powerful asset in overcoming obstacles.
-
Nayana Patil
Sr. Recruitment & Talent Acquisition Consultant
Inform your team about the challenges how it will affect them. Ask them do the similar case study. What are their opinions, recommendation if they have any. Sit together do research what could be an alternative plan. What are other options you all could have.
(edited) -
Mohd Saad Dawood
Retail Department Manager - vivo and iQOO | Retail & Service Strategist | ex-Reliance Jio | Celestial Power Services | MBA - Ops & IT
Brainstorming and revaluating the action plan with the core team is a must in such situations. This not creates a transperant and ownership environment but also helps to find the best possible solution for the changes.
With input from your team, you'll need to revise your plans accordingly. This might involve redefining goals, adjusting timelines, reallocating resources, or even changing the project scope. It's like recalibrating your GPS after taking an unexpected detour. The key is to create a revised roadmap that everyone understands and agrees upon, ensuring that all team members are aligned with the new direction.
-
Mohd Saad Dawood
Retail Department Manager - vivo and iQOO | Retail & Service Strategist | ex-Reliance Jio | Celestial Power Services | MBA - Ops & IT
Restart and get going.! It's very clear that after the final discussion and change adjustments, we must sketch it out on the plan, budgets and timelines. Ensure to update out all the work checklist and all responsible team members also update their core work plans. In the end the final reporting will be very clear and precise for review once all have up to date and are on the same page.
Communication is essential when dealing with project changes. You must inform all stakeholders, from team members to upper management, about the revised plans and what they mean for the project's future. Clear, concise, and continuous communication will help to manage expectations and maintain trust. It's akin to updating passengers on a flight about altered routes; they may not be thrilled about the change, but they'll appreciate being kept in the loop.
-
Nayana Patil
Sr. Recruitment & Talent Acquisition Consultant
Communicate the changes to the respective stakeholders. About the Time, Manpower, Material Cost. Capital needed to meet the changes. If they are not willing work on increase in capital ask for time extension so you don't bear cost of increase team members, you want have pressure of deadline. If you compromise on 2 terms. Stick to material cost. And if possible try get commitment for their future projects.
(edited)
With new plans in place, you must monitor progress closely. Keep an eye on key performance indicators (KPIs) to ensure the project is moving in the right direction. Regular check-ins and updates will help identify any further adjustments needed. Think of it as navigating through foggy waters; you need to be vigilant and ready to act if conditions change again.
Finally, managing team morale is crucial during times of change. Challenges can be disheartening, and it's important to keep spirits high. Recognize efforts, celebrate small victories, and provide support where needed. A motivated team is more resilient and better equipped to handle project turbulence. It's like keeping your ship's crew in good spirits; their energy and dedication can make all the difference in reaching your destination.
-
𝑫𝒓. 𝑫𝒊𝒏𝒆𝒔𝒉 𝑲 𝑺𝒂𝒅𝒂𝒚𝒂𝒌𝒖𝒎𝒂𝒓
𝐋𝐞𝐚𝐫𝐧𝐢𝐧𝐠 & 𝐃𝐞𝐯𝐞𝐥𝐨𝐩𝐦𝐞𝐧𝐭 𝐄𝐱𝐩𝐞𝐫𝐭 | 17𝐊 + 𝐅𝐨𝐥𝐥𝐨𝐰𝐞𝐫𝐬 | 𝐄𝐝𝐮𝐜𝐚𝐭𝐨𝐫 | 𝐋𝐢𝐟𝐞 𝐂𝐨𝐚𝐜𝐡 | 𝐅𝐨𝐮𝐧𝐝𝐞𝐫 | 𝐎𝐫𝐚𝐭𝐨𝐫 | 𝐒𝐭𝐫𝐚𝐭𝐞𝐠𝐲 & 𝐇𝐑 𝐂𝐨𝐧𝐬𝐮𝐥𝐭𝐚𝐧𝐭 |
Few according to me approaches that can help your team navigate unexpected challenges and changes during project execution with creativity, innovation, and resilience are given below: Adopt Agile Methodologies Implement Design Thinking Hackathon-style Problem Solving Gamify Problem-Solving Utilize Crowd Wisdom Hack Days for Innovation Cross-functional Collaboration External Collaboration and Partnerships Scenario Planning and Contingency Strategies Encourage Failure as Learning
-
Marc Prager
Sr. Director, Talent Development @ LinkedIn | Driven to unlock human potential via growth and development
When faced with unexpected challenges in a project, I've found that embracing adaptability is key to maintaining momentum and ensuring success. Instead of viewing changes as setbacks, see them as opportunities for innovation and growth. Stay flexible in your approach, remain open to new ideas, and be willing to adjust your strategies as needed. By embracing adaptability, you can navigate challenges with confidence and keep your project on track towards its goals.
Rate this article
More relevant reading
-
Interpersonal SkillsWhat do you do if your project team is not meeting project milestones?
-
ManagementYou’re working on a project that’s going nowhere. What are the key elements you need to turn it around?
-
Team BuildingHere's how you can navigate changes and adapt to unforeseen circumstances as a project manager.