Very few projects complete without challenges (though we’d love to hear from you if you have an alternative experience). Some challenges, if not properly addressed, can derail even the best-laid plans. Recognising common mistakes, such as scope creep, poor communication and inflexibility and knowing how to tackle them, is fundamental to achieving project success.
What is scope creep?
Scope creep typically appears when the project’s requirements expand beyond what was initially agreed, without corresponding adjustments to the schedule, budget, or resources. Let’s imagine a software project where a client casually asks for additional features not in the original specification – such as a mobile app version – just after the website design stage is complete. The team obligingly adds these features without a formal approval process, causing delays and budget overruns.
To avoid this, project managers should establish clear requirements from the outset and ensure all stakeholders sign off on them. Any change requests should be documented and carefully evaluated for their impact. Using a formal change control process helps maintain discipline and ensures all stakeholders are aware of how amendments will affect deadlines and costs.
Poor communication
Our old friend poor communication can have far-reaching consequences, leading to misunderstandings, missed deadlines and low morale. For example, where team members are working remotely, using different channels to share updates and failing to synchronise their progress – one member may finish their part and wait for others, not knowing that there is a bottleneck elsewhere, resulting in unnecessary delays. To prevent this, project managers should schedule regular status meetings or catchups to promote transparency and encourage open dialogue. Choosing collaborative tools that allow all team members to see updates in real time also helps minimise friction and keeps everyone on the same page.
Inflexibility
Inflexibility often arises when project managers rigidly stick to the original plan, even when circumstances clearly change. For instance, in a product launch, market conditions might shift dramatically but the team continues working to outdated specifications, missing the opportunity to pivot and capture an emerging customer base. Embracing an agile mindset means project managers can revise goals, incorporate feedback from regular milestones, and respond constructively to new information. A willingness to adapt, paired with robust contingency planning, ensures the team is prepared for the unexpected.
Lack of adequate risk management
Neglecting risk management leaves projects vulnerable to setbacks. Suppose you are running an event and fail to consider that a scheduled speaker might have to cancel. Without a backup plan in place, this could disrupt the entire schedule and disappoint attendees. Instead, project managers should identify potential risks early through brainstorming and assessment, then devise strategies to mitigate them, such as arranging backup speakers or virtual participation options. Regularly reviewing these risks and adapting plans improves resilience and helps avoid last-minute panics.
Insufficient stakeholder engagement
Insufficient stakeholder engagement can cause objectives to become misaligned, or lead to unwelcome changes late in the project. Imagine developing an internal tool for a company but failing to get feedback from the end users until right before launch. The result may be a product that does not meet their needs, requiring costly rework and frustrating stakeholders. Active engagement – such as presenting progress updates to stakeholders, seeking their opinions in major decisions, and acting swiftly in response to feedback – ensures the project maintains alignment with their expectations throughout.
Overlooking resource constraints
Resource constraints are another commonly overlooked challenge. You might be familiar with a project manager assuming the development team can work overtime without consulting them, pushing for an aggressive delivery date. The result? Lower morale, burnout, and ultimately delays as staff cannot maintain the required pace. Thorough resource planning at the start, with input from all involved parties, helps establish realistic timelines and workloads. Monitoring resource use and adjusting allocations as needed prevents bottlenecks and keeps your project moving forward smoothly.
