You're faced with unexpected project changes. How do you navigate the problem-solving process?

I was again asked by LinkedIn staff to answer a problem-solving question, this time regarding unexpected project changes. Below is my take on a step-by-step plan on how to address the process.

BY Crash S. Gregg

1.???? Assess Impact

·?????? Evaluate scope, timeline, budget implications

·?????? Identify affected stakeholders and dependencies

·?????? Document risks to project objectives

Assess Impact example: A key vendor suddenly doubles their prices. You evaluate the $50K budget increase needed, two-month timeline delay, and impact on three dependent workstreams.

Implementation steps for each phase:

1.???? Create impact matrix: map changes to deliverables, resources, budget lines

2.???? Use project management software to model timeline shifts

3.???? Run quick stakeholder analysis using RACI matrix

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2.???? Gather Information

·?????? Meet with team leads and stakeholders

·?????? Review project data and similar past scenarios

·?????? Analyze root causes of the change

Gather Information example: Meet with procurement, review vendor contracts, and analyze market rates. Discover vendor's price increase stems from supply chain issues affecting the entire industry.

Implementation steps for each phase:

1.???? Schedule 15-to-30-minute targeted interviews with key team members*

2.???? Pull relevant metrics from past three months of project data

3.???? Create simple cause-and-effect diagram to visualize problem sources

*Example key team member questions:

–????? What immediate impacts do you see?

–????? What dependencies are affected?

–????? What resources do you need?

–????? What risks should we monitor?

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3.???? Develop Options

·?????? Create two or three viable solutions with cost-benefit analysis

·?????? Consider quick wins vs. long-term fixes

·?????? Validate feasibility with key team members

?Develop Options example: Option A: Switch vendors ($30K cost, 1-month delay) Option B: Negotiate volume discount ($20K cost, minimal delay) Option C: Reduce scope (saves $40K, affects deliverables)

Implementation steps for each phase:

1.???? Use decision matrix scoring (weighted criteria like cost, time, risk)

2.???? Calculate ROI for each option

3.???? List pros/cons with quantified impacts

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4.???? Decision-Making

·?????? Select best option based on project constraints

·?????? Get stakeholder buy-in

·?????? Document decision rationale

Decision-Making example: Choose Option B after confirming budget availability and getting stakeholder approval. Document decision based on minimal timeline impact and relationship preservation.

Implementation steps for each phase:

1.???? Draft 1-page proposal summarizing selected option

2.???? Create stakeholder-specific talking points

3.???? Develop 90-day implementation roadmap

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5.???? Execute & Monitor

·?????? Update project plans and communicate changes

·?????? Track implementation progress

·?????? Monitor for additional impacts

Execute & Monitor example: Update vendor contracts, revise budget forecasts, and track weekly spend. Set up alerts for further price changes.

Implementation steps for each phase:

1.???? Set up daily/weekly KPI tracking dashboard**

2.???? Create change log template

3.???? Establish escalation protocol for issues***

**KPI Dashboard Essential Metrics:

–????? Schedule Performance Index (SPI)

–????? Cost Performance Index (CPI)

–????? Milestone completion rate

–????? Risk status

–????? Resource utilization

***Additional escalation protocol details:

Each section includes:

–????? Description

–????? Key stakeholders

–????? Timeline

–????? Resource requirements

Escalation protocol success metrics

–????? Level 1: Team lead (24-hour response)

–????? Level 2: Project manager (12-hour response)

–????? Level 3: Steering committee (4-hour response)

–????? Level 4: Executive sponsor (2-hour response)

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6.???? Review & Learn

·?????? Document lessons learned

·?????? Update risk registers

·?????? Adjust project processes if needed

Review & Learn example: Add vendor pricing volatility to risk register, establish backup vendors, and implement quarterly price review meetings.

Implementation steps for each phase:

1.???? Run 30-minute retrospective meetings

2.???? Update project playbook with new procedures

3.???? Create template for similar future scenarios?

?Future scenario example:

–????? Change description

–????? Impact assessment

–????? Solution options

–????? Decision criteria

–????? Implementation plan

–????? Lessons learned

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