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Handling a Project Crisis: What to Do When Things Go South
So, you’ve just been thrown into the deep end as the lead project manager, and things are looking pretty grim. You’ve got 300 people needing to move into a new building, but with just six weeks until the big day, you find out the new site isn’t even properly authorized, and it’s on tribal land in Arizona. To top it off, the current building is being sold, and the owner is adamant about not allowing remote work. Tomorrow, you’ll be negotiating with a business owner who thinks she’s always right. Sounds like a nightmare, right? Here’s how to tackle this mess like a pro.
1. Keep Cool and Don’t Take It Personally
First off, remember that project management is all about dealing with complex, often chaotic situations. It’s not about taking things personally but rather about finding solutions and options to move forward. If things are falling apart, it’s crucial to stay level-headed and focus on solving the problems rather than stressing over the situation.
2. Present the Reality with a Gantt Chart
One of the best ways to handle a crisis is to lay out the facts clearly. Start by showing the business owner the current status of the project, including the remaining deliverables. Use a project schedule like a Gantt Chart to highlight where things are going to be delayed. Explain which risks or issues are causing delays and how this could potentially push the project back by months. A clear, visual representation of the situation can help make the urgency and impact more tangible.
3. Identify and Manage Risks
Next, categorize what’s happening as either a risk or an issue. A risk is a potential problem that hasn’t happened yet, while an issue is something that’s already occurred. Document these and assess their impacts.
Then, brainstorm possible solutions—can you expedite the process or find temporary alternatives? Assign costs and benefits to each option to help make an informed decision.
4. Use Cost-Benefit Analysis to Prioritize Options
When evaluating solutions, weigh the costs versus the benefits. For instance, if you can speed up getting the certificate of occupancy, what’s the cost, and how much time would it save? Present these options to the business owner to help prioritize which solutions offer the best trade-offs between cost and speed.
5. Employ People Skills
Dealing with a business owner who always thinks she’s right as is the case in this video could use a few people skills to navigate this tricky terrain:
Yes, And:
This technique, borrowed from improv comedy, involves agreeing with the person’s ideas and then adding your own input. For example, if the business owner insists on a certain approach, acknowledge it and then explain what the implications are and what additional steps might be needed. This helps keep the conversation positive and collaborative.
Communication Preferences:
Understand how the business owner prefers to communicate. Do they want detailed emails or face-to-face meetings? Tailoring your communication style to their preference can reduce friction and make your interactions more effective.
Deliver Small Wins:
Build trust by achieving and showcasing small victories. Regularly update the business owner with progress and minor successes to demonstrate that things are moving in the right direction.
Ask Open-Ended Questions:
Use open-ended questions to gather more information and encourage discussion. Instead of asking yes-or-no questions, ask, “What do you think we should do about this issue?” or “How would you like to handle this situation?” This invites the business owner to contribute ideas and feel more involved in the solution.
6. Keep Learning and Adapting
Remember, project management is a skill that improves with experience and continuous learning. Each project, especially the challenging ones, provides an opportunity to enhance your abilities. Stay focused on learning both the technical aspects of project management and the softer people skills that can make or break a project’s success.
Navigating through a project crisis can be daunting, but with a clear approach, effective communication, and problem-solving skills, you can steer the project back on track. Keep calm, stay organized, and remember that every challenge is a chance to grow. You’ve got this!
Until next time, keep pushing forward and learning from each experience.
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