Navigating Project Management Challenges: Strategies to Avoid the ‘Sandwich’ Dilemma
Picture this: the customer is pushing for the inclusion of certain requirements, even though your team, including business analysts (BA) and the development team, has explicitly warned that such inclusions could derail the project schedule. Unfortunately, you lack solid documentary evidence to defend your stance, perhaps due to a mistake or less-than-perfect work done by your BA or team. After rounds of blame games and escalations, you now face pressure from your own management.
It’s a scenario we’ve all encountered, right? Despite having completed good work and obtaining near-perfect customer sign-off, there may be loopholes that customers exploit. As a PM, you begin to fear or witness situations like timeline slippage, consecutive “RED” statuses, escalating budgets, and frustration levels reaching new heights.
But can we prevent such “Sandwich” moments? Here are the top three areas that you, as a PM, should have full control over to avoid these situations:
Nail Down the Requirements: Start by establishing a clear and detailed project scope. Collaborate closely with stakeholders to understand their needs, expectations, and desired outcomes. Document everything meticulously! This documentation will serve as a reference point throughout the project, making it easier to identify and manage any changes that arise. There should be no room for ambiguity — this is where many people fail, providing an opportunity for exploitation in the future. Involve customers and other necessary stakeholders in every stage of the documentation process, ensuring they review (and, if possible, contribute to) and sign off on it.
Set Strong Boundaries: Clearly define what falls within and outside the scope from the project’s inception. Communicate these boundaries to the project team, customers, and stakeholders effectively. This proactive approach will help manage expectations and prevent scope creep down the line. Remember, effective communication is paramount! Collaborate with your team, including the BA, to establish a requirements documentation structure that explicitly states expectations (requirements) and the criteria for concluding that the requirement is delivered as expected (acceptance criteria). Present this information without ambiguity, and consider incorporating visual artefacts like wireframes to enhance clarity.
Change Control Mechanism: Implement a robust change control mechanism. Agree on a solid change control process that involves a thorough assessment of changes in terms of their impact on timelines, budgets, and resources. This structured approval process will minimize the risk of scope creep. Maintain detailed records of any scope changes, the reasons behind them, and their impact on the project. This documentation will allow you to track the scope effectively and provide visibility to all stakeholders.
