What is the best way to handle project setbacks?

In my experience, understanding task interdependencies is crucial when addressing setbacks. ?? A delay in one area might affect the overall project due to task linkages. Tools like the Critical Path Method (CPM) can be illuminating in such cases. ?? Beyond tangible impacts like budget overruns, consider intangibles such as team morale and stakeholder trust. ?? Transparent communication is key; proactively updating stakeholders can make a difference. ?? To navigate setbacks, combine analytical approaches with effective communication and empathy.

Know what the setback is and what it means. Other people may have different perspectives on the setback and you want to ensure that you have alignment on the key aspects of the issue. Ensure you document the issue and this may lead to further recommendations or change requests being made.

Once you know the facts, ensure you communicate as best you can to all the stakeholders in a clear manner. There may be an inclination to hide information or downplay the issue to keep stakeholders happy, but honesty is the best policy. Be sure to also lay out what next steps or actions will be taken to move forward. You may not have a solution yet, but even putting a forward a plan for tackling the issue is better than stating the problem with no solution. Ensure that there are open paths of communication to listen to what stakeholders are saying so you can better respond with facts and address areas of concern.

A you work with your team and stakeholders for the solution see what options are available and what the trade-offs might be to determine the best course of action. This may require discussions with your Steering Committee and the impacts of the solution depending on the size of the problem, but best to keep them informed anyways. Then you and the team make it happen! Agree and execute. Adjust your project documents to reflect the changes and impacts.

Don't wait until the end to do your lessons learned! share them as you go an see if there's anything that can be used even with the project you're on now. Continue to improve and implement processes or tools that will help avoid the problem. Agile techniques usually have retrospectives or iterative improvement included in the approach. More waterfall approaches will need to take an active effort to implement the changes. Don't forget to celebrate your resiliency wins!

Put in the steps of plans, processes, and/or tools to prevent specific setbacks from happening again and ensure it is shared! Effective communication never stops! This means sharing not only what you do to avoid the setback but why it is important.

Project setbacks can occur despite putting forth our best efforts to cover all aspects in order to manage the project effectively. Whenever such situations arise, as a project manager, it is imperative to maintain a focus on the project's goals and desired outcomes, and resolve the issues as promptly as possible. The author, Annie Sheehan, has devised an acronym for a decision-making framework, which is "BACK yourself." In this framework, "B" stands for breathe, "A" for assess the risks, "C" for create choices, and "K" for kick into action. Therefore, when faced with a setback, remember to "BACK yourself" and keep the project moving forward.

Use a Responsibility Assignment Matrix (RAM) to outline roles and responsibilities for each task. This matrix should specify who is responsible for completing the work, who needs to approve it, and who provides input or feedback. Roles can be project-specific or support functions like accounting or HR. One person can assume multiple roles, and several people can fill the same role. Next, set clear KPIs. These could be deadlines, quality metrics, or other measurable outcomes. Communicate expectations clearly. Use tools like Slack or Microsoft Teams for ongoing communication and project management software like Asana or Jira for task tracking. Regularly review, make adjustments as needed.