Dear Pack Systems……

Dear Pack Systems,

I’m an engineering project manager having some stress with my work because the client keeps changing the project schedule. I cannot figure out why they keep changing their mind!  How can I better react to endless changes in schedule and what can I do to prevent future altercations?

Sincerely,

Frustrated in Franktown

Dear Who moved my cheese,

Let’s be frank.  It is no secret that, as the custodian of savings deliverables, an executive director or segment manager overseeing CAPEX projects knows that the sooner a project is implemented, the sooner the savings realization associated with return on investment. This is sometimes tied to incentive pay.

However, a more likely reason for the schedule change is an upstream or downstream stage gate decision milestone misalignment, such as a board meeting or the end user changed the date of their promotion.  In other words, something in the front end planning didn’t quite line up with the discrete execution milestones of the entire program life cycle, or your customer’s customer threw out a zinger.

As an experienced project manager, no doubt you have already included some schedule contingencies in the plan.  Because you own your schedule, you already know explicitly where to save time to cover the intrinsic project deviations and can negotiate your non-negotiables regarding schedule with the client.

However, if you forget to include factors in the schedule contingency that are outside of your control, you may find yourself in a stressful situation as I suspect you are now by your letter.  By the time the program life-cycle gets to you, time is running out and your project needs to ebb and flow to meet the schedule and cover delays that could still be out of your control.

Honest and open communication with your customer in the midst of schedule change requests is the best way to bridge the gap between their expectations and what you can realistically implement.  Do not wholly compromise yourself or your ability to deliver the project within the budget, quality and time parameters, but do remember that it is your job to deliver to client expectations.

With your thoughtful planning up front, including awareness of the project specific elements of potential delays, in your control and outside your control, both you and your client will succeed, together.

And remember….

Change Happens
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Anticipate Change
Get Ready For The Cheese To Move
Monitor Change
Smell The Cheese Often,                                                               So You Know When It Is Getting Old
Adapt To Change Quickly
The Quicker You Let Go Of Old Cheese,                                      The Sooner You Can Enjoy New Cheese
Change
Move With The Cheese
Enjoy Change!
Savor The Adventure And Enjoy The Taste Of New Cheese!
Be Ready To Change Quickly And Enjoy It Again
They Keep Moving The Cheese.

—from Who Moved My Cheese?                       by Spencer Johnson

All the Best,

Pack Systems