Do you understand why your projects keep missing deadlines? Chances are that you do not have a project change management procedure in place which enforces which alterations are permitted to the workload. The project manager needs to enforce this process by using change request forms and a weekly steering meeting to manage the process.
Change request forms are fairly standard these days and must be filled out even by customers when making change requests to products. Internal employees will often use more complex form of the document (which is similar to a project proposal template) to detail the nature of the alteration, technical details, etc. each change is reviewed by the project manager and assigned a priority, severity and level of effort.
Some of these changes that require only minor changes could be implanted straightaway. The project manager may do this if the team have not got a heavy workload at that time.
The majority of project changes will however proceed to the weekly steering meeting. This part of the project change management procedure should be strictly adhered to by the project manager. It is an opportunity to present each of the changes and discuss which should be incremented. Other tasks or activities may need to be dropped in order to accommodate those changes which are to be implemented. The product manager and product sponsor normally attend.
The product sponsor may actually be required to provide financial approval for any of the major alterations (i.e. which require a lot of work and therefore a lot of financial implications). The project manager updates the meeting minutes for each weekly steering meeting and updates and a change request form software utilities that are used with the outcomes from the meeting. Project changes are assigned to the open appropriate engineers for immediate implementation or deferred to a later stage.
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