However much you plan, Michelle Gibbings* says projects can go off the rails, especially when they are the result of forced change. She has some advice for making the process as painless as possible.
Have you ever had a time when you planned a project, initiative or piece of work, and it didn’t work out?
It might have taken longer than anticipated, required more resources, was more costly, or you discovered it didn’t come to fruition as expected.
The list of things that can go wrong is long.
Particularly so when it comes to change — whether it is big or small; in your personal or professional life.
When a change you want to make goes off the rails, you may wish to de-scope, push out timeframes, get frustrated, spend more money, or give up and walk away.
None of those tactics is beneficial. Instead, it helps to start at the beginning and accept that all change involves uncertainty and unknowns.
Here are some ideas to get you started.
Contextualise your why
Change is easiest when it’s incremental and has a clear destination.
The change has a clear plan and steps to follow, and each piece of change builds on the earlier part of the change, all of which ultimately get you to your desired end.
It’s more complicated when the end is unclear, and your objectives and goals are fuzzy.
It’s even more complex when the change is disruptive and thrust upon you by external forces.
For example, technological advances or new regulations force you to shift how you operate, and you need more time to adapt than is available.
Regardless of what might have initially driven the change, put it into your context and make it relevant.
Be specific about why it matters and what will be gained, and ensure there is a clear destination.
Identify the risks from the outset
Undertake a realistic assessment of the potential issues that may arise during the work.
When you understand the risks that could arise, you can put in place plans to minimise the likelihood they will eventuate and minimise the impact if they do.
You can also establish early-warning indicators to monitor if a risk starts to eventuate.
Manage expectations
When projects are initiated, there are many unknowns.
Over time, an unknown becomes a known, so the level of understanding about what’s practical, possible and probable becomes more evident.
Throughout this period, it’s not just about managing the expectations of stakeholders and your team. It’s about managing your own expectations.
From initiation to implementation, notice how expectations shape how you react and respond when things don’t go to plan.
Change can be challenging, so be realistic. Being a hopeless optimist won’t help.
Focus on the messy middle
We all love the beginning when everything looks exciting and full of potential.
We all love finishing something and seeing the fruits of our endeavours.
However, as academic and change expert, Rosabeth Moss Kanter writes: “Everything can look like a failure in the middle.”
She advises that the hard part is the work in the middle.
We can give up during those times in the messy middle when things appear off track and you may be unsure how to get back on track.
The messy middle will happen, so ready your mindset (and that of others involved) for its eventuality.
Know where to seek counsel
There will be lots of people who will have ideas about what you should do.
Know who you need to listen to and those to ignore. Be ready and willing to listen to the voices of dissent, as they can provide valuable perspectives.
The wisdom is usually in the group, so seek it out. Your role is to be curious and to ask the right questions at the right time.
Make decisions
In times of challenge, people can become reticent to make decisions.
However, at precisely this time, the need to make decisions is at its highest imperative.
People are looking for leadership, and making a decision goes with the territory.
Take time out
Author of Atomic Habits, James Clear, writes about breaking the cycle.
“It only takes five minutes to break the cycle. Five minutes of exercise and you are back on the path,” he writes.
“Five minutes of writing and the manuscript is moving forward again. Five minutes of conversation and the relationship is restored. It doesn’t take much to feel good again.”
You can apply a similar philosophy to times when things are going off the rails. You need to gain perspective and be open to shifting that perspective.
One of the best ways to do that is to take time out. Walk away. Get some air. Take a break.
Do whatever you need to do so you can return to the problem with a different frame of reference.
Find the learning
Out of every failure or thing that goes wrong, there are immense opportunities to learn.
So whilst you may not enjoy the experience, you will undoubtedly benefit from it in the long run.
Consider what you need to take with you into the future and what you need to leave behind.
Take care
Your team is looking to you for guidance and direction. Be available, supportive and encouraging to those around you.
Take the time to listen and understand concerns, while constructively challenging them if needed.
At such times, stress levels can become overwhelming, giving rise to short and longer-term health issues.
Be alert to the danger signs for you and your team. Throughout any form of change, you want to ensure your mental health and wellbeing start and end in good shape.
*Michelle Gibbings is a Melbourne-based change leadership and career expert and founder of Change Meridian. She can be contacted at [email protected].
This article first appeared atwww.changemeridian.com.au
