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How can you manage changes to a program schedule due to external factors?

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Managing changes to a program schedule due to external factors can be challenging, but not impossible. As a team leader, you need to be flexible, proactive, and communicative to keep your program on track and your stakeholders satisfied. In this article, we will share some tips on how to handle common sources of schedule disruption, such as scope creep, resource constraints, and unforeseen risks.

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Kanagasabai Narayanan

PhD, DBA, CMgr FCMI, FInstAM, CMarEng MIMarEST (UK), M.I.K.

1 Identify the cause of change

The first step to manage changes to a program schedule is to identify the cause and the impact of the change. Is the change requested by a client, a sponsor, or a regulatory body? Is it due to a change in the market, the technology, or the environment? How does the change affect the program objectives, deliverables, budget, and quality? You need to gather as much information as possible to assess the feasibility and the value of the change.

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Kanagasabai Narayanan

PhD, DBA, CMgr FCMI, FInstAM, CMarEng MIMarEST (UK), M.I.K.
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To effectively manage schedule changes in a program, it is critical to address the reason behind them as well as their outcomes. Here there must be collection of all the necessary data from which the possibilities, as well as the merit of change will emerge. Such change can come from clients, sponsors or even regulators and this can be because of markets, technological improvements changes in environmental. Thus, it is necessary to comprehend how the change impacts on the program objectives, supplies, budget, and quality. Afterwards, an assessment as to the extent of the impact should be conducted, appropriate approval sought for, the project details as well as the plan revamped accordingly.

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2 Evaluate the options and trade-offs

The next step is to evaluate the options and trade-offs for implementing the change. Depending on the nature and the magnitude of the change, you may need to adjust the scope, the resources, the timeline, or the quality of your program. You may also need to prioritize some activities over others, or eliminate some tasks altogether. You should consider the pros and cons of each option, and how they align with the program vision and the stakeholder expectations.

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Kanagasabai Narayanan

PhD, DBA, CMgr FCMI, FInstAM, CMarEng MIMarEST (UK), M.I.K.
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It is very crucial that when one is assessing various possible strategies and trade-offs for effectuating a change, one has to take into account and weigh the advantages of these strategies compared to the overall desired picture of the program as well as the expectation of the stakeholders. The scope, resources, timeframe, and quality of the programme may need amendment depending on the type and extent of modification that is required. Such as prioritizing certain activities over others or completely dropping some of them. This is followed by an analysis on the impacts and hazards of change towards the program and evaluation.

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3 Communicate the change and get approval

The third step is to communicate the change and get approval from the relevant parties. You should prepare a clear and concise change request that outlines the rationale, the options, the impact, and the recommendations for the change. You should also explain how the change will affect the program schedule and the milestones. You should present the change request to the program sponsor, the client, and any other key decision-makers, and seek their feedback and approval.

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Kanagasabai Narayanan

PhD, DBA, CMgr FCMI, FInstAM, CMarEng MIMarEST (UK), M.I.K.
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To communicate a change request and get approval from relevant parties, follow these steps: 1. Ensure you create a change request document that is straight forward, brief, yet clear in explaining why change is necessary, how this can be achieved and the effects of these changes on the company’s operations. 2. What impact will the change have on the program schedules and milestones? 3. Inform the change request to the program sponsor, client, and any other critical people to make decisions. 4. Seek their feedback and approval. See to it that the change request conforms to the program visions and stakeholder’s needs and weigh the gains and disadvantages for each alternative.

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4 Update the program schedule and plan

The fourth step is to update the program schedule and plan according to the approved change. You should use a planning and scheduling tool, such as a Gantt chart, a network diagram, or a critical path method, to revise the sequence, the duration, and the dependencies of your program activities. You should also update the program budget, the risk register, the quality plan, and any other relevant documents. You should document the change and its impact in a change log or a change history.

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Kanagasabai Narayanan

PhD, DBA, CMgr FCMI, FInstAM, CMarEng MIMarEST (UK), M.I.K.
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Updating a program schedule and plan involves using a planning and scheduling tool, such as a Gantt chart, a network diagram, or a critical path method, to revise the sequence, duration, and dependencies of program activities. It also includes updating the program budget, risk register, quality plan, and other relevant documents, as well as documenting the change and its impact in a change log or change history.

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5 Communicate the updated schedule and plan

The fifth step is to communicate the updated schedule and plan to your program team and your stakeholders. You should inform them of the reason, the scope, and the effect of the change, and how it will influence their roles and responsibilities. You should also provide them with the revised program schedule and plan, and highlight any changes in the deadlines, the deliverables, or the quality standards. You should encourage them to ask questions, raise concerns, or provide feedback.

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6 Monitor and control the program performance

The final step is to monitor and control the program performance against the updated schedule and plan. You should track the progress, the costs, the quality, and the risks of your program activities, and compare them with the baselines and the targets. You should also identify any deviations, issues, or opportunities, and take corrective or preventive actions as needed. You should report the program status, the achievements, and the challenges to your program sponsor, your client, and your stakeholders on a regular basis.

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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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How can you manage changes to a program schedule due to external factors?

1

2

3

4

5

6

7

1 Identify the cause of change

2 Evaluate the options and trade-offs

3 Communicate the change and get approval

4 Update the program schedule and plan

5 Communicate the updated schedule and plan

6 Monitor and control the program performance

7 Here’s what else to consider

Team Leadership

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How can you manage changes to a program schedule due to external factors?

1

2

3

4

5

6

7

1 Identify the cause of change

2 Evaluate the options and trade-offs

3 Communicate the change and get approval

4 Update the program schedule and plan

5 Communicate the updated schedule and plan

6 Monitor and control the program performance

7 Here’s what else to consider

Team Leadership

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