How to Rescue the Problem Project [SAVE YOUR FAILING PROJECT]

Summary

This video script offers practical advice on rescuing troubled projects, identifying common pitfalls such as constant conflict, scope changes, and budget overruns. The speaker shares insights on assessing project health, understanding the top reasons for project failure, and emphasizes the importance of proper planning, effective communication, and instituting change control. The script also discusses the value of learning from mistakes through after-action reviews to prevent recurring issues, aiming to equip project managers with the skills to navigate and resolve project challenges.

Takeaways

• 🚨 Problem projects often exhibit conflict, delays, budget overruns, and constant firefighting, indicating a need for intervention.
• 🔍 Identifying a problem project involves assessing team challenges, scope changes, timeline compression, and lack of ownership among team members.
• 📈 Understanding the top reasons for project failure can help prevent and address issues before they escalate.
• 🛠 Going back to basics involves reevaluating the project plan and ensuring it was properly thought through and vetted by subject matter experts.
• 📋 A solid scope statement with clear ins and outs is crucial to prevent scope creep and maintain project control.
• 📝 The Work Breakdown Structure (WBS) is key to understanding and organizing all the work required for project completion.
• 💼 Having a steering committee and senior management support is essential for navigating project challenges and removing roadblocks.
• 🔄 Resetting the project involves communicating changes and updates to all stakeholders, akin to a 'mini kickoff' meeting.
• 🏢 Centralizing documentation in a single location, like SharePoint, helps maintain organization and prevent working on outdated documents.
• 🗣️ Internal communication is just as important as external communication; clarity on communication methods and expectations is vital.
• 🔄 Instituting change control processes helps manage scope, time, and budget, preventing unauthorized changes from derailing the project.
• 🤝 Removing blame and focusing on process improvement through after-action reviews fosters a learning environment and team rapport.

Q & A

What is a problem project and what are some common signs that indicate a project is in trouble?

A problem project is one that is experiencing significant issues, often leading to failure. Signs include constant conflict within the team, being behind schedule or budget, constant firefighting, scope changes without proper management, and team members not taking ownership of their tasks.

Why is it important to assess if a project is a problem project?

Assessing if a project is a problem project is crucial for identifying issues early and taking corrective actions. It helps in understanding the areas that need attention and can prevent the project from spiraling out of control.

What are the top 10 reasons why projects fail, as mentioned in the script?

The script does not explicitly list the top 10 reasons why projects fail but suggests that understanding these reasons can help in preventing projects from becoming problematic in the first place.

How can one become better at handling problem projects?

Becoming better at handling problem projects involves understanding the nature of such projects, learning through experience, and being educated on proper project management techniques. It also includes developing skills to deal with conflict and being able to implement what is learned.

What does the speaker mean by 'going back to basics' in the context of problem projects?

Going back to basics means reevaluating the foundational elements of the project, such as the project plan, scope statement, work breakdown structure (WBS), and ensuring there is proper support from a steering committee or senior management.

Why is having a solid scope statement with clear ins and outs important for a project?

A solid scope statement with clear ins and outs is important because it helps prevent scope creep, which can lead to projects going off track. It provides a clear understanding of what is included and excluded in the project, ensuring all stakeholders are aligned.

What is the purpose of resetting the project with key stakeholders after going back to basics?

Resetting the project with key stakeholders after going back to basics is to ensure everyone is on the same page with the updated plan and changes. It's akin to a mini-kickoff or kickoff version 2.0, which helps in realigning the team and stakeholders with the project's objectives and direction.

What role does centralization play in managing a problem project?

Centralization is crucial for consolidating all project documentation and information in one location. This ensures that all team members have access to the latest files, reduces the risk of working on the wrong version of a document, and improves communication and collaboration.

Why is it important to focus on internal communication within a project team?

Internal communication is important because it ensures that all team members, the steering committee, sponsor, and other stakeholders are well-informed about the project's progress, changes, and expectations. Clear internal communication helps in maintaining alignment and preventing misunderstandings that could lead to project issues.

What is the difference between change control and change management as per the script?

Change control is about managing requests for changes that could impact the project's scope, time, or budget, ensuring that such changes are properly evaluated and approved. Change management, on the other hand, is a broader process that includes plans for training, sustainment, reinforcement, and communication to help stakeholders understand and adopt to changes.

Why is it essential to remove blame when dealing with problem projects?

Removing blame is essential because it de-emphasizes personal responsibility and focuses on the process. This approach allows for a logical analysis of what went wrong and how to learn from it, which is crucial for preventing the same issues from recurring in the future and for maintaining a positive team dynamic.

What technique does the speaker recommend for analyzing and learning from problem projects?

The speaker recommends using an after-action review, a technique that involves examining what was planned, what actually happened, and identifying lessons learned. This method removes emotional charge and helps in understanding the root causes of problems without blaming individuals.