Challenges in Managing Change for Project Management Professionals

As businesses continue to evolve and embrace new technologies, project management professionals face a unique set of challenges in managing change. Traditional management models are being replaced by new technologies such as Artificial Intelligence (AI) and Web3.0, and project managers must be equipped with the necessary skills and knowledge to navigate this ever-changing landscape. In this comprehensive guide to change management, we will explore the challenges that programme and delivery managers face in the procurement process and how technology and professional mentors can be used to overcome these challenges.

Example: The Impact of Procurement Delays on Project Management

The procurement process is a crucial part of project management, and it can often be frustrating for programme and delivery managers when it takes longer than expected. The Levin-Ward Competency Model and the PMI® and IPMA® standards require that programme and delivery managers ensure that the procurement process is done efficiently and within the timeline given. However, delays in the procurement process can lead to hidden costs that impact the project timeline, such as missed payment milestones, negative cash flow, and the need for more staff or overtime.

Technical skills are essential for project and programme management. Project and programme managers must have a deep understanding of the technical aspects of their projects and programmes, including planning, scheduling, budgeting, risk management, and quality management. They must also be familiar with relevant regulations, industry standards, and best practices.

To illustrate the impact of procurement delays, consider the following project story: A simple design change for installing a metal bracket on a concrete pedestal resulted in delays due to a series of procedures required for procurement. The procurement process involved getting the design drawing, issuing the change request, and purchasing the necessary material. The process cost approximately $7,000, and it took 10 days to complete. The programme manager expected the project manager to instruct the team to get the drawing done, issue the change request, purchase the material, and complete the job on time. However, delays occurred due to the engineering team being occupied with other work, and the procurement team had not started checking for a metal workshop as the drawing was required for quotation. Eventually, the project manager managed to get the change request and drawing, but the procurement team had just begun working on getting the material, with only five days left to the deadline.

How to Overcome These Challenges?

This story is typical of many projects, where simple tasks get delayed due to the lengthy procurement process, leading to hidden costs in the form of numerous meetings, follow-ups, and management. To overcome these challenges, a procurement plan must be put in place to standardise the procurement process, have a strategy on how to go about the required contractors and the selection process, and to use technology such as AI, Web3.0, and Agile project management.

#1 The Role of AI in Change Management

Using AI, for example, can help automate the procurement process by generating purchase orders and reducing the need for human intervention, thereby speeding up the procurement process. AI can also be used to analyse data and provide insights that can help project managers make informed decisions about procurement. Web3.0, on the other hand, can provide secure, transparent, and traceable supply chain management, which enables project managers to monitor and manage the procurement process better. Web3.0 technology can also enable the use of smart contracts, which can automate certain aspects of procurement, such as payments and delivery confirmation.

#2 The Role of Agile Project Management in Change Management

Agile project management can help project managers adapt to the changing environment, ensure better communication and collaboration, and streamline the procurement process. Agile methodologies focus on continuous improvement, which means that project managers can make adjustments to the procurement process as necessary, rather than waiting for the end of the project to evaluate and make changes. This approach allows project managers to be more responsive to changing business needs and to identify and address issues early on in the project.

#3 The Role of Professional Mentors

In addition to technology and methodology, professional mentors can also provide valuable support and guidance to programme and delivery managers navigating change in today’s business environment. Mentors can draw from their own experiences to offer insight into overcoming common procurement challenges, such as lengthy procurement timelines, inefficient communication, and hidden costs. They can also provide guidance on the best practices for implementing new technologies.

Conclusion

In conclusion, navigating change in the procurement process is a challenge that programme and delivery managers must overcome to ensure successful project outcomes. While technology, methodology, and professional mentorship can all play a role in addressing these challenges, it is important for project managers to understand the hidden costs associated with the procurement process and to have a comprehensive plan in place that takes into account emerging trends and technologies. By embracing new approaches to procurement, seeking the guidance of professional mentors, and leveraging the power of technology, programme and delivery managers can successfully navigate change and ensure project success in today’s rapidly evolving business environment.

Join our LinkedIn Group for Programme Management Insights

As a professional mentor with Project-Mentors™, I am committed to supporting the development of programme management competencies in the next generation of project and programme managers. I invite you to join our LinkedIn group to share and discuss ideas on talent management, programme management, and other topics related to project management.

Cheers, Peter