If something happens, then you need a plan

We all do a bit of project planning every now and again. This can be for a formal large project with multiple goals and participants or a plan just to get an email put together and sent off.

Research by Gollwitzer etc al, 2006 suggests that we need to anticipate problems and set a series of ‘if then’ actions. This would be if the new piece of software is not live by an agreed date, then, we have a paper based system to use in the short term. In other words we look at what can go wrong, what can be outside of our control and develop contingency plans that are worked out in detail and ready to go.

When the inevitable does occur and some original deadline or action does not materialise, we are not left floundering, wondering what we can do about it or who do we call. Your ‘if then’ is ready to swing into action, you continue to feel in control. You stay in business.

This sounds like really basic advice and a really obvious thing to do. You would however be surprised by the number of people out there who are happy to wing it and not do this extra level of planning.

Once they come up with a plan they let it at that and treat the ‘if thens’ with a touch of ‘we’ll cross that bridge when we come to it’. That type of head in the sand thinking can be a serious threat to your business.

While you can't have an 'if then' for every project milestone, you could have them for the milestones that are an operational threat. I have seen clients unable to issue monthly invoices with devastating implications for cash flow because a data load into a new billing system hit a technical snag. This is particularly important for projects with several suppliers. When something does go wrong, each will point the finger at the other and cooperation to resolve the issue could be in short supply.

So review your project plan. Identify the junctures where failure will seriously jeopardise your organisation and put in your 'if then' plans for these. You will keep a degree of control and not be left at the mercy of suppliers and project managers. Always have an option open, if the worst then happens, you will be ok.