Every successful company needs to have an effective change control procedure. All projects are faced with changes along the way and being adequately equipped to deal with said changes is crucial. A common mistake made by companies is having inefficient and ineffective change management procedures, which cause many projects to fail. By targeting and rectifying those errors, companies can save precious time and resources.
Common Mistakes in Change Control Procedure
Here are five common errors that can be causing inefficiency in change management procedure:
1. A lack of communication. Often times a change will be made without notifying everyone involved. This causes an increase in inefficiency since each team member has different information. Without a centralized system, not everyone will remain properly informed.
2. Change delays. Delaying changes can cause missed opportunities and wasted time. Both opportunity and time are essential assets to any company’s success. Often times there is a last minute change and supporting information cannot be generated fast enough.
3. Ineffective documentation. Documents and systems need to be constantly revised and updated. Every little change should be documented and distributed to all applicable parties.
4. Training new workers! The training of new personnel does not always reflect the recent changes made. In order for employees to succeed, training needs to be up to date and include all changes that have been made in the past.
5. Centralized information. Most records and data are not stored in an efficient central base. Data scattered throughout several different systems creates increased security risk and decreased efficiency. All information should be accessible in one central location.
Don’t Worry- There is Good News
While the above issues can be problematic, there is a solution for your company’s change control procedures. The first step is to determine the problem and decide on a viable solution. Companies commonly lack a change control procedure, and changes are made at random. This can also cause a disruption in work and delay projects. By implementing a proper procedure, efficiency and production can increase.
5 Tips for Change Control Procedure
1. Suggest a change. Change can be proposed by anyone and should include a full report on how to make these changes and why they should occur.
2. Review all side effects. With change can come an increase in cost, legal issues, and a need for more resources. All these additions should be properly reviewed and accounted for.
3. Decide if the change is worthwhile. Sometimes it is better to continue as before!
4. Create a plan. Discuss how to best implement this change. And then use this plan to put the change into effect.
5. Log the change. Make sure to update any systems or people involved. Lack of communication can ruin a project.
It is all too common for companies to implement a change control procedure that is plagued with flaws. By detecting the issues and implementing an effective system, you can make a number of positive changes in your company.
Chris is the Lead Author & Editor of Change Blog. Chris established the Change blog to create a source for news and discussion about some of the issues, challenges, news, and ideas relating to Change Management.