How do you assess project changes and requests?

1 Define the scope and baseline

The first step in assessing changes and requests is to have a clear and agreed-upon scope and baseline for your project. The scope defines what the project will deliver, what the objectives and requirements are, and what the boundaries and constraints are. The baseline is the original plan for the project, including the schedule, budget, quality, and resources. Having a well-defined scope and baseline will help you identify and evaluate any deviations or variations that may occur during the project execution.

2 Establish a change control process

The second step in assessing changes and requests is to establish a change control process that outlines how changes and requests will be managed, communicated, and documented. This process should include a change request form to capture the details, rationale, impact, and benefits of the proposed change or request. Additionally, a change control board or committee should review and approve or reject the change requests. It is also important to have a change log to record the status and history of all change requests, as well as a change management plan to describe how changes will be implemented, monitored, and controlled.

3 Analyze the impact and feasibility

The third step in assessing changes and requests is to analyze the impact and feasibility of the proposed change or request on the project scope, baseline, quality, risks, and stakeholders. To do this, you should consider how the change or request aligns with the project objectives and requirements, and what its effects are on the project deliverables, scope, schedule, budget, quality, resources, risks, issues, dependencies, assumptions, and stakeholders. Additionally, you should examine how the change or request impacts the expectations and satisfaction of the project stakeholders.

4 Communicate and negotiate

The fourth step in assessing changes and requests is to communicate and negotiate with the change requestor and other relevant stakeholders. You should explain the impact and feasibility of the change or request, as well as the pros and cons of accepting, rejecting, or modifying it. You should also listen to their feedback, concerns, and suggestions, and try to reach a mutual agreement that satisfies the project needs and interests. You should document the communication and negotiation process and outcomes, and update the change log accordingly.

5 Implement and monitor

The fifth step in assessing changes and requests is to implement and monitor the approved change or request. You should follow the change management plan and ensure that the change or request is executed according to the agreed-upon scope, schedule, budget, quality, and resources. You should also monitor the progress and performance of the change or request, and report any issues or deviations to the change control board or committee. You should update the project documents, such as the scope statement, work breakdown structure, schedule, budget, quality plan, risk register, and stakeholder register, to reflect the change or request.

6 Evaluate and learn

The sixth step in assessing changes and requests is to evaluate and learn from the change or request. You should measure the outcomes and benefits of the change or request, and compare them with the original expectations and objectives. You should also identify the lessons learned and best practices from the change or request, and share them with the project team and other stakeholders. You should document the evaluation and learning process and results, and use them to improve your project coordination skills and processes.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?