Every project has changes. Below are 14 tips for project managers to manage project changes.

 

 

Tip 1 – Do a Problem Analysis

1. Assess the situation
2. Define the problem
3. Determine alternative courses of action
4. Implement the solution
5. Keep out emotion
6. Seek continuous feedback
7. Seek relevant, objective input

Tip 2 – Controlling Scope Creep

1. “Chunk” the scope into manageable “pieces”
2. Evaluate all actions from the perspective of the vision
3. Evaluate the need for and the impact of changes
4. Have change disciplines in place
5. Have key participants involved when evaluating and implementing changes

Tip 3 – Dealing with Change

1. Communicate the result
2. Determine its cause and impact of a change
3. Determine its magnitude
4. Determine its priority
5. Document it
6. Implement the result
7. Obtain input/feedback from the key participants affected by it, before and after

Tip 4 – Indicators of Resistance to Change

1. General atmosphere of cynicism and skepticism
2. High rates of absenteeism and turnover
3. Lower overall productivity
4. Destructive acts towards equipment, software, data, people, etc.
5. Subtle sabotage techniques, from complaining to reverting to “old” ways of doing business

Tip 5 – Keeping Focus

1. Avoid the tendency to disregard or procrastinate
2. Define priorities with the vision in mind
3. Keep communications open
4. Remember priorities

Tip 6 – Keeping Focus on a Vision

1. Empower people
2. Identify variances to the plan
3. Keep the feedback loop open
4. Set priorities and follow them
5. Take corrective action, whenever necessary

Tip 6 – Overcoming Resistance to Change

1. Be honest
2. Challenge them to determine a better approach than current process
3. Communicate the reasons for change and the alternatives for not doing so
4. Empower people to make decisions in their “own world” while seeing the “big picture”
5. Encourage people to tackle challenges
6. Seek participation for and implementing change

Tip 7 – Role of the Change Agent

1. Accept ambiguity
2. Believe in the change
3. Communicate the need for change
4. Initiate change without supervision
5. Manage conflict
6. Take risk
7. Understand the needs and concerns of change targets and sponsors

Tip 8 – Role of the Change Sponsor

1. Maintain focus on the vision
2. Provide leadership
3. Provide political, material, and financial support
4. Understand the needs and concerns of change agents and targets

Tip 9 – Role of Change Target

1. Be open to new ideas
2. Communicate needs and concerns
3. Have the capacity to try and learn new tools, processes, etc.
4. Have the courage to take risks
5. Recognize need for change
6. Take the initiative in making change

Tip 10 – Identify Some Reasons for Change

1. Antiquated tools
2. Changing market conditions
3. Customer dissatisfaction
4. Employee dissatisfaction
5. Ineffective or inefficient processes
6. Poor or lack of management
7. Survivability in the market

Tip 11- Follow-up and Follow-through

1. Be conscious of organizational “filtering” of information
2. Encourage people to experiment or try new ideas
3. Focus on the vision
4. Have people report on the results
5. Institute a formal and informal feedback loop
6. Keep an open, objective mind
7. Know the priorities

Tip 12 – Ways to Communicate the Need for Change

1. Build a web site or sharepoint
2. Give presentations
3. Hold meetings (e.g., staff, ad hoc)
4. Publish memorandums
5. Publish newsletters
6. Get together with the marketing department for more communication ideas

Tip 13- Ways to Get People Excited About Change

1. Address “What’s in It for Me” (WIIFM)
2. Communicate constantly
3. Empower people
4. Encourage ownership by the people who must change
5. Lead, not just manage
6. Obtain input and feedback
7. Solicit participation in the decision-making process

Tip 14 – Ways to Smooth Transitions

1. Avoid the tendency to blame
2. Ensure everyone has the skills and knowledge to make the transition
3. Ensure everyone understands the “cutover” plan
4. Keep the vision in the forefront of everyone’s mind
5. Obtain feedback

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