“Problems are not stop signs; they are guidelines.”—Robert Schuller
The Coronavirus, COVID-19, outbreak was declared a Public Health Emergency of International Concern on January 30, 2020. Since then, countries have taken measures to minimise its impact on their citizens and economy. Many businesses across the world have also activated their business continuity plans in preparation for the effects of COVID-19 and the WHO has also published articles (like this one) to help them prepare.
Here are a few things to consider when managing projects during this pandemic.
Protect the Project Team
The people resource is an important aspect of projects and during this time they are experiencing fear and uncertainty; as project managers we must provide them with support, assurance and guidance. There are two ways to do this:
Keep them safe
Information from WHO tells us that COVID-19 can be transmitted from person-to-person, as such, try to minimise or avoid having in-person interactions. Use collaborative tools to have virtual meetings, track/report project status and share files.
Check the company to find out if a Work from Home Policy exists and action accordingly. If none exists, (with the necessary approvals) work with the relevant parties to develop and implement one. In cases where working from home is not an option, ensure that the team is fully equipment to protect themselves when interacting with persons.
Communicate, communicate, communicate
Share as much information as you can with the team. Be proactive, manage the information distributed among the team and admit when you don’t know the answer to questions asked.
Schedule daily virtual meetings to touch-base with the team; this is great forum for them to ask questions and share their thoughts or concerns.
Remember to keep communication channels open—- lack of communication may lead to speculation, confusion and anxiety, especially if the team is working remotely.
Update the Risk Response Plan
Having identified this new risk, COVID-19, the project team should conduct an assessment to determine new project threats and opportunities then update the risk register accordingly.
Some important questions to answer during the risk assessment process:
- Project continuity — how should the team respond if the project manager/team member is required to self-isolate or is quarantined by the government?
- Mitigation – what can be fast-tracked before the virus hits the country?
- What conditions must be present for the project to be paused?
- What project threats/opportunities have resulted from the pandemic?
- How will procurement be impacted? Shipping items, etc.
- What additional collaborative tools will be implemented to minimise impact?
- What is the projected timeframe of risk impact?
Make Adjustments
- Consider adjusting the project launch approach to minimise or avoid negative impacts of COVID-19.
- Where possible pause high contact projects and in other cases, provide resources to allow team members to safeguard themselves from the virus; travel less or to cancel team travel plans.
- Review the project budget to eliminate non-essential expenses such as lunch meetings and replace external resources with internal staff where applicable.
Ultimately, the project manager’s response should be aligned with that of the business. Stay informed by following updates from your country and WHO, and make adjustments as more information becomes available.
Contact me if you are seeking guidance on managing your project during a crisis.
