Top 5 Strategies for Getting a Project Back on Track

When inheriting a project that’s in a state of disarray, it’s crucial to take strategic steps to regain control and steer it back on track. As a project manager, here are the top five things you should prioritize:

Assess the Situation: Before taking any action, thoroughly assess the current state of the project. Review project documentation, timelines, budgets, and stakeholder communications. Identify what went wrong and why, including any underlying issues such as resource constraints, scope creep, or communication breakdowns.
Communicate Transparently: Open and honest communication is essential when dealing with a troubled project. Meet with key stakeholders, including team members, sponsors, and clients, to discuss the current challenges and your plans for addressing them. Be transparent about the project’s status, risks, and potential impact on deliverables and timelines.
Develop a Recovery Plan: Based on your assessment, develop a detailed recovery plan outlining specific actions to address the project’s issues and mitigate risks. Prioritize tasks based on their impact on project success and allocate resources accordingly. Ensure that the plan is realistic, achievable, and aligns with the project’s objectives and constraints.
Stabilize the Team: A motivated and cohesive team is essential for project success, especially when facing challenges. Take steps to stabilize the team by providing support, addressing concerns, and fostering a positive work environment. Empower team members to contribute ideas and solutions to overcome obstacles and drive progress.
Monitor Progress and Adapt: Implement robust monitoring and control mechanisms to track progress against the recovery plan. Regularly review key performance indicators, such as milestones, budget utilization, and quality metrics, to identify deviations and take corrective action as needed. Be prepared to adapt the recovery plan based on changing circumstances and feedback from stakeholders.

Project Documents to Review

In addition to the steps outlined above, updating or referencing key artifacts is crucial for gaining insights into the project’s history, current state, and future direction. Here are some essential artifacts to consider:

Project Charter: Review the project charter to understand the original objectives, scope, and stakeholders’ expectations. Update the charter if necessary to reflect any changes in project goals or constraints.
Project Plan: Evaluate the project plan, including the schedule, milestones, and dependencies. Identify any deviations from the original plan and update it to reflect the current reality, incorporating new tasks, timelines, or resource allocations as needed.
Risk Register: Assess the risk register to identify existing risks and their potential impact on the project. Update the register with any new risks that have emerged and develop mitigation strategies to address them effectively.
Issue Log: Review the issue log to understand past and current challenges encountered during project execution. Address unresolved issues and update the log with new issues that require attention, assigning responsibilities and setting deadlines for resolution.
Communication Plan: Evaluate the communication plan to ensure that stakeholders are adequately informed about the project’s status and progress. Update the plan to establish clear channels of communication, frequency of updates, and escalation procedures to manage expectations effectively.
Resource Allocation: Review the resource allocation matrix to assess the availability and utilization of resources across different project activities. Adjust resource allocations as needed to address any imbalances or shortages that may impact project delivery.
Quality Management Plan: Evaluate the quality management plan to ensure that appropriate quality standards and processes are in place to deliver a satisfactory outcome. Update the plan to incorporate any changes in quality requirements or procedures necessary for project recovery.
Lessons Learned: Review lessons learned from previous project phases or similar projects to identify valuable insights and best practices that can be applied to the current situation. Update the lessons learned repository with new findings and recommendations to improve future project outcomes.

By referencing and updating these key artifacts, you can gain a comprehensive understanding of the project’s history, current challenges, and future trajectory, enabling you to develop an effective recovery plan and steer the project toward success.