What are the best tools for tracking project risks and changes?

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Managing a project involves dealing with uncertainties and changes that can affect its scope, quality, schedule, and budget. As a team leader, you need to identify, assess, and monitor the potential risks and changes that can impact your project's success. You also need to communicate and collaborate with your team and stakeholders to plan and implement the appropriate responses. To help you with these tasks, you can use some of the best tools for tracking project risks and changes. Here are some of the features and benefits of these tools and how to choose the right one for your project.

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Sadam Bhatti

Director SEO @ REVITY | Management Professional
Denzil Otieno

Product-Led Storytelling for B2B SaaS Businesses. Open to freelance content roles — content writer, content manager…

1 Risk register

A risk register is a document or a spreadsheet that records the identified risks, their probability and impact, their status and ownership, and the planned actions and contingency plans. A risk register helps you to prioritize and manage the risks effectively, as well as to track their progress and outcomes. You can create a risk register using a simple template or a software tool that integrates with your project management system. A good risk register tool should allow you to assign risk ratings, categorize and filter risks, update and review risks, and generate reports and charts.

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Sadam Bhatti

Director SEO @ REVITY | Management Professional
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For tracking project risks and changes, I rely on tools like Jira for its robust issue tracking capabilities. Its customizable features, including Kanban boards and real-time collaboration, make it effective for managing both risks and changes throughout the project lifecycle.

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Denzil Otieno

Product-Led Storytelling for B2B SaaS Businesses. Open to freelance content roles — content writer, content manager, SEO.
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For tracking project risks and changes, Trello emerges as a standout choice. Its user-friendly interface transforms what could be a mundane task into an engaging experience. Through its versatile card-based system, Trello provides a visual and interactive platform where project details seamlessly come together. The agility of Trello becomes evident in its adaptability to unforeseen changes, offering a flexible and collaborative approach to project management. With features like drag-and-drop functionality, checklists, due dates, and attachments, Trello doesn't just track changes; it turns project management into an organized and enjoyable journey.

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Anirudh Pant

IIM-A | Program Safety Manager | M.Tech BITS Pilani | ISTQB Test Manager
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We have used risk register as a document/Excel that identifies, analyzes, and tracks potential and actual risks that may impact a project or organizational goal. It is a central repository of critical information about identified risks and any related information about the risk, including its causes, impacts, likelihood, and potential mitigation measures. The primary purpose of a risk register is to help the project team in anticipating, identifying, monitoring, and managing risks throughout the project's lifecycle. It is a dynamic document that should be continuously updated and reviewed as the project progresses.

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2 Change log

A change log is a document or a database that records the changes that occur in your project, such as scope changes, requirement changes, schedule changes, or budget changes. A change log helps you to track the history and status of the changes, as well as to evaluate their impact and approval. You can create a change log using a standard format or a software tool that automates the change management process. A good change log tool should allow you to capture and document changes, assign and notify change owners, review and approve changes, and link changes to tasks and deliverables.

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Dmitry Bukhensky

Senior Project Manager | Program Manager | Founder and CEO | US Talent Visa Holder
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Version control is crucial for streamlined project management in addition to maintaining a comprehensive change log. Tools like Git, Subversion, or Bitbucket facilitate organized collaboration, allowing teams to track modifications, roll back to previous versions, and maintain a clear audit trail. Integrating version control with your change log enhances transparency and accountability in project development.

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3 Risk matrix

A risk matrix is a visual tool that plots the risks on a grid based on their probability and impact. A risk matrix helps you to assess and compare the risks, as well as to determine the level of response and attention they require. You can create a risk matrix using a diagram or a software tool that generates the matrix from your risk register data. A good risk matrix tool should allow you to customize the criteria and scales, color-code and label the risks, and export and share the matrix.

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Dmitry Bukhensky

Senior Project Manager | Program Manager | Founder and CEO | US Talent Visa Holder
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In addition to a risk matrix, integrating scenario analysis tools is crucial for a comprehensive risk management approach. Tools like @Risk or Crystal Ball allow you to simulate various project scenarios, providing insights into potential outcomes and interdependencies between risks. This integration enhances proactive planning and decision-making, optimizing response strategies for more resilient project execution.

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4 Change request form

A change request form is a document or a form that initiates and documents a change in your project. A change request form helps you to formalize and communicate the change, as well as to collect the necessary information and justification. You can create a change request form using a template or a software tool that facilitates the submission and tracking of change requests. A good change request tool should allow you to define and validate the change scope, estimate and analyze the change impact, and route and approve the change request.

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5 Risk dashboard

A risk dashboard is a graphical tool that displays the key risk indicators and metrics of your project. A risk dashboard helps you to monitor and control the risks, as well as to communicate and report the risk status and performance. You can create a risk dashboard using a software tool that collects and displays the data from your risk register and other sources. A good risk dashboard tool should allow you to customize and update the dashboard, select and visualize the risk indicators, and filter and drill down the data.

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6 Change calendar

A change calendar is a scheduling tool that shows the planned and actual changes in your project, as well as their dependencies and conflicts. A change calendar helps you to coordinate and align the changes, as well as to anticipate and resolve the issues. You can create a change calendar using a software tool that integrates with your project schedule and other tools. A good change calendar tool should allow you to create and edit change events, link and sync changes with tasks and milestones, and view and share the change calendar.

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7 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?

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Stacey Schroeder

Your people are your most important asset. Let me help you develop your leaders through membership in The Institute for Management Studies, or through a customized approach with EVelop.
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So how do you identify risks to begin with? Have you considered a project PRE-mortem? In a recent project implementing a global QMS & LMS in a healthcare manufacturing company, we ran a digital pre-mortem using a Whiteboard on MS Teams. 90 minute meeting. 15 minutes of silent brainstorming where each team member used virtual notes to type in their ideas as to what could cause the project to be a major failure. 65 minutes of collaborative discussion plotting each note along two axes - impact and likelihood. 10 minutes grouping them into major buckets, then assigning owners to take a first crack at a risk mitigation plan. And, then we regroup to align and move forward.

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What are the best tools for tracking project risks and changes?

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3

4

5

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7

1 Risk register

2 Change log

3 Risk matrix

4 Change request form

5 Risk dashboard

6 Change calendar

7 Here’s what else to consider

Team Management

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What are the best tools for tracking project risks and changes?

1

2

3

4

5

6

7

1 Risk register

2 Change log

3 Risk matrix

4 Change request form

5 Risk dashboard

6 Change calendar

7 Here’s what else to consider

Team Management

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