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When a change to a project is required, a project manager prepares a change request. This can revise how a project is defined, planned, or managed.
Elements of a change request include:
The plan to implement change must include any shift in resources or tasks and any change in performance expectations. This should also include how the project manager will modify the schedule, budget, and scope.
Once the change request plan is written, the project manager must seek sign-off approval from the project sponsor and any key stakeholders. Only after approval should the project manager begin implementing the plan and modifying any project documents affected.
In order to implement a change, the project manager might need to realign resources and adjust task assignments to account for the additional work required by the change. The project manager must communicate openly to the team about these changes since they can be disruptive.
The project manager should walk through the changes with the team, explaining how team members and task will be impacted. Stakeholders can be updated about the change plan through the status report process.
Once the implementation plan is explained to the stakeholders and the team, changes are documented, and the project manager can begin monitoring and tracking the changes. Tasks and activities associated with changes should be watched closely for issues since it might be necessary to make adjustments to the plan or explain the plan in greater detail.
Source: This work adapted from Sophia Author Jeff Carroll.