Steps To Perform In Project Change Requests Effectively

A project is not complete at first. There is always some change requests that the project manager gets from the stakeholders or the project owner. It is impossible to obey the change orders and start working on the requests and then incorporate them into your project.

The authorities and management of the project must analyze the change request order and make effective decisions on how to act on the change orders. Change request orders do not usually appear at the end of the project change requests also appear midway. The workers must stay alert and prepare to act efficiently on the change orders to reduce the project delays. The change orders are usually of two types depending upon their scope. These two types of change requests are as follows.

1. Minor change requests

Minor change requests are within the scope of the project. Such changes do not cost you an arm or leg because they are within the project budget and requirement.

1. Major change request

Major change requests are usually outside the scope of the project. Making such changes increase the cost of the budget, along with the increase in project completion time. Major change requests usually end up in arising conflicts because of the increased funding and time. To resolve such disputes, you might need a construction delay expert to identify the main reason behind the delay and the people responsible for the delay.

Top 7 steps to perform in change requests for timely project completion

Improvements in a project are only possible when you review your work and identify flaws in your outcomes and final product. On identification of the errors, one must take necessary actions to correct them and check them. Changes may result in a change in initial plans or the final product. For dealing with change request orders, it is necessary to follow certain steps and implement some strategies. Below are some of the steps you must perform in change request orders.

1. Get the change request

The initial step of the change request order is to receive it. Here receiving the change request order means understanding the demand. You must fully understand the change order from the person requesting the change—people who cannot understand the change request order end up receiving change requests again and again.

2. Analyze the request

Once you understand the change request, analyze whether the project is in your scope or not. Do not make the mistake of accepting a change request order that is not in your range. Two factors are depending on which you can decide if the request is in your scope or not.

a. Time

Do you have enough time to entertain the change request? If you do not have enough time or the change request demands so much time, you must review your decision to accept the proposal.

b. Cost and budget

Do you have enough cost to complete the change request? You have to work with the budget you receive. Analyze whether or not if the change is possible with the account you have in hand.

3. Approval or rejection to request

After analyzing the budget and time factors for the change order completion, decide on approval or rejection of the request. Send a formal letter mentioning your decision to the stakeholders or the person requesting for change.

4. Request for the resource

In your letter, along with your approval decision, do ask for the resources you may need in the future to entertain the change order successfully. It is a must to ask for help because you may never get the aid later if you don’t ask for it now.

5. Reassign tasks

While assigning tasks, consider the people who are good at doing the job. Assign it to the experts who have expertise in such situations. Handling your important tasks to incompetent workers will result in further construction delays. Despite all your efforts and hard work, you will face conflicts with the stakeholders, and you both may end up relying on a delay expert to resolve the disputes.

6. Incorporate changes

After assigning tasks, make sure your work is going on track, and you are meeting the user specifications. Look for the deviations and correct them on the spot; do not wait till the end to make corrections. If you have high satisfaction levels with the changes, add them to your project, make them a part of your project and also mention them in the documents.

7. Get the approval

When the documentation is done, provide the documentation to the user or the stakeholder for approval. Show them the demo of your change and fill a checklist that has all the change orders. If all the changes get satisfactory remarks, congratulations, you have succeeded in incorporating the changes and meeting the requirements.

Impacts change requests leave on project completion

Change request orders have both positive and negative impacts on project completion. Sometimes changes in the project in the early stages save you from damages in the future. In contrast, there are times when continuous change orders result in delays and problems in project completion.