How do you communicate a project change request?

Managing project change requests is critical for project success. Here's a structured approach that I followed for years: 1. Establish a transparent change request process, outlining submission, evaluation, and approval procedures. This framework ensures consistency. 2. Use a standardized form to document change requests comprehensively. Prioritize based on urgency. 3. Communicate change requests openly to all stakeholders. Transparency builds trust. 4. Assess the change request's impact on project objectives, schedule, budget, quality, and risks. Make informed decisions and communicate. 5. Upon approval, implement the change promptly and efficiently. Continuously monitor ???? #ProjectChangeManagement #EffectiveCommunication

In my personal experience, communicating a project change request involves a structured approach. First, I document the change request with all pertinent details, including the reason for the change, expected benefits, potential impact on scope, schedule, and budget, and any supporting documentation. Next, I schedule a meeting or presentation with the project stakeholders, including the change control board if applicable, to discuss the request thoroughly. During the meeting, I present the change request, emphasizing its implications and benefits, and address any questions or concerns raised by the stakeholders. I ensure that the communication is clear, concise, and backed by data to facilitate an informed decision-making process.

It important that a client verification instruction CVI is raised if the change had been requested by the client, document the date, time and as much information as possible including sketches and drawings, photos. If using a project management program like Pocore or others raise on the system. The documents will need to be reviewed and managed, question Can it be achieved, is it safe to undertake, what it’s impact on the overall project is, could their be another Better alternative. Review with Archetect, building control, Structual Engeers, fire consultants and check costs. Consult planning if required. All parties require your form and information so ensure it is as clear as possible.

The stakeholders involved at this step are really important - we should make sure that everyone affected by or who would have involvement in implementing the change is able to adequately contribute, but in my experience, we don't want this process to take too long. It's about soliciting further input for the analysis so the right decision can be made. The right person needs to make the decision about whether to implement the change, reject it or defer it, with all the information to hand so they are approaching it from an informed position.

To communicate future change in our projects we need to enhance communication channels efficiently and effectively, which demonstrate the different aspects involved in the change request. And think carefully about the communication style we need to use, because it will influence how the change request is interpreted. Depending on the approach, you need to evolve and adapt or ensure that only approved changes are included in the scope baseline.

The timeless advice for managing a project change request is to prioritize alignment with project objectives and value. Regardless of the specific situation or project, always ask yourself:"Does this change request align with the project's goals, and does it deliver real value?" Begin with documenting the request in detail, assessing its impact on scope, schedule, budget, quality, and risks. Prioritize changes based on value and urgency, engage your project team, and transparently communicate with all stakeholders. Establish a Change Control Board for impartial decision-making, and always keep records for future reference. Embrace adaptability while maintaining project stability, ensuring changes align with objectives and deliver value.

It's very important to maintain thorough documentation throughout the change implementation process. Including updated project plans, status reports, and change request records.

Doing a final impact analysis and understanding the threshold of the project can also be done here. Sometimes one change can be linked to other projects,

Along with the documentation I mentioned above, continuously monitoring the progress of the project after implementing the change is also very important. Tracking key performance indicators and assessing whether the change is delivering the expected benefits helps the team learn faster than we think. Be prepared to make further adjustments if necessary.

It's important to remember that assessing risk is a cornerstone in the change request process. This practice allows teams to preemptively identify potential pitfalls and opportunities, enabling data-driven decision-making that aligns with both organizational objectives and stakeholder expectations. A well-executed risk assessment is not merely a formality but a critical tool for ensuring the long-term success of a project.

Finally, once the project is completed, evaluate the overall impact of the change on project success. This helps the team to pause and reflect on the past and capture insights and best practices for handling similar changes in future projects.

Managing a change request through an elevator pitch involves succinctly presenting the request's benefits and impact to gain support. Here's a structured approach: 1. Start with a Hook 2. Identify the Problem 3. Present the Solution 4. Highlight Benefits 5. Address Concerns 6. Call to Action - Conclude with a compelling call to action, such as requesting support, further discussion, or a decision.