My Activity Is Delayed
From the Project Confusion in Transition Management Blog
by Elok Robert Tee
Projects are about transition from one state to a desirably better state. Management is often viewed as a source of confusion. So lets break down the confusion and build up the means for transition to meaningful deliveries.
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There are two scenarios which can get us caught unawares when a project task or activity is delayed. It is either ① we failed to manage and monitor the activity, or ② there isn’t one or an adequate risk response plan for that activity. Taking over an activity that is delayed is to firefight - the implications are on the project team, the organization.
If we failed to track progress of the activity, then it could be construed as negligence; perhaps due to incompetence or ignorance e.g. that there is no succession planning (known unknown) or no certified professionals doing the job (unknown known). If we don’t have a risk response plan preferably in writing or in our heads or have some clues, then we would have totally failed to implement risk management.
Granted that events can happen unexpectedly – we should nevertheless have been on top of things. To begin with - there should be some form of risk management plan as the project kicks off.
Here’s my summary - when a risk event occurs, broadly:
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Implement the risk response plan
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- Review the plan and tweak it if necessary.
- Bring stakeholders on board e.g. call the expert to standby, if not to attend to the matter.
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Communicate
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- Document conscientiously the matter.
- Follow-up on developments - specifically to monitor the risk.
- Inform stakeholders. Refer to the plan if unsure of what, how, with whom, frequency, etc.
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Manage stakeholders
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- Be transparent about the matter e.g. remind the project team not to hide.
- Seek consensus towards a resolution.
- Accept the penalties – negotiate a way forward.
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Here are some principles to follow:
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Seek resolution – time is the essence
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- Focus on delivering results. And not on who did what, when, where, etc. No stories. Not about people. But rational and logical processes.
- Define solution options. Work with stakeholders to implement an amicable solution choice.
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Move forward – trust your project team
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- Deal with personalities on appropriate platforms; but only when necessary.
- Conduct lessons learned sessions only when required.
- Note that retrospectives should be Ra-Ras for performing teams on how they can do even better.
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PMBOK® Guide – Sixth Edition (2017)
Past notes
Posted on: April 13, 2022 05:08 AM |
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Binay Samanta
Director| Project & Environment Consultants
Dhanbad, Jharkhand, India
Work with stakeholders to implement an amicable solution choice, to avoid delay in implementation
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When someone is lying, is it true that their pants are actually on fire?
- Jerry Seinfeld
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