Your project timelines are at risk due to scope changes. How can you ensure other projects stay on track?

When scope changes start to threaten project timelines, it's really important to take a step back and reassess priorities. This is especially true in sustainable design, where managing these shifts is crucial because they can affect environmental outcomes. Project management tools can be a lifesaver here, helping you visualize tasks and deadlines so you can allocate resources efficiently and keep everything on track. By focusing on what's most important, you can maintain momentum across your projects and reduce the risks associated with scope changes. For sustainability-focused projects, this approach also ensures that environmental goals stay at the forefront, even when timelines change.

It’s the nature of the beast that project scope will often change from the time of inception/design phase to the delivery phase. When this happens it’s vital to take stock of the request/requirement and identify the ‘knock-on effect’ of existing tasks and the project as a whole. If the request falls outside of the original project parameters and contractual obligation there will most likely, be an argument to apply for an extension of time (EOT) that will allow addition resources. Use your experience and that of your wider team to identify existing, non-critical path tasks that can be moved thus allowing you to program the new scope effectively whilst lessening the impact to the project.

When scope changes arise, recalibrating your task priorities is crucial. Assess the overall impact and categorize tasks by urgency and importance. Utilize project management tools to gain a clear view of deadlines and dependencies, allowing for precise resource allocation. This strategic approach not only mitigates the effects of scope shifts on your current project but also ensures that other projects maintain momentum. Prioritizing effectively is key to adapting seamlessly and sustaining project progress amidst evolving requirements.

Any change to the project needs to be communicated to all appropriate parties – be that the project team, clients, stakeholders or external consultants and potentially, the public. This can be achieved by standard project methods – regular reports, newsletters, meetings, etc or more formal methods if necessary. As always, communication should be clear, concise and written with the reader in mind – avoid technical jargon if your intended recipient is unfamiliar with such things.

Effective communication is crucial for managing scope changes and preventing project derailment. Establish a clear protocol for reporting and discussing alterations, ensuring all team members understand their roles and the impact on their tasks. By providing regular updates and maintaining open lines of communication, you can minimize misunderstandings and keep all projects aligned with the revised goals. This proactive approach helps maintain momentum and ensures that scope changes enhance rather than hinder overall progress.

As with the original project tasks, progress needs to be closely monitored of the additional tasks. Using a management tools such as MS Project, Asta, etc to track performance and progress is helpful. Ensure that milestones are identified and more importantly, met. This enables you to more effectively manage the project and will give an indication of any changes need to be made in order to keep the project on track. Regular update meetings with project team will also assist in your ability to monitor the project efficiently.

To ensure that your projects remain on track despite scope changes, employ a robust tracking system that delivers real-time updates on progress. By closely monitoring each project's status, you can swiftly pinpoint potential delays or issues and intervene proactively. This vigilance not only helps in managing risks but also allows for dynamic adjustment of resource allocation, optimizing the attention and support each project receives. Regular oversight is key to maintaining momentum and meeting deadlines.

When adjusting resources due to scope changes, it’s not just about reallocating tasks—it’s about aligning with long-term goals, especially in sustainable design. Consider the sustainability impact when bringing in new help or outsourcing tasks. Make sure these external resources share your values and practices. Also, use project management tools with sustainability tracking to see how changes affect both timelines and environmental outcomes. By doing this, you can keep projects on track while enhancing their sustainability impact.

Additional project scope will almost certainly have an impact on the resources originally allocated to the project. Having a good understand of the new scope will identify what additional resources are needed – be that more people, time, resources, etc. The additional scope can also be used as a reason to re-evaluate your current resources. Ask yourself the questions – Am I using the right tools for the job at hand? Do I still have the right people for the job now that the job may have changed? Evaluate, evaluate, evaluate !

The implementation of robust controls within projects will assist in ensuring the most efficient use of time and resources. Ensure that ‘scope creep’ does not happen and insist that any additional requests follow a documented process whereby they are identified, planned, costed for and contractually agreed by all appropriate parties before being accepted and programmed.

As scope change is an inevitability, it’s important to embrace it and learn from the experience. Accept that things change often within the world of managing projects and use this as an opportunity to hone your skills and improve. Communicate with your wider team and get their opinions. Holding ‘Lessons Learnt Workshops’ during and after projects can be very helpful to identify areas that may require improvement and also to celebrate the wins. As you develop, your experiences will help you avoid making mistakes in future projects.