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A Simple Change Management Procedure That Is Easy To Follow

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Your change management procedure does not need to be overly complex. In fact, it only requires a project manager to insist upon the use of change request forms and steering meetings to ensure that scope creep is not going to impact your projects.

Change request forms are the basic document used when requesting alterations to project. Project managers should insist upon all requests being filled out in a change request form. External customers may have a trimmed-down basic version for any alterations, changes or improvements they request.

The project manager must evaluate each change, in much the same way as a manager would assess a performance review sample. The change is given a severity level, a priority and an estimate of the amount of work involved. Those change requests deemed to only involve a small amount of work may be approved straightaway and implemented if your project team already have some available work time to complete the tasks.

The majority of change requests do however proceed to the steering meeting. This is normally held on a weekly basis and attended by the project manager, product manager, stakeholders and change request authors. Each alteration is discussed and provided with a new status (approved, deferred, rejected, etc.). The project manager should identify if approved changes are going to bump out timelines and therefore require other tasks/work items to be evaluated for deferral. This ensures that your timelines do not get adversely impacted by scope creep.

Finally, the change management procedure is completed when the project manager gets financial approval for any changes (if required by the project sponsor), updates their project plans and then informs the project team of what alterations need to made. This is usually reflected in their work breakdown structure. The use of IT systems for creating Gantt charts, bug databases and action lists makes this process more automated and a lot more easy to manage.

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