How Reality is Used to Change a Projects Schedule

Effective project management requires careful planning, disciplined execution, and regular monitoring and control to ensure that the project stays on track. One of the key components of this process is the use of reality checks and discipline to manage changes to the project schedule.

Reality checks are a critical part of effective project management. A reality check involves taking a step back from the project plan and assessing whether it is still realistic and achievable given the current circumstances. This might involve looking at the available resources, assessing the progress made so far, and considering any unforeseen events that have arisen during the project. By conducting regular reality checks, project managers can identify potential issues and take corrective action to keep the project on track.

Discipline is also a vital component of project management. Discipline involves adhering to the project plan and following established processes and procedures. It requires a structured approach to the management of the project, including regular monitoring of progress, frequent communication with stakeholders, and strict adherence to timelines and milestones. By maintaining a high level of discipline throughout the project, project managers can reduce the likelihood of delays, rework, and other issues that can impact the project schedule.

 One of the most important things a project manager can do to manage changes to the project schedule is to conduct regular reality checks. This involves reviewing the project plan and assessing whether it is still realistic and achievable given the current circumstances. If a project manager identifies any issues, they can take corrective action to address the problem before it becomes a more significant issue that impacts the project schedule.

If a reality check indicates that the project plan is no longer realistic, the project manager may need to revise the plan. This might involve adjusting the timeline, re-allocating resources, or changing the project scope. By revising the project plan, the project manager can ensure that the project remains on track and that changes are managed effectively.

Regular communication with stakeholders is essential for managing changes to a project schedule. By keeping stakeholders informed of any changes to the project schedule, project managers can ensure that everyone is on the same page and that there are no surprises. This can help to avoid misunderstandings, reduce the risk of delays, and keep the project moving forward.

Discipline is also essential for managing changes to a project schedule. Project managers must stick to established processes and procedures to ensure that changes are managed effectively. This might include following a change management process, documenting any changes to the project plan, and obtaining approval from stakeholders before implementing any changes. Regular monitoring of progress is also critical for managing changes to a project schedule. By tracking progress against the project plan, project managers can identify any issues or delays and take corrective action to get the project back on track. This might involve re-allocating resources, adjusting the timeline, or changing the project scope.

Suppose a software development team is working on a project to develop a new mobile app. The project is scheduled to be completed in six months, with three developers assigned to the project. However, after two months, one of the developers leaves the company, and the team finds out that a critical feature that they thought was easy to implement is more complex than they initially anticipated.

The project manager recognizes that these changes could impact the project schedule and decides to conduct a reality check. They review the project plan, taking into account the loss of the developer and the increased complexity of the feature. After the reality check, the project manager determines that the original project plan is no longer realistic, and they need to make some changes to the schedule to keep the project on track. The project manager revises the project plan, adding additional time to account for the lost developer and the more complex feature. They also adjust the timeline to reflect the new schedule, update the project scope, and communicate the changes to the development team and other stakeholders. The project manager makes it clear that the revised schedule must be adhered to, and any further changes must go through a formal change management process to ensure that they are properly evaluated and approved. To maintain discipline, the project manager holds regular team meetings to review progress against the revised schedule. They also keep in close contact with the stakeholders, providing regular updates on the project's status and any changes that may impact the schedule. By closely monitoring progress, the project manager can identify any issues or delays and take corrective action to get the project back on track. 

Also suppose a financial institution is working on a project to implement a new security system to protect sensitive customer data. The project is scheduled to be completed in six months, with a team of security experts and IT professionals assigned to the project. However, after two months, the team discovers a critical vulnerability in the system that was not identified during the initial assessment.

The project manager recognizes that this change could impact the project schedule and decides to conduct a reality check. They review the project plan, taking into account the new vulnerability and its potential impact on the project. After the reality check, the project manager determines that the original project plan is no longer realistic, and they need to make some changes to the schedule to keep the project on track. The project manager revises the project plan, adding additional time to address the vulnerability and re-evaluating the project scope. They also communicate the changes to the development team and other stakeholders, making it clear that the revised schedule must be adhered to, and any further changes must go through a formal change management process to ensure that they are properly evaluated and approved. To maintain discipline, the project manager ensures that the team follows strict security protocols and guidelines throughout the project. They conduct regular security reviews and risk assessments to identify and address any potential vulnerabilities. They also communicate regularly with the stakeholders, providing updates on the project's status and any changes that may impact the schedule. 

In these examples, reality checks and discipline are critical to managing changes to the project schedule. The project manager conducted a reality check to identify potential issues, revised the project plan to keep the project on track, maintained regular communication with stakeholders, adhered to established processes and procedures, and closely monitored progress to identify and address any issues. By using these techniques, the project manager was able to manage the changes effectively and ensure that the project was delivered on time and within budget.