Here's how you can navigate change within a project as a project manager.

Bring the right people together and assess how the change impacts the project. Make room for both the emotions as well as the facts. Aiming to conclude the session with actionable steps and sharing this early on can help prevent this from turning into a purely rant session. Structure the meeting to help move through different phases of the discussion - a seasoned facilitator or coach can help you with this.

One thing I have seen is that impact assessment can be quite subjective so it is important to bring in all possible stakeholders to perform a fact based due diligence on the scale and scope of impact

Every project brings change - otherwise why make the investment? When assessing a change at work that a project is expected to deliver, one thing I’ve found helpful is to evaluate the change from an employee’s point of view based on the impacts and implications the change will have on the way employees will behave, interact, execute processes, use tools and analyze data to get their work done in the future state.

Once you've gauged the storm, it's time to update your nautical maps. Revise your project plans, schedules, and resource allocations to reflect the change. Ensure every document is meticulously updated, so your team has a clear, unified direction. This step often involves creating new timelines, reallocating resources, and adjusting task priorities. This proactive approach helps prevent the chaos that can arise from sudden shifts and ensures that everyone is on the same page moving forward.

The changes in timelines, budgets and resources as a consequence of change have to be actioned and owned by stakeholders and process owners. The visibility of new project milestones is vital to ensure the weekly or monthly project review is effective and governed by a PDCA process for a successful project delivery.

With all change there comes emotional and psychological impact. Minor alterations or updates don’t phase most experienced employees but projects are rife with twists and turns that could make even the most seasoned employee dizzy. It is easy to hide behind project plans and critical path/work breakdown calculations and chart a new course. But cement dries the same speed assuming the same conditions. But assuming the same conditions is exactly what we don’t give to employees. How do you assess added timeline impact of emotional processing which inevitably impacts productivity. Don’t think it matters? Think again. People must process the change and be motivated. Don’t overlook a bit more time for this. It’s not float if you need it.

The biggest obstacle in redrawing plans and budget in the face of change is a certain business event to which the project caters. The business event like the launch of a product in a new market sometimes becomes non negotiable and poses the biggest challenge to the project timelines

Understanding the degree of impact and level of complexity the change will have on specific stakeholder groups enables change resources to adjust and focus their change plans on the leaders and employees who are the most impacted by the change and will require the most change management support to lead and take on the change.

Communication, communication, communication is vital for customer satisfaction and stakeholder engagement in any change in project scope and delivery. Changes to a project from the customer will affect both stakeholders and processes and have a direct impact on planning and scheduling.

Communicating the change has to be top down . The project steerco should be pre aligned with the impact of the changes and they should communicate this to all impacted stakeholders

It’s equally important to have the right person communicate the change. Identifying the right leader or peer who can communicate effectively the change to a specific audience should be based on an analysis of the stakeholders who have influence on the change effort or who will be impacted by the change. Having credible and authentic communicators that stakeholders trust is as important as having clear messaging and communicating frequently.

Keep everyone in the loop. Transparent communication is key. Ensure all stakeholders are informed about the changes, the reasons behind them, and how they will impact the project. Regular updates and open communication channels help in managing expectations and reducing resistance to change.

Present the short and long term benefits of the change. Show the risks if you don't change. Be clear and transparent. Share the vision.

Involve and Engage Your Team in the Change Process. Encourage team members to share their thoughts and concerns about the changes. Collaborative problem-solving can lead to innovative solutions. Their insights can be invaluable, and involving them can increase buy-in and reduce resistance.

Equip your crew with the skills and knowledge they need to sail smoothly. Provide necessary training and resources, ensuring each team member understands their new roles and responsibilities. This might involve workshops, one-on-one coaching sessions, or access to new tools and technologies. This preparation transforms uncertainty into a sense of purpose, empowering your team to tackle challenges head-on. Ensuring that everyone feels confident and capable in their roles is key to maintaining productivity and morale.

An acronym I have found useful is ASKT. Identify or ensure you have the right people. This is found in those who have the right attitude and aptitude for the work or change at hand. If a person leads others be sure they have the right level of authority. Next, provide the skills and knowledge necessary to be successful in the change. Last, be sure they have the tools and technology needed to do the task or accomplish what is expected. ASKT is important before holding accountability for the change.

Equip your team with the necessary skills and knowledge to adapt to the change successfully. Provide training sessions, workshops, or resources to ensure everyone understands their roles and responsibilities in the revised project context.

Il est essentiel de reconna?tre que le changement peut nécessiter l'acquisition de nouvelles compétences ou connaissances. Organiser des sessions de formation pour votre équipe est une excellente fa?on de les préparer à ces changements. Cela peut prendre la forme d'ateliers sur de nouveaux outils logiciels ou de briefings sur les réglementations de conformité mises à jour. En veillant à ce que votre équipe soit bien formée, vous renforcez leur confiance et réduisez les perturbations potentielles dans le projet.

Track and Adapt Continuously. Regularly monitor the progress of the project after changes have been implemented. Be prepared to make further adjustments as necessary. Continuous monitoring helps in identifying any new issues early and allows for timely adjustments to keep the project on track.

Keep a vigilant eye on the horizon. Regularly review project progress to ensure the change is being implemented smoothly. Set up regular check-ins, status reports, and performance metrics to track progress. Address any issues or obstacles promptly, steering your ship back on course whenever necessary. This ongoing oversight helps maintain momentum and ensures your project stays on track. Being proactive rather than reactive allows you to manage risks effectively and make informed decisions.

La notion du suivi et la surveillance est une notion primordiale, afin de garder un ?il sur les problèmes qui pourrait survenir suite aux changements et modifications, c'est la raison pour laquelle il est important de prendre les mesures correctives à chaud afin d'éviter les répercussions majeurs sur l'évolution du projet.

Die kontinuierliche überwachung nach ?nderungen ist entscheidend, um das Projekt auf Kurs zu halten. KPIs, Projektmanagement-Software und regelm??ige überprüfungen sind hilfreiche Werkzeuge. In einem Bauprojekt führten unerwartete Verz?gerungen zu zus?tzlichen w?chentlichen Fortschrittsbesprechungen und angepassten KPIs. So konnten Probleme schnell erkannt und L?sungen implementiert werden. Diese Ma?nahmen halfen, den Zeitplan weitgehend einzuhalten und zus?tzliche Kosten zu vermeiden.

Continuously monitor how the change is impacting project progress. Track key metrics, milestones, and deliverables to ensure the project stays on track despite the adjustments. Use data-driven insights to make informed decisions.

Flexibility is your greatest ally in uncertain waters. Be ready to make further adjustments as needed, continuously aligning your project goals with the evolving landscape. This strategic adaptability allows you to navigate change not just as a challenge, but as an opportunity for growth and innovation. Encourage feedback and be open to iterative improvements. This approach fosters a culture of continuous improvement and resilience within your team.

Strategic adaptation is best carried out when the front line are engaged, empowered, enabled, and equipped to make day to day adjustments to be responsive at the level of the customer. Let them own the sandbox and toys then let them play.

Be resilient in your work journey, sometimes you see yourself out of the plan but inside your goals. 2+3 makes 5 but also 1+4 makes 5. It doesn't matter to do things in a different way, what matters is to do it in the right way.

Flexibility is crucial in managing change. Be ready to adjust strategies, resources, and priorities as needed throughout the project lifecycle. Anticipate potential challenges and have contingency plans in place to mitigate risks.

Retro the whole process. What caused the change, how it was handled and create SOPs for future changes that may arise. Changes to scope shouldn’t be a norm but the ability to handle them should be part of the DNA.

Here are some overlooked considerations for project managers navigating change within a project: Enhance your emotional intelligence: Develop empathy to understand and manage your team's reactions to change. Guide them through the emotional process of adapting, enabling a smoother transition. Proactively address potential concerns: Anticipate the questions or challenges your team may face and provide answers upfront. Emphasize the rationale for change: Articulate why the change is necessary, and clarify how it links to the project's overall success. Monitor informal communication : Keep an ear to the ground to gauge the team's mood and discussions. Address any misinformation or negative sentiments promptly to maintain positivity.

As the project manager, you do have (or should have) the right to challenge an imposed change. Is this change necessary? Is it the right change? Is the customer prepared to accept the impact? In my book "Looking Forward, Looking Back"(Amazon), I tell a story (fiction-based-on-reality) of a project that encountered at least two such changes, and the negotiations with the Project Board to resolve them.

One reminder I have found helpful is that we do not manage change, we lead people through change. We change with them. The people who do the work must be involved changing the work. This begins with communication, which is 80% of managing change. And communication plans can be simple- who needs to know what by when. Last, face to face is the most effective communication. With our digital age at least have a virtual face to face. I might tell my age, but let's not be afraid to pick up the phone and make a phone call. It is for their benefit, not our convenience.