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Understating the Change Management Process

Change management is a broad term, covering all process types that prepare and support organizational changes. However, from the perspective of project management, it refers to managing changes within the domain of the project.  So for instance, if any changes have to be made to the project scope during the execution phase, then it must be carried out through a proper change control process.

Change management processes are designed to prepare, equip and support individuals and teams for the modifications that need to be made. As challenging as it may be, change is still inevitable and can happen anytime. But proper planning and the use of effective collaboration software ensure that changes are adopted smoothly throughout the organization.

The Triple Constraint

Project change management can be understood through the triple constraint concept. This is a term used for managing scope, time and budget on a project such that it closes successfully. In the simplest of terms, it refers to completing the project in a timely manner within the prescribed budget and as per the quality standards assigned by the project sponsors, customers or stakeholders. Change management means controlling this triple constraint.  Any changes made to the project scope, schedule or budget will affect the other two parameters as well. So they must be managed together through a proper change management plan, a subdocument of the project plan.

The triple constraint is tracked through an integrated change control process that reviews, analyzes and approves change when a request is initiated. This is done as quickly as possible because if changes aren’t attended to, they will impact the project baselines and may derail progress.

If the change control board or CCB approves a change, then project baselines also change accordingly. Documenting all changes and generating a historical record at every step is crucial and can be accomplished through an effective project and collaboration software.

Tracking Essential Parameters

The change control process is implemented by using appropriate tools. Even though Excel sheets can be used for the purpose, using proper change management and collaboration software increases productivity and efficiency. The following are the items that should be tracked as part of change control.

• The change request and its description
• The requester
• Item priority
• Individual or team responsible for implementing the change
• Date on which the change is implemented
• Notes

Change Management Tools

Gantt Charts

A Gantt Chart can be used for planning steps of the change process visually. This allows you to quickly review the progress of each task. The Gantt Chart also highlights dependencies when tasks must be performed in a sequential order.

Dashboards

Some change management tools feature visual dashboards that display all key metrics and project progress in real time.

Collaboration Tools

Collaboration software is one of the most effective ways to manage change. Use them for leaving notes for other members, attaching files and creating a central repository of project documents. Many of these software programs also generate email alerts, which notify you instantly.

Indeed, change cannot be avoided, but with the right tools, it can be managed effectively. Doing so ensures that the project is still completed successfully.