If you’re like me, your first reaction to a derailing project is panic. While this is a totally normal reaction, if you feel like project is rolling away like a getaway trolley, you’ve got to stay level-headed and move fast to catch it.
No matter how much planning goes into a project, sometimes disaster strikes when you least expect it. If it does, you’ve got to have an action plan in place to minimise damage and keep your team moving forward!
Whether it’s a big problem or a small hiccup, it doesn’t really matter. Even the smallest setback can derail a project if you don’t take control quickly. What really matters is whether you FEEL a project is under control and whether your stakeholders BELIEVE the project is under control. It’s all about perception and perseverance.
To help you out, we’ve put together an emergency project recovery plan to stop the spiralling and steer your team back on track. It might not fix everything, but it's a great place to start!
Acknowledge the situation
The first step to getting back on track is accepting there’s a problem. It might seem stupidly simple, but if the project trajectory’s looking grim, acknowledge it sooner rather than later. Whether you're dealing with a big-ass problem or smaller struggles, the earlier you acknowledge it, the better. If you leave seemingly insignificant issues to simmer too long, they can blow up into major disruptions down the line.
And don’t waste your time playing the blame game either. Just gather up your team for an emergency meeting and assess the damage. This will inevitably involve discussing project shortcomings and as project manager this might mean taking some heat (and an ego hit) – but it's a necessary blow if you want to get things back on track.
Reassess project goals
Now you’ve got your team together, it’s time to redirect their attention to the project's original purpose and goals. When you’re dealing with chaos, it’s easy to lose perspective and get bogged down in the details. As PM, it's your job to keep your eyes on the prize and think big picture.
At project kick-off, you likely had a team meeting to discuss project targets and milestones. Use this opportunity for a refresher! Take time to identify where things have veered off course. Ask your team:
Are there any areas of the project plan that seem unattainable?
Have we underestimated the timelines of any components?
Do any project goals require re-evaluation?
It may seem terrifying to be pivoting partway through an important project, but sometimes it’s the only way. Just think, you know more about the project now than you did at the start. You know what works and what doesn’t, which means you’re better equipped to devise a more realistic and informed approach.
Evaluate communication channels
Let’s face it! Communication breakdowns are usually to blame for project problems. For a project to succeed, you need to have a comms system that allows your team members to stay on the same page, no matter what area of the project they are working on.
Have a look at your current communication process and assess for any gaps or weak spots. Ask yourself:
What comms channels are being used?
How often are you checking in as a group?
How do you share info about each team member’s work?
Is there a central place where team members can track project progress?
The best way to keep your team connected by investing in a quality project management tool. These tools provide a centralised place where team members can report on their progress and keep track of overall project progress. There are heaps of tools available at various price points, so you can easily find one that will suit your agency’s size and budget.
Establish regular meetings
If you want to keep your project from derailing any further, you need to establish regular times for your team to meet up and discuss what's working, and what isn't. Popular options are daily scrum meetings or weekly stand-ups. Team meetings are a great way to confirm everyone is focused and working towards the same goals.
But don’t stop at group meetings. You need to setup weekly one-on-one meetings with each of your team members to ensure the project stays on course. This gives each team member the chance to discuss how they're feeling, how their work’s going, and what they need from you.
After talking to everyone you will have a better idea about here the project currently stands and can address any issues or concerns directly and discreetly. If you spot anyone not pulling their weight, you can dig further and get them back on track.
Address your stakeholders
As tempting as it is, don’t keep your client, and any other relevant stakeholders, in the dark. If a project has gone south, you’ve got to keep them in the loop. Without honesty and transparency regarding project's issues, things will only get worse.
Own up to any mistakes. Don’t pass the blame and don’t make excuses. These never go down well. Just explain the facts as straightforwardly as you can and tell them how you plan to get everything back on course. Emphasis that you understand the situation and are now in control. It’s always best to explain to a client upfront why a project is going to be late, rather than hide it from them and then face their wrath when the deadline is missed.
Learn from it!
As good ol’ Rafiki says, when it comes to your past – you can either run from it or learn from it. After a problematic project is over, you should organise a project post-mortem with your team. This is a great chance for you and your team to dig into the project's weaknesses and successes. This post-mortem should acknowledge even the smallest points of frustration, and work towards preventing them in future.
For best results send out a simple questionnaire before the meeting to give your team the opportunity to reflect and share insights they might not what to say aloud. Together you can identify what went wrong so you can do your best to prevent it from happening again.
Question time!
Have you ever had a project come off the rails? How did you get the project and your team back on track? Share your stories with the rest of our community via LinkedIn!