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Last updated on 2024年8月1日

You're confronted with unexpected changes in project scope. How do you effectively prioritize program tasks?

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Facing unexpected changes in project scope can be daunting, but with the right strategies, you can navigate these challenges effectively. Prioritizing program tasks requires a clear understanding of the project's objectives, the ability to assess the impact of changes, and the agility to adjust plans accordingly. It's essential to keep communication channels open with your team and stakeholders to ensure that everyone is aligned with the revised goals and understands the reasons behind the reprioritization of tasks. By staying focused on the end goal and being flexible in your approach, you can maintain momentum and guide your program to success despite unforeseen scope changes.

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1 Assess Impact

When scope changes occur, the first step is to assess their impact on the program's overall objectives. Evaluate which tasks are now more critical and which can be deferred without compromising the project's success. It's important to consider the resources available, such as time, budget, and personnel, and how these might be reallocated to address the new priorities. Effective communication with your team is crucial during this phase to ensure that everyone understands the changes and their roles in implementing them.

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Mariluz Llanes Font

Transformación Digital con foco en el SGC ISO 9001: 2015 y Calidad 4.0| Gestión de Procesos Inteligentes
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Para reaccionar ante la respuesta ante los cambios del proyecto (que son inevitables), en primer lugar se debe evaluar como estos cambios afectan: el alcance definido, el cronograma y el presupuesto. Una vez que se tenga el impacto real del cambio se deberá realizar una reunión con el cliente y otras partes interesadas involucradas en su ejecución para acordar próximas tareas a realizar (redise?os de los pliegos de proyectos, búsqueda de proveedores, otros recursos que se necesiten, etc). Después de ese hito se deberá comunicar los resultados y acuerdos previstos para actualizar a todas las partes interesadas pertinentes.

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Rachel Murray, MBA HRMgt, BA B.A, Dip BM

Human Resource Professional | Employee Engagement | Workforce Development | Business Development | Female Entrepreneurship | Healthcare Management | Team Lead HRD Unit | Corporate Trainer
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Collaborative Prioritization Workshops Gather your team for a collaborative prioritization session. Use techniques like dot voting or card sorting to collectively decide which tasks should take precedence based on the new project scope.

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2 Realign Goals

Once you've assessed the impact, realign the program's goals to accommodate the new scope. This may involve revising timelines, budgets, and deliverables. Engage with key stakeholders to obtain their buy-in for the updated objectives and ensure that their expectations are managed. It's crucial to document these changes and communicate them clearly to the entire team, so there's a shared understanding of the new direction.

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Mariluz Llanes Font

Transformación Digital con foco en el SGC ISO 9001: 2015 y Calidad 4.0| Gestión de Procesos Inteligentes
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La revisión y actualización de los objetivos del proyecto es una tarea imprescindible después de la aceptación de los cambios solicitados por el cliente. Será preciso evaluar los objetivos de calidad, costo y tiempo para su reformulación y adecuación.

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3 Prioritize Tasks

With your goals realigned, prioritize tasks based on their importance to the revised objectives. Focus on activities that deliver the most value and contribute directly to the program's success. Consider which tasks have dependencies and sequence them appropriately to maintain workflow efficiency. This step often requires tough decisions, but prioritizing effectively will help keep your program on track despite scope changes.

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4 Delegate Wisely

Effective delegation is key to managing a changing project scope. Identify team members with the right skills and availability to take on critical tasks. Empower them with the authority and resources they need to succeed. This not only helps distribute the workload but also fosters a sense of ownership and motivation among team members, which is vital for navigating through changes successfully.

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5 Monitor Progress

Continuous monitoring of progress is essential after adjusting your program's priorities. Use project management tools to track task completion, resource allocation, and timelines. This will help you quickly identify any issues or delays and take corrective action. Regular check-ins with your team will also provide insights into potential challenges and opportunities for further optimization of task prioritization.

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Mariluz Llanes Font

Transformación Digital con foco en el SGC ISO 9001: 2015 y Calidad 4.0| Gestión de Procesos Inteligentes
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En la actualidad para la supervisión de la nueva ruta crítica y en general de las actividades definidas en el diagrama de Gantt y otros que se delineen después de la aceptación de los cambios se deberá implementar un Cuadro de Mando con los indicadores que midan su efectividad y en general los resultados de los objetivos propuestos.

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6 Adapt Continuously

Finally, be prepared to adapt continuously . Change is often the only constant in program management, so developing a flexible mindset is critical. Stay open to feedback from your team and stakeholders, and be ready to adjust your approach as necessary. This agility will not only help you manage current scope changes but also better prepare you for any future shifts in your program's direction.

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Mariluz Llanes Font

Transformación Digital con foco en el SGC ISO 9001: 2015 y Calidad 4.0| Gestión de Procesos Inteligentes
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Los cambios son inevitables porque por lo general no se tiene un enfoque sistémico para la formulación de los objetivos del proyecto a partir de la consideración de todos los requisitos y exigencias legales/normativas de las partes interesadas pertinentes. En la actualidad una cualidad relevante en la realización de cualquier proceso es la flexibilidad porque está permite adecuar, en dependencia de esos cambios inevitables, la nueva planificación de los objetivos acordados. El entorno actual obedece a características tales como: complejo, ansioso, no lineal , con alta incertidumbre y esto genera que cualquier sistema sea capaz de reconfigurar su funcionamiento en relación directa con los cambios que acontezcan.

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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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You're confronted with unexpected changes in project scope. How do you effectively prioritize program tasks?

1

2

3

4

5

6

7

1 Assess Impact

2 Realign Goals

3 Prioritize Tasks

4 Delegate Wisely

5 Monitor Progress

6 Adapt Continuously

7 Here’s what else to consider

Program Coordination

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You're confronted with unexpected changes in project scope. How do you effectively prioritize program tasks?

1

2

3

4

5

6

7

1 Assess Impact

2 Realign Goals

3 Prioritize Tasks

4 Delegate Wisely

5 Monitor Progress

6 Adapt Continuously

7 Here’s what else to consider

Program Coordination

给文章评分

感谢您的反馈

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