What can you do when your project timeline is out of your hands?

1 Identify the causes

The first step is to identify the root causes of the timeline disruption. Is it due to external events, such as a pandemic, a natural disaster, or a regulatory change? Is it due to internal issues, such as resource shortages, scope creep, or poor communication? Or is it a combination of both? By analyzing the causes, you can determine how much you can influence or mitigate them, and how much you have to accept or adapt to them.

2 Communicate with stakeholders

The next step is to communicate with your stakeholders, especially your project sponsor, client, and team. Explain the situation, the impact, and the actions you are taking or planning to take. Be honest, transparent, and proactive. Don't wait for them to ask you or assume they know what is going on. Keep them updated regularly and seek their feedback and support. By communicating effectively, you can build trust, manage expectations, and prevent misunderstandings or conflicts.

3 Revise your project plan

The third step is to revise your project plan based on the current reality. Review your project scope, schedule, budget, quality, and risks. Identify what can be changed, what can be prioritized, what can be compromised, and what can be eliminated. Use tools such as a work breakdown structure, a Gantt chart, a critical path analysis, and a risk register to help you make informed decisions. Document the changes and get approval from your stakeholders. By revising your project plan, you can align your project objectives with the new constraints and opportunities.

4 Implement contingency measures

The fourth step is to implement contingency measures to deal with the remaining uncertainties and challenges. These may include allocating extra time, money, or resources; outsourcing or delegating some tasks; implementing quality control or assurance processes; or activating backup or recovery plans. You may also need to monitor and control your project performance more closely and frequently, using tools such as a dashboard, a status report, or a change request form. By implementing contingency measures, you can reduce the impact of potential problems and ensure your project delivery.

5 Learn from the experience

The final step is to learn from the experience and use it to improve your future projects. Conduct a lessons learned session with your project team and stakeholders, and document the best practices, successes, challenges, and recommendations. Evaluate your project performance against the original and revised plans, and identify the gaps, strengths, and areas for improvement. Apply the lessons learned to your next project or share them with your peers or organization. By learning from the experience, you can enhance your project coordination skills and knowledge.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?