Heraclitus, the ancient Greek philosopher, once said, "Nothing endures but change." Changes to the elements that make up a project's environment will inevitably occur. Oftentimes, these changes are related to the project scope.
When changes take place that either increase or decrease the project scope, you will have to decide whether or not to update the project scope statement.
How do you know if you should update the project's scope statement to account for changes in a project's environment? You will need to analyze most changes to a project environment in order to determine if they warrant an amendment to the project's scope statement.
An update to the project's scope statement is essential if the change will result in an addition, deletion, or modification to the end product or service specified in the project objective. There are five common sources of change in a project environment.
1. Project specification change
Project specification changes are the most common source of change in a project environment. These types of changes reflect additional capabilities or features that were not included in the original scope specifications, but are considered crucial enough by the client to be included. Because they are at the client's request, project specification changes always require an update to the scope statement.
2. Design change
Design changes occur when a member of the project team identifies a better way to produce or provide the end product or service. Unlike specification changes, design changes do not result in a new feature or capability. They simply offer a way to enhance the product or service.
A design change is implemented only if the entire project team agrees that it will improve the end product or service. If an agreement is reached among the project team members, the design change is submitted for client review. Only upon client approval is the design change updated in the project scope statement.
3. Technological change
Technological changes are another source of change in a project's environment. These changes occur when new types of technology in equipment, material, communication, or expertise become available.
Technological changes are always reflected by advances in technology. These changes have to be updated in the scope statement if the new technology will be implemented in the project. They also require the client's approval.
4. Business cycle change
Business cycle changes occur when circumstances within the business industry change. Announcements by competitors and extreme changes in exchange rates are two sources of business change. These changes need to be updated in the scope statement only if the change has a direct impact on the project's delivery dates.
5. Personnel change
Personnel changes occur when key people involved in the project leave or are added to the project team. As a project progresses, the lead designer may leave, the project manager may be moved to another project, or a key expert may be added to the project.
When these changes occur, the project schedule may be affected. These changes need to be updated in the scope statement only if the person is a direct member of the project team whose presence or absence will have an impact on one of the project's deliverable dates.
Project environments can endure change. Knowing how to identify and analyze the sources of change will help you to update your project scope statement accurately and appropriately.
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Tag: PM206A53. Let me share all of you about #5 Tips for Project Management Success,, I hope you enjoy it
1. Plan your day using time management techniques
As a project manager, time management skills are essential because you are dealing with a wide range of tasks that demand a quick turnaround time. Planning your day will go a long way in keeping you organized and increasing your productivity. Assist your task planning by using project management software which helps you track the work of you and your team.
If you are not very tech savvy, a simple to-do list can also be a great organizational tool. Prioritize your most important tasks by putting them at the top of the list and less important ones at the bottom. Having a visual plan of your daily tasks helps to keep you on track and aware of time.
Related post: Free ebook 104 secrets to become a great project manager
2. Include stakeholders in important project conversations
While you will have plenty of responsibilities regarding the project, don’t neglect your clients.
Good communication is essential is keeping both parties informed of project progression, curtailing scope creep, and apprised of changing requirements. Some clients may have different expectations when it comes to communication, so make sure to establish the frequency and type of communication (like emails, phone calls, and face-to-face conversations) at the beginning of your project.
Establishing communication expectations early helps alleviate stakeholder uncertainty about communication frequency and delivery.
3. Regularly communicate with your team
Daily team communication helps keep misunderstandings and unclear requirements under control. Keeping your team informed in every step of the project is essential to project management success.
For example, a study published by Procedia Technology found that good communication skills were the cornerstone of project management. The study examined over 300 “construction project managers, architects, construction managers, engineers and quantity surveyors” and their successes and failures on various construction projects.
4. Anticipate project setbacks
Even the best-laid plans often go awry.
Remember that even with a high amount of planning and attention to detail, your project may still encounter some challenges. Pay attention to complaints from stakeholders or colleagues, and other warning signs, like a missed deadline or cost overrun, that there may be a problem.
Preventing a crisis will keep your project running smoothly, save you a lot of time, and keep you, your team, and your stakeholders confident in progressing with the project.
Unfortunately not every complication can be avoided. Crisis management skills are essential for dealing with the unexpected. Project managers need to be flexible and pragmatic. Improvise and make sharp decisions when needed.
Related post: 92 free project management templates
5. Stay focused on the details
A common problem project managers encounter is having the project aims not aligned with the organization’s objectives. A great project manager will strategize a plan for the project to lead back to the overall success of the business.
Know your project’s scope by heart and avoid wandering outside of the project’s requirements. It’s too easy to get lost in minor details and forget what your focus is, so a well-planned project scope is essential for success.
And final, you should use KPI to measure effectiveness of the project, here are full list: 76 project management KPIs
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