Project Delivery

How to recognize and rescue a troubled project

8/10/2024

Projects often start with excitement and high expectations, but as they progress, many hit unforeseen roadblocks. For organizations, successful project execution is vital to achieving strategic goals and keeping operations running smoothly. Yet, despite the best intentions, projects sometimes fail to deliver on time, within budget, or to the expected quality.

If a project is starting to veer off course, the sooner you recognize it, the better chance you have of turning things around. Here are some clear indicators that you have a troubled project in your portfolio—and what to do about it.

Recognizing the signs of a troubled project

Detecting issues on projects early can make the difference between recovery and failure. One way to check the health of your project is a thorough review. Ask yourself the following:

Are the roles of all stakeholders clear and well-defined?
Is there a detailed scope statement that everyone agrees on, including the sponsor?
Is the schedule realistic, with all tasks and deliverables accounted for?
Are the project costs detailed, base lined, and agreed upon?
Have potential risks been identified and documented in a risk register?
Are clear acceptance criteria established for each deliverable?
Is there a communication plan in place to keep everyone aligned?
Are the necessary resources assigned and available for the project’s duration?
Are third-party deliverables well-defined and being monitored?
Are tools and processes in place to track project progress and performance?

If two or more of these questions have a “no” response, your project might already be at risk. It’s time to take action before it spirals out of control!

What causes projects to go off track?

In practice, there are many factors that can derail a project. A common issue is the lack of clear communication between the sales and project teams, as often seen at our clients. Frequent issues include:

No clear definition of project scope.
Lack of task breakdown, leading to confusion about what remains to be done.
Undefined acceptance criteria for project deliverables.
Resource over-allocation, causing key team members to be unavailable.
Poor stakeholder involvement and support.
No consistent use of project management tools and templates.

These issues can quickly compound, leading to missed deadlines, budget overruns, and dissatisfied stakeholders.

How to rescue a troubled project

If you recognize your project in any of the issues above, it’s not too late. Here’s a step-by-step process to rescue your project before it’s too far gone:

Reconnect with your sponsor

The first step in resolving a failing project is to meet with your sponsor. Together, assess the project’s current state, identify the key people involved, and pinpoint the root problems. Clarifying the sponsor’s expectations and getting their full support is crucial for a speedy recovery.

Conduct a thorough assessment

Next, perform an in-depth review of the project. This includes identifying all stakeholders, reviewing existing project documentation, and understanding the project’s objectives. Ask questions like:

What does the customer need?
What is the exact scope of the project?
What is the proposed budget and timeline?
Who is on the project team, and are they fully involved?
How well are stakeholders informed and engaged?
What is the current status of the project?

This assessment will highlight where things went wrong and guide the development of the recovery plan.

Implement a recovery plan

Once the issues are identified, it’s time to develop and implement a recovery plan. This could involve introducing a structured project lifecycle, defining the key deliverables, and setting up transparent communication channels with both customers and stakeholders. Some of the actions to consider include:

Defining project management deliverables that are mandatory for all future projects.
Introducing a process for handling changes and requests.
Reviewing the project manager’s responsibilities and level of authority.
Reassessing the entire project process from the start to ensure all phases are properly managed.

The key here is to introduce structure where it’s been lacking and bring transparency to the project’s progress.

Realign and communicate

Once the recovery plan is in motion, it’s important to ensure that all stakeholders understand the new processes and baselines. Open and honest communication is key during this phase. Be transparent about the challenges the project has faced and how you plan to address them moving forward. Acknowledge the progress the team has made, and make sure to celebrate small wins to keep morale high.

Return to stability

After implementing the necessary changes and once the project shows signs of improvement, you can gradually return to regular project management. Keep in mind that vigilance is necessary—small issues can escalate quickly if they are left unresolved. Continually refine your project plan, make adjustments as needed, and stay focused on keeping the team engaged and motivated.

Conclusion: It’s never too late to act

Projects can sometimes feel like they are too far gone to fix, but with the right approach, recovery is possible. By identifying issues early, reassessing the situation, and taking focused corrective actions, you can turn things around. If your project is in trouble, take that first step—evaluate the situation, build a plan, and communicate clearly with your team and stakeholders. With the right effort, it’s possible to bring even the most troubled project back on track.