Essential Strategies for Project Managers when a Project is at Risk or Fails to Meet Outcomes

The task of a project manager (PM) is multifaceted, requiring crystalline clarity, strategic foresight, and tactful responsiveness when a project takes a downturn. Identifying and addressing risk before they become catastrophic is of utmost importance in the lifecycle of any project. This article delves into the critical steps a project manager should take to ensure project recovery when the outcomes fall short of initial expectations.

Identifying the Point of Deviation

The ‘things aren’t turning out as planned’ phase is a pivotal moment in a project’s timeline, signaling a need for intervention. A PM’s ability to recognize the signs of risk early is key. This can range from emerging delays, budget overruns, or deliverables not meeting quality standards. The specific ‘when’ and ‘what’ this occurs should unequivocally inform the course of action, enabling a timely response to mitigate risks and prevent problems from escalating.

Key Actions for Recovery

Once risks are identified, the project manager must take decisive action. Two critical steps often omitted but pivotal are:

Enforcing a stoppage or pause: In situations where the project is rife with significant issues, halting all or part of the project can prevent the exacerbation of problems. While this is the least popular option, it is often the most critical in facilitating the necessary recovery phase. Without pausing to take stock, attempts to correct on-the-go can complicate issues further. Honest and transparent communication with stakeholders: Being forthright about the project’s current state, challenges, and potential outcomes is crucial. Project sponsors and stakeholders deserve to know the true status of the project, even when the news is not positive.

Realigning the Project

When a project is off track, the first step is to ‘get them back onto the plan’. This involves several detailed and methodical steps:

Identify the cause of the deviation: Begin by sitting down with the project planner to determine why things have not worked out as planned. Common causes include insufficient resources, unrealistic activity durations, and unforeseen issues. Fix the root cause: Once identified, address the underlying issues. This could involve adjusting resource allocation, extending activity durations, or reallocating tasks. Prevent recurrence: Implement measures to ensure such issues do not arise again. This step is critical to sustaining long-term project health and success. Re-negotiate objectives and ensure buy-in: Work with all engineers, supervisors, and stakeholders to renegotiate project objectives and ensure everyone is committed to the new plan. Develop a recovery plan: Based on the analysis, develop a detailed and actionable plan to get the project back on track. Monitor progress: Rigorously track the project’s progress to ensure it stays on course and actionable steps are being effectively implemented.

Roles and Responsibilities

Depending on your role within the project, the actions required may vary. For the project owner, it is imperative to keep stakeholders informed transparently. Communicate the project’s challenges and your commitment to overcoming them. Be detailed in your explanation of blockers or the risks the project is facing. The communication plan should ideally:

Double down on resourcing: If justified, request additional resources to get the project back on track. Alter the scope: If the current scope is unrealistic, consider narrowing it down to a more achievable MVP (Minimum Viable Product) approach. Scrap the project: In extreme cases, it may be necessary to scrap the project entirely. Ensure that stakeholders understand the business rationale for such a decision.

As a project manager, your role is not simply to identify problems but to proactively address them. By doing this, you foster a resilient and adaptive project environment that can withstand and recover from setbacks.

Conclusion

While project management can be challenging, especially when a project deviates from its plan, it is through these challenges that we learn and grow as professionals. By taking prompt and decisive action when a project is at risk or fails to meet outcomes, you can significantly improve its chances of success. Whether it involves enforcing a pause, realigning the project, or transparently communicating with stakeholders, the key is to act quickly and decisively. Projects management is indeed tough, but it is also endlessly rewarding when handled with the right approach and mindset.