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What are some common project delays and how can you avoid them?

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If you are a grant administrator, you know how important it is to deliver your project on time and within budget. However, you also know that there are many factors that can cause delays and disrupt your plans. How can you anticipate and prevent these common project delays and ensure a successful outcome? In this article, we will discuss some of the main causes of project delays and how you can avoid them with effective planning, communication, and risk management.

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Artisha L.

Program Officer, Greater Toledo Community Foundation

1 Scope creep

One of the most common causes of project delays is scope creep, which is when the project requirements change or expand during the execution phase. This can happen due to unclear or changing expectations from the grantor, the beneficiaries, or the stakeholders, or due to unforeseen challenges or opportunities. Scope creep can affect the project schedule, budget, quality, and deliverables, and lead to frustration and confusion among the project team and partners. To avoid scope creep, you need to define the project scope clearly and realistically from the start, and document it in a scope statement or a project charter. You also need to establish a change control process that outlines how any changes to the scope will be requested, approved, communicated, and implemented, and how they will affect the project resources and timeline.

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Chinmay Prabhakar

Impact | Green Transition | Change Management | Infrastructure Governance | DPI | PFM | LKYSPP | NUS | CEPT | VNIT | NLU
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To mitigate common project delays, such as scope creep, resource shortages, and technical setbacks, adopt a proactive project management approach. Start with detailed planning, including a risk management framework and realistic timelines. Ensure resources match project demands and enforce strict scope control with a change management process. Facilitate constant communication among stakeholders and apply agile methodologies for adaptability. Prioritize early risk detection and mitigation. This streamlined strategy minimizes delays, ensuring efficient project execution.

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2 Resource shortages

Another common cause of project delays is resource shortages, which is when you lack the necessary human, material, financial, or technical resources to complete the project tasks. This can happen due to poor estimation, allocation, or management of the resources, or due to external factors such as market fluctuations, supply chain disruptions, staff turnover, or equipment failure. Resource shortages can affect the project quality, efficiency, and sustainability, and lead to missed deadlines, overspending, or underperformance. To avoid resource shortages, you need to estimate the resource needs accurately and realistically from the start, and document them in a resource plan or a budget. You also need to monitor and control the resource utilization and availability throughout the project, and adjust the resource allocation or acquisition as needed. You also need to have contingency plans or backup resources in case of emergencies or unexpected situations.

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John Zakian, CEcD

Federal Grant and Long Term Disaster Recovery Subject Matter Expert Focused on Economic, Housing and Infrastructure Strategic planning and Development
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Especially when a grant does not require a match, one of the most common flaws in grant administration is in assuring that all necessary resources such as staff support are clearly defined and confirmed as available. It is often an unfortunate "duh" moment but too often the meaning of grant administration does not fully sink into the mindset of handling the grant. This situation is especially true in the area of the financial management, reporting, and draw down connected to the actual funds which can be time consuming and if not clearly factored at the outset with those involved in financial support assuring that sufficient allocation of staff and time is committed to meet the grant requirements.

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3 Communication breakdowns

A third common cause of project delays is communication breakdowns, which is when there is a lack of clear, timely, and consistent communication among the project team and stakeholders. This can happen due to poor communication planning, tools, or skills, or due to cultural, linguistic, or personal barriers. Communication breakdowns can affect the project collaboration, coordination, and alignment, and lead to misunderstandings, conflicts, or errors. To avoid communication breakdowns, you need to develop a communication plan that defines the communication objectives, methods, frequency, and responsibilities for the project. You also need to use appropriate communication tools and channels that suit the needs and preferences of the project team and stakeholders. You also need to foster a communication culture that encourages openness, feedback, and respect among the project participants.

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Ardyn M. Thriffiley. CEcD, MBA, EGc(MR)

Professional strategist, collaborator, synergist, researcher, problem solver: communities, economic development orgs, businesses & non-profits
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I had a client's construction project delayed by discovery of possible utilities conflicts, which added more time to engineering, thus postponing construction start and a financial drawdown on the grant. It is currently being reviewed for continuance.

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4 Risk events

A fourth common cause of project delays is risk events, which is when something unexpected or undesirable happens that affects the project objectives or deliverables. This can happen due to internal or external factors such as technical glitches, legal issues, natural disasters, or political instability. Risk events can affect the project schedule, budget, quality, or scope, and lead to rework, waste, or failure. To avoid risk events, you need to identify and assess the potential risks that could affect the project, and document them in a risk register or a risk matrix. You also need to plan and implement risk responses that aim to prevent, mitigate, transfer, or accept the risks, and document them in a risk management plan. You also need to monitor and review the risk status and impact throughout the project, and update the risk register or matrix as needed.

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John Zakian, CEcD

Federal Grant and Long Term Disaster Recovery Subject Matter Expert Focused on Economic, Housing and Infrastructure Strategic planning and Development
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Risk assessment is an important necessity as part of the grant launch planning process. Risk assessment should have both an activity and a financial component. When mapping out key steps in carrying out the grant and the comparable timeline benchmarks, you should always ask yourself what could delay or derail the progress at each juncture. Keep in mind carrying out a grant project is in a dynamic environment meaning that external forces beyond your control and those involved or affected by the grant can always throw a wrench into the works. Therefore, always be prepared to adapt and adjust the implementation of the grant. You will find that often using risks to prepared for obstacles can be a true asset when faced by the unexpected.

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5 Stakeholder resistance

A fifth common cause of project delays is stakeholder resistance, which is when some of the project stakeholders are opposed to or dissatisfied with the project goals, processes, or outcomes. This can happen due to lack of stakeholder involvement, engagement, or buy-in, or due to conflicting interests, expectations, or opinions among the stakeholders. Stakeholder resistance can affect the project support, approval, or adoption, and lead to delays, disputes, or rejection. To avoid stakeholder resistance, you need to identify and analyze the project stakeholders and their needs, interests, and influence, and document them in a stakeholder register or a stakeholder analysis. You also need to involve and engage the stakeholders throughout the project, and communicate with them regularly and transparently. You also need to manage and address any stakeholder issues or concerns that arise during the project, and document them in an issue log or an issue tracker.

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John Zakian, CEcD

Federal Grant and Long Term Disaster Recovery Subject Matter Expert Focused on Economic, Housing and Infrastructure Strategic planning and Development
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The reality with most grant funded initiatives is that they represent change and change can always be challenging to accept and support. Grant administrator needs to be always on the alert for potential mine fields or obstacles during the implementation of the grant, and be prepared to adapt and adjust. Keep in mind that conceptualization and explanation of what will happen once a grant is implemented can be enthusiastically received by stakeholders, beneficiaries, and others involved in the grant. However, there is always a risk that what is thought to be what will happen or what will be provided when there is actual real-time implementation could result in reality being very different.

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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?

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Artisha L.

Program Officer, Greater Toledo Community Foundation
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When a project involves people, anticipate delays, because that's one of the best ways to be proactive. While I was leading a grant-funded project that focused on youth, I anticipated delays because when you work with youth, you must factor in their caregivers. I also learned during that time that I needed to ask on the front-end how the funder would handle a delay. Once I had that information, I was able to be better prepared.

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What are some common project delays and how can you avoid them?

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6

1 Scope creep

2 Resource shortages

3 Communication breakdowns

4 Risk events

5 Stakeholder resistance

6 Here’s what else to consider

Grant Administration

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What are some common project delays and how can you avoid them?

1

2

3

4

5

6

1 Scope creep

2 Resource shortages

3 Communication breakdowns

4 Risk events

5 Stakeholder resistance

6 Here’s what else to consider

Grant Administration

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