How To Manage Project Delays

Project delays are integral part of day to day deliveries, however not affordable.

Parkinson's Law, speaking to effort, tells us that "work expands to fill the space allotted".
Murphy's Law, speaking to uncertainty, tells us that "whatever can go wrong will go wrong, and most likely at the worst possible time".

Such realities are faced by all project managers. No matter how much time you have for a project, it will likely be consumed, and no matter how well you plan, eventually you will always be faced with the "unexpected".
So, if work always expands to fill the space (time) allotted, and whatever can go wrong will go wrong, the only thing you can do is to Be Prepared. 

This post will try to highlight few techniques to Prevent Delays (Before Delay Occurs) and Fix Delays(Post Delay Occurs).

Preventive: Technique to Prevent Delays:

Catch It Early & Track Vigilantly

• Unless you have some magic, ideal way to handle project delays is to predict them happening and countering whatever may be the cause, avoiding any interruption altogether.
• Keeping yourself constantly aware (Have Daily Team Meetings) of the project schedule and keeping in close contact with your team will enable you to notice a delay as soon as it happens.
• Keep a close eye on upcoming deadlines and priority assignments. If you notice that some deadlines are falling behind or a specific task is not as close to completion as it could be, ascertain what is causing the holdup and resolve it quickly to avoid any further setbacks.
• Keeping quick attention and prompt action will get the project back on track as close the original deadline as possible.

Prioritize

• Review tasks & priorities assigned to team members. 
• Project Risk are always high during the start.
• Thus always prioritize project assignments, moving any that are especially time sensitive to the top of the list. 

Record Changes or Scope Creep

• Obtain final requirements & get a sign-off on the functional specification before starting construction
• Never accept changes unless you have done a complete impact analysis on each of the baselines – Time/Cost/Quality
• The best way to do so is by creating a change control plan that outlines the proposed changes, review, approval and implementation.
• Any change impact causing project delays should advance project delivery timelines or reduce in scope.

Predictable Delays - Document Project Delays Risk & Have Mitigation Plan Ready:

• Predictable delays (those deemed likely by circumstance and experience) can be factored into the project via a documented risk management plan. 
• When Risk plan is prepared, risks can be identified and evaluated to determine probable delays, and potential mitigating action.
• If risk is realized, the risk management plan will provide a pre-planned course of action.

Un-Predictable Delays - Document Project Delays Risk & Have Contingency & Management Reserves Ready:

• Unexpected delays are those that were generally not foreseeable, and plan them in risk management plan to reserve Contingency & Management Reserves

Corrective: Technique to Fix Delays & Bring Back on Schedule:

Plan Additional Work / Resources

• Once you realize that there is a delay, organize a team meeting.
• Inform everyone working on the project about the delay, including details such as factors contributing to the holdup and how far it has set the project back.
• Ask for input and ideas on how to get back on schedule, and plan a course of action moving forward.
• Decide whether you need additional work from team members or supplementary resources are required.
• Also asking for volunteers who are willing to take on extra tasks as needed is advisable, as well.

Cut Any Fat (Lean Thinking)

• Determine whether there are any assignments that can be trimmed down or done away with completely.
• Scaling back on unnecessary tasks will not only get you closer to your schedule but also ensure that your team has the time needed to produce quality work.

Notify Stakeholders

• Keeping project stakeholders informed and up-to-date when there is a delay is a good practice.
• If there is a holdup, it is better for them to hear it from you than to get wind of it through the rumor mill.
• Your transparency will re-assure them that you are well aware of the causes of any project delays and that you have everything under control.
• At times, updating stakeholders on end date changes allows them to plan accordingly, as well.

Notify External Dev/Testing Teams

• Get in touch with external teams is also important.
• On the other hand, you might need to ask a contractor if they can have their part of the project completed even earlier in order to put other tasks on hold.
• You may need to let some of them know that you will not be needing their services until a later date (and save project cost), if their role in the project has been moved back due to the delays.
• Either way, keeping the lines of communication open can eliminate potential problems that would only cause more delays.

Finally, step away from the project briefly. Give yourself time to catch a breath and process all of the readjustments.
Then you can head back to the tasks at hand with renewed perspective and focus on what is yet to be completed.
Doing so ensures that you are able to give the project your full attention without risking the quality on which you have built your reputation.

Hope this helps!!!

Liked reference: https://www.ittoolkit.com/how-to-it/projects/manage-project-delays.html

Arun Manglick
(AWS-ASA, SAFe Agilist, PMP®, PMI-ACP®, PRINCE2® Practitioner, CSM®, MS-Project, CSSGB, ITIL V3, MCPD, MCTS)