Assessing and Managing Project Risks

Project managers can experience expected and unexpected challenges at any stage of a project. One project I worked on that had scope creep was a project to develop training for an updated customer information system at a call center at an insurance company. I was one of three instructional designers on the project team. The design we created was for a course that was based on a quest. Originally, the sponsor only needed training for a new system, but after seeing the quest, they asked if we could redesign the soft skills portion of their training in addition to the system training. 

When the scope of a project changes, project managers should communicate with the project sponsors and include them in the process of making decisions about how the change should be accommodated (Greer, 2010). On the project I worked on for developing systems training, the project managers accommodated that change by creating a change document, updating the schedule, and asking the project sponsors to review and approve the new scope and timeline for when the design team could deliver the training solution materials. If I had been the project manager, I would handle scope creep in a similar way by staying calm, documenting the change in a change document, and requesting approval of the document from the sponsors. Open communication is essential on a project team. Project managers should stay in contact with their team members by checking in with them between more formal meetings to find out how their work is progressing and if they need help with anything (Laureate Education, Inc., n.d.a). By hosting regular team meetings, sending status updates, and checking with team members regularly, project managers can make a project a success.

Another way that the change in scope could have been handled would have been to convincing the members of the project team to keep the original scope and adhere to the existing schedule so that the team delivers the training solution materials as promised. Whenever possible, project managers should obtain approval in writing for all project planning deliverables (Laureate Education, Inc., n.d.b). Project managers must ensure that they obtain approval from the project sponsors for the direction they choose to take. 

References

Greer, M. (2010). The project management minimalist: Just enough PM to rock your projects! Laureate Education, Inc. Retrieved from http://michaelgreer.biz/?page_id=636

Laureate Education, Inc. (Executive Producer). (n.d.a). Monitoring projects [Video file]. Retrieved from https://class.waldenu.edu

Laureate Education, Inc. (Executive Producer). (n.d.b). Practitioner voices: You can’t win them all [Video file]. Retrieved from https://class.waldenu.edu


Comments

  1. Tammie Dixon - Colleague at WaldenDecember 11, 2021 at 5:30 AM

    Mary,

    I enjoyed learning about your experience with scope creep. You made some interesting points. I specifically focused on the aspects of collaborating with project managers and sponsors on any alterations in the scope. You also mentioned that these stakeholders need to be involved in the process of deliberations or decisions on alterations. I agree with these aspects.

    A lot of times the problem comes when stakeholders and/or project team members are not involved in the decision making process early enough. The project manager (PM) should never attempt to make the decisions in determining what the sponsors want or need. The sponsors and stakeholders should be involved in the needs analysis and design stages of the project. The heightened involvement in the beginning phases of the project will most likely aid in averting scope creep (Haughey, 2021). Do you think it was stakeholder involvement lacking in initial phases of the project that caused the potential scope creep to occur?

    References

    Haughey, D. (2021). Stop scope creep running away with your project. ProjectSmart. Retrieved from https://www.projectsmart.co.uk/scope-management/stop-scope-creep-running-away-with-your-project.php

    ReplyDelete
    Replies
    1. Mary BentsenDecember 12, 2021 at 12:22 PM

      Hi Tammie,
      Thank you for your response and question. I think the cause of the scope creep was the result of brainstorming by the business partners about additional needs that they did not originally intend to include. Since changes in scope are normal and common on projects, project managers should remain calm and handle the change systematically by documenting the change, discussing the feasibility of the change with the project team members, and get sign-off for the change by the project sponsors (Greer, 2010). Project manages can handle changes in scope as they arise by closely monitoring their projects.

      Best regards,
      Mary

      Greer, M. (2010). The project management minimalist: Just enough PM to rock your projects! Laureate Education, Inc. Retrieved from http://michaelgreer.biz/?page_id=636

      Delete
  2. kaseyash77December 12, 2021 at 9:18 AM

    Mary,
    You stated “Open communication is essential on a project team. Project managers should stay in contact with their team members by checking in with them between more formal meetings to find out how their work is progressing and if they need help with anything (Laureate Education, Inc., n.d.a).” I agree, a scope creep situation similar to the above scenario can be prevented by effectively communicating roles and expectations. It is essential to define customer expectations before establishing a project plan. Effective communication helps gather precise project requirements from all stakeholders involved (Ajmal et al., 2019). Effective communication also entails asking for deadline extensions if numerous changes are requested. Clear communication helps prevent complications at later project stages. Another strategy involves conducting a stakeholder sign-off, ensuring that only project workers are involved in project development. Stakeholder sign-off is an effective way to eliminate additional requirements when all stakeholders are heavily involved.
    References:
    Laureate Education, Inc. (Executive Producer). (n.d.a). Monitoring projects [Video file]. Retrieved from https://class.waldenu.edu
    Ajmal, M., Khan, M., & Al-Yafei, H. (2019). Exploring factors behind project scope creep – stakeholders' perspective. International Journal of Managing Projects in Business, 13(3), 483-504. https://doi.org/10.1108/ijmpb-10-2018-0228

    ReplyDelete
    Replies
    1. Mary BentsenDecember 13, 2021 at 6:37 AM

      Hi Kash,

      Thank you for your comment. I agree that project managers should not overlook the importance of effective communication with their team members. Project managers should engage stakeholders using a plan that is organized around helping them to understand the value of the project work that is accomplished (Aakhus & Bzdak, 2015). when stakeholders are engaged in the purpose of the project, they may be more willing to provide excellent work on the project.

      Best regards,
      Mary

      References

      Aakhus, M., & Bzdak, M. (2015). Stakeholder engagement as communication design practice. Journal of Public Affairs (14723891), 15(2), 188–200. https://doi.org/10.1002/pa.1569

      Delete
  3. Jennifer TycheDecember 12, 2021 at 3:05 PM

    Hi Mary,

    Thank you for sharing your experience. It sounds like the scope creep was handled well. One element that I have learned is crucial to the success is the proper planning and writing of the original scope. Clearly defining the expectations helped team members realize when they were asked to go beyond the original project. Dr. Stolovich (n.d.) mentions you can always add on to your project but it is very difficult to take something away (Laureate Education, n.d.). It is important to communicate when they are asking for more and the cost and time that may include. The Change of Scope document helps keep a record of those changes (Laureate Education, n.d.).

    References

    Laureate Education (Producer). (n.d.). Defining the scope of an ID project [Video file].
    Retrieved from https://class.waldenu.edu

    Laureate Education (Producer). (n.d.). Practitioner voices: Overcoming ‘scope creep’ [Video
    file]. Retrieved from https://class.waldenu.edu

    ReplyDelete
    Replies
    1. Mary BentsenDecember 13, 2021 at 6:47 AM

      Thank you for your comment, Jennifer. I agree that formally documenting a change of scope has many benefits. When a client or sponsor asks for additional deliverables, it can be beneficial because this is a sign that they want to continue working with the project team. To handle changes proficiently, project managers should specify the change in detail, discuss the impact of the change with the project team members, develop a plan for how to handle the change, share the plan with project sponsors, and obtain approval and sign-off from the project sponsors (Greer, 2010). Additional work can be helpful for external consultants and other project team members who are looking for more work.

      Best regards,
      Mary

      References

      Greer, M. (2010). The project management minimalist: Just enough PM to rock your projects! Laureate Education, Inc. Retrieved from http://michaelgreer.biz/?page_id=636

      Delete
  4. Erica (Airyn) LongoriaDecember 12, 2021 at 11:57 PM

    Mary,
    I agree that formal communication is a great way to address scope creep. Documenting all interactions that have to do with changes to the project will keep both the stakeholder and project team accountable. I also think it would be beneficial to hold a formal review meeting to process any new changes or add-ons by measuring the request against acceptance criteria so there are no hard feelings if the request is denied due to budget or time restraints (Turk, 2010).

    Airyn

    References

    Turk, W. (2010). Scope creep horror. Defense AT&L, 39(2), 53-55.

    ReplyDelete
    Replies
    1. Mary BentsenDecember 13, 2021 at 6:58 AM

      Hi Airyn,

      I like the idea of holding a meeting to ensure that the project team members hear the same message regarding the budget and schedule. Project managers should assess the impacts that the change has on all aspects of the project plans and update their project documents to match the new vision so that they have a clear message to share with their team members (Greer, 2010). By communicating a clear and detailed message about the impacts of a change, project managers reduce the risk of disagreements later in the project about whether or not the sponsors' expectations are met.

      Best regards,
      Mary

      Reference

      Greer, M. (2010). The project management minimalist: Just enough PM to rock your projects! Laureate Education, Inc. Retrieved from http://michaelgreer.biz/?page_id=636

      Delete

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