Automating Google Workspace (GWS) & more with Apps Script
Being prepared for the Unexpected
1. Being Prepared for the Unexpected
By Kenneth Darter, PMP
One of the joys of working on projects is that
you will never grow bored. All projects are
different, and each has its own issues and
unexpected occurrences. Even if the exact
same system is implemented a second time,
the project will be different: the customer will
have different ideas, the technology will have
changed or the project team members will have
different ideas about the system. Whatever the
project is, the project manager should always
be prepared for the unexpected on a project.
No plan is fool proof, and there are always occurrences that were not thought
of before the project was started. These unexpected problems can quickly turn
a project from "green" to "red", slowing it down and in the worst case stopping
it from moving forward. While project managers cannot create policies and
procedures for every eventuality that might occur during the project, they can
plan for most of the possible contingencies and create processes and ideas for
how to deal with those unexpected issues. The following are some ideas and
guidelines for project managers to keep in mind when preparing for the
unexpected.
Build Contingency Into the Schedule
The first step to dealing with the unknown occurs before the project even
starts. When the schedule is being created, there should be enough slack in it
to account for contingencies that happen during the project. A project manager
can add a buffer at the end of the schedule or during each major phase, or the
project manager can over-estimate task durations. This sort of contingency
planning in the schedule will help everyone deal with unexpected problems or
issues during the project execution phase. The project manager might even
need to put a contingency buffer in the scope and the budget in addition to the
schedule.
Keep Resources at the Ready
With contingency built into the schedule, the next step is to determine what
people are available to help with unexpected issues. Of course, these people
are not sitting around just waiting for something to happen. Some of these
people will be assigned to your project and some will be assigned to other
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