How do you review and approve project deliverables and changes?

Reviewing and approving project deliverables and changes involves a structured approach to ensure quality and alignment with project goals. First, define clear criteria and processes, specifying standards, expectations, and metrics. Conduct both formal and informal reviews, using structured, documented methods for critical deliverables and flexible, collaborative activities for quick check-ins. Implement a change control system to manage and track changes, ensuring they align with project objectives. Communicate and document the results, informing all relevant parties and updating project records. Finally, follow up to verify implementation, evaluate the review process, and document lessons learned.

To effectively review and approve project deliverables and changes, I follow: Establish and communicate the standards and metrics that deliverables and changes must meet. This ensures everyone knows what to expect and strive for. Outline who will review and approve, the tools and methods used, and how decisions will be documented and communicated. This includes setting up a framework for handling feedback and disputes. Implement project governance or management plans to guide the review process and ensure consistency. By clearly defining criteria and processes, I streamline approvals and maintain project quality and alignment.

Establish Clear Deliverable and Change Criteria Deliverables: Ensure there are specific acceptance criteria outlined at the beginning of the project. This includes quality standards, performance benchmarks, and timelines, all of which should be clearly communicated to your team and stakeholders. Define the process for handling changes, focusing on their impact on the project's scope, budget, and schedule. Changes should be evaluated against business objectives, with a strategic focus on their long-term value.

Reviewing and approving project deliverables and changes is all about having a clear, structured process. Here's my approach: 1 - Define clear criteria: Set expectations up front. Every deliverable needs acceptance criteria - quality, scope and deadlines. Changes? They need to be in line with the project objectives, budget and schedule. 2 - Formal review process: Gather key stakeholders for a review meeting. Ensure that the deliverable meets the criteria. For changes, assess the impact on cost, schedule and risk. 3 - Approval workflow: Use a formal sign-off process - digital tools make this easy. Keep the process transparent, documented and traceable. 4 - Feedback loop: Don't just approve - provide feedback and keep improving.

To review and approve project deliverables and changes, I follow a structured approach: first, I ensure deliverables meet predefined criteria and project requirements through detailed evaluation. Then, I assess the impact of proposed changes on project scope, timeline, and budget. Finally, I collaborate with stakeholders to confirm alignment with project goals before giving formal approval.

Conduct structured and documented reviews, such as quality audits, inspections, and tests, using predefined roles and criteria. These reviews provide a rigorous check for compliance and quality. Supplement formal reviews with flexible, collaborative activities like peer reviews, walkthroughs, and demos. These informal checks foster real-time feedback and quicker adjustments. Implement both formal and informal reviews throughout the project lifecycle to maintain high standards and adaptability. By balancing formal and informal review processes, I ensure deliverables meet expectations and can be adjusted as needed.

Formal Reviews: - Structured, documented, and include all key stakeholders. - Use them for critical deliverables or major changes. - They provide a clear, traceable record and ensure alignment with scope, budget, and schedule. Informal Reviews: - Quick check-ins, peer reviews, or spot assessments. - Agile and keep the momentum going. - Use them to catch issues early and make sure the team’s on the right path.

Change is inevitable, one must embrace it through the change control system (CCS). A solid design review during FEED stage must ensure that third parties are engaged to perform its cold eye review. An unbiased advisory could smartly prevent the emerging frequency during execution phase which is a painful and avoidable process. On the flip side, a good change must happen for the best interest of enterprise business needs. Economic analysis must be done for each aspect of change to determine the value it could bring in against safety, time and cost risks. Process industries do have Process Safety Management (PSM) framework which has MOC element. This applies to Projects as well as operations work. The change register must be maintained.

Use tools and procedures to track and manage changes. This includes a change request form, change log, and a change control board. Assess the impact of changes on scope, schedule, budget, quality, and risks. Ensure changes align with project objectives and stakeholder expectations. Keep detailed records of changes and their impacts to maintain control and transparency throughout the project.

A change control system is your project's defence against chaos. It's a structured process that ensures that all changes - large and small - are documented, evaluated and approved before implementation. This prevents scope creep, helps you manage risk and keeps your project on track with its original objectives. Without it, projects can spiral out of control, leading to missed deadlines, budget overruns and stakeholder frustration. A solid change control system brings order and ensures that every change is strategic and beneficial.

Inform the project team, stakeholders, and sponsors about the status and outcomes. Share key feedback and decisions to ensure everyone is aligned. Revise project documents, records, and reports to reflect the changes and decisions. Maintain clarity and consistency in all updates. Use clear and concise communication methods to uphold transparency and accountability throughout the project.

Effective change management doesn't end with implementation - it requires clear communication and documentation of the results. Why? Because your team and stakeholders need to know how the change affected the project, whether it met its objectives, and what lessons can be learned for the future. Proper documentation keeps everyone on the same page and provides a reference for future changes. Clear communication builds trust and transparency, ensuring that change drives success, not confusion. It's the last step that makes change stick.

Verify Implementation: Ensure that deliverables and changes have been correctly implemented and meet the acceptance criteria. Evaluate the Process: Assess the effectiveness of the review and approval process, noting any lessons learned or areas for improvement. Close Out and Acknowledge: Confirm completion, celebrate successes, and thank all participants to ensure satisfaction and proper closure. By diligently following up and closing out, I ensure that the project deliverables are fully integrated and all contributors are recognized.

It's crucial to follow up and close properly. Why? Because you need to ensure that the change has delivered the expected results and hasn't introduced new risks. Follow-up allows you to address any outstanding issues and confirm alignment with project objectives. Closing with proper documentation ensures that lessons learned are captured for future projects. This final step brings accountability and ensures that the changes are truly driving improvement, not just disruption.

1. Establish Clear Criteria 2. Create a Review Process 3. Use a Change Control Process 4. Document Everything 5. Communicate Clearly 6. Iterate

Ensure an efficient and effective document management process is in place with the right level of detail, including RACI table and distribution matrix / workflows. Select the right document management platform based on requirements (think evolution) during the project lifecycle.