Contingency plans - Revision history

S202026: /* Additional Step */

2021-02-28T13:31:13Z

Additional Step

← Older revision		Revision as of 13:31, 28 February 2021
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	As mentioned the contingency plans are never identical, some are more detailed than others, some have a wider spread, all that depends on the project and project managers.		As mentioned the contingency plans are never identical, some are more detailed than others, some have a wider spread, all that depends on the project and project managers.

			=== Potential Problem Number ===
	~~:'''~~Potential Problem Number~~'''~~

	Often there is a limited time that can be set aside for creating a contingency plan and sometimes there are too many things that have been identified as risks/events. When that happens it is good to add a step to the contingency plan.		Often there is a limited time that can be set aside for creating a contingency plan and sometimes there are too many things that have been identified as risks/events. When that happens it is good to add a step to the contingency plan.
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	~~:'''~~Visualization Matrix~~'''~~		=== Visualization Matrix ===

	In some cases, there is no need to assign PP numbers, perhaps, due to few scenarios or small projects. However, it can still be useful to visualize what events can have the most impact if they occur and how likely they are to happen.		In some cases, there is no need to assign PP numbers, perhaps, due to few scenarios or small projects. However, it can still be useful to visualize what events can have the most impact if they occur and how likely they are to happen.

S202026: /* Once the Plan Has Been Created */

2021-02-28T13:30:51Z

Once the Plan Has Been Created

← Older revision		Revision as of 13:30, 28 February 2021
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	When new people enter the project they should be able to read the plan without any trouble.		When new people enter the project they should be able to read the plan without any trouble.

	~~:'''~~ Store it Securely ~~'''~~		=== Store it Securely ===
	Keep the contingency plan in a secure place and baked up. Having the plan available both online and offline is always a plus, you never know in what scenario you might need it and how the situation will be.		Keep the contingency plan in a secure place and baked up. Having the plan available both online and offline is always a plus, you never know in what scenario you might need it and how the situation will be.
	The plan has to be accessible to all employees and stakeholders.		The plan has to be accessible to all employees and stakeholders.

S202026: /* Once the Plan Has Been Created */

2021-02-28T13:30:35Z

Once the Plan Has Been Created

← Older revision		Revision as of 13:30, 28 February 2021
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	Here are some points that might help prevent that <ref name="Mind Tools"/>:		Here are some points that might help prevent that <ref name="Mind Tools"/>:

	~~:'''~~ Involve the Right People~~'''~~		=== Involve the Right People ===
	In order for people to use the plan, they need to know about it. Involve the team from the beginning, that way everyone feels included and informed.		In order for people to use the plan, they need to know about it. Involve the team from the beginning, that way everyone feels included and informed.
	It often happens that managers forget to inform the lower level of employees and just inform them when it is time to do things. That creates low motivation and people are less likely to participate.		It often happens that managers forget to inform the lower level of employees and just inform them when it is time to do things. That creates low motivation and people are less likely to participate.
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	When new employees join the team or the company make sure they get access to the plan and familiarise themselves with it.		When new employees join the team or the company make sure they get access to the plan and familiarise themselves with it.

	~~:'''~~ Update the Plan ~~'''~~		=== Update the Plan ===
	For longer projects, it is necessary to update and maintain the plan regularly. In the world today things change quickly and therefore actions might need some update.		For longer projects, it is necessary to update and maintain the plan regularly. In the world today things change quickly and therefore actions might need some update.
	A plan that was created for example two years ago might not even be relevant anymore. The risk and events that were identified might not even be applicable or the team found a new scenario that needs a response plan.		A plan that was created for example two years ago might not even be relevant anymore. The risk and events that were identified might not even be applicable or the team found a new scenario that needs a response plan.
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	:''TIP: It is good to have the project manager keeping an overview of the whole project, but let the person/department responsible keep a closer eye on their event/s. That way no event gets overlooked.''		:''TIP: It is good to have the project manager keeping an overview of the whole project, but let the person/department responsible keep a closer eye on their event/s. That way no event gets overlooked.''

	~~:'''~~ Make it Understandable ~~'''~~		=== Make it Understandable ===
	Most companies and industries have their lingo. Try not to use words or abbreviations not everyone is familiar with in the contingency plan, it has to be easy and understandable for everyone. Keep it simple.		Most companies and industries have their lingo. Try not to use words or abbreviations not everyone is familiar with in the contingency plan, it has to be easy and understandable for everyone. Keep it simple.
	When new people enter the project they should be able to read the plan without any trouble.		When new people enter the project they should be able to read the plan without any trouble.

S202026: /* Limitation to the Contingency Plan */

2021-02-28T13:29:57Z

Limitation to the Contingency Plan

← Older revision		Revision as of 13:29, 28 February 2021
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	Even though creating a contingent plan is recommended for all project managers before starting the project there can be some limitations to such a plan. Of cause, this all depends on the scope, length, and duration of the project as mentioned before. <ref name="Limitations"> CommerceMates (NA). Advantages and Disadvantages of Contingency Approach to Management.https://commercemates.com/advantages-disadvantages-contingency-approach/. Visited: 23/02/2021.</ref>.		Even though creating a contingent plan is recommended for all project managers before starting the project there can be some limitations to such a plan. Of cause, this all depends on the scope, length, and duration of the project as mentioned before. <ref name="Limitations"> CommerceMates (NA). Advantages and Disadvantages of Contingency Approach to Management.https://commercemates.com/advantages-disadvantages-contingency-approach/. Visited: 23/02/2021.</ref>.

	~~:'''~~Time-consuming~~'''~~		=== Time-consuming ===
	In order for the contingency plan to be effective, it has to be detailed and "predict" events that might occur. That means that it is typically important to set aside time for brainstorming sessions and setting up the strategy.		In order for the contingency plan to be effective, it has to be detailed and "predict" events that might occur. That means that it is typically important to set aside time for brainstorming sessions and setting up the strategy.
	There are not many project managers who spend time worrying about what might happen even though it is very common that projects run out of time and go past their deadlines.		There are not many project managers who spend time worrying about what might happen even though it is very common that projects run out of time and go past their deadlines.
	However, it can be beneficial in the end, in case any of the incidents arise, you have a strategy and can solve it faster.		However, it can be beneficial in the end, in case any of the incidents arise, you have a strategy and can solve it faster.

	~~:'''~~Complexity~~'''~~		=== Complexity ===
	The challenge of creating a contingency plan can be immense. Knowing the scope of the project extremely well is a key factor before heading into creating a contingency plan. You need a great team to help cope with the degree of difficulty that the project could have. Another thing is to figure out how to solve them and that can be quite complex.		The challenge of creating a contingency plan can be immense. Knowing the scope of the project extremely well is a key factor before heading into creating a contingency plan. You need a great team to help cope with the degree of difficulty that the project could have. Another thing is to figure out how to solve them and that can be quite complex.

	~~:'''~~Constant updating~~'''~~		=== Constant updating ===
	It can be quite a time-consuming process to get your contingency plan revised periodically. In the case of a shift in circumstances, you might need additional information from external contact, there may even be a need for another brainstorming session, and so on. This is not only limited to having extra time but could also rely on resources.		It can be quite a time-consuming process to get your contingency plan revised periodically. In the case of a shift in circumstances, you might need additional information from external contact, there may even be a need for another brainstorming session, and so on. This is not only limited to having extra time but could also rely on resources.

	~~:'''~~Predict the Unexpected~~'''~~		=== Predict the Unexpected ===
	When creating a contingency plan you are predicting the unexpected. That is perhaps the biggest limitation to a contingency plan.		When creating a contingency plan you are predicting the unexpected. That is perhaps the biggest limitation to a contingency plan.
	So in order for the contingency plan to come in handy, you need to have thought about the event beforehand in order to have a plan for it.		So in order for the contingency plan to come in handy, you need to have thought about the event beforehand in order to have a plan for it.

S202026: /* Once the Plan Has Been Created */

2021-02-28T13:22:46Z

Once the Plan Has Been Created

← Older revision		Revision as of 13:22, 28 February 2021
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	When the project start, set a maintenance time to check up on the plan, perhaps every 6 months? A shorter time or longer? All depend on the complexity of the project and project time frame.		When the project start, set a maintenance time to check up on the plan, perhaps every 6 months? A shorter time or longer? All depend on the complexity of the project and project time frame.
	If a plan gets updated make sure to distinguish the new plan from the old one, so there will not be a mix-up.		If a plan gets updated make sure to distinguish the new plan from the old one, so there will not be a mix-up.
	:''TIP: It is good to have the project manager keeping an overview of the whole project, but let the person/department responsible keep a closer eye on their event/s. That way no event is overlooked.''		:''TIP: It is good to have the project manager keeping an overview of the whole project, but let the person/department responsible keep a closer eye on their event/s. That way no event gets overlooked.''

	:''' Make it Understandable '''		:''' Make it Understandable '''

S202026: /* Once the Plan Has Been Created */

2021-02-28T13:21:30Z

Once the Plan Has Been Created

← Older revision		Revision as of 13:21, 28 February 2021
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	It often happens that managers forget to inform the lower level of employees and just inform them when it is time to do things. That creates low motivation and people are less likely to participate.		It often happens that managers forget to inform the lower level of employees and just inform them when it is time to do things. That creates low motivation and people are less likely to participate.
	So involving them from the beginning and get them to contribute to the plan, you get a wider perspective and might even get a result you did not even consider.		So involving them from the beginning and get them to contribute to the plan, you get a wider perspective and might even get a result you did not even consider.
	When new employees join the team or company make sure they get access to the plan and familiarise themselves with it.		When new employees join the team or the company make sure they get access to the plan and familiarise themselves with it.

	:''' Update the Plan '''		:''' Update the Plan '''

S202026: /* Additional Step */

2021-02-28T13:18:47Z

Additional Step

← Older revision		Revision as of 13:18, 28 February 2021
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	* ''Example:'' If the event has ''severe'' impact and ''unlikely'' likelihood of happening, the PP number becomes: 5*1 = 5 <ref name="PPA"> Joe Tidd and John Bessant (2019). Potential problem analysis. http://www.innovation-portal.info/wp-content/uploads/Potential-problem-analysis.pdf. Visited: 19/02/2021.</ref>		* ''Example:'' If the event has ''severe'' impact and ''unlikely'' likelihood of happening, the PP number becomes: 5*1 = 5 <ref name="PPA"> Joe Tidd and John Bessant (2019). Potential problem analysis. http://www.innovation-portal.info/wp-content/uploads/Potential-problem-analysis.pdf. Visited: 19/02/2021.</ref>

	After creating PP numbers for the events you sort them from largest to smallest and continue the [[How To Create a Contingency Plan \| steps]] of creating a contingency plan. That is trigger, action, and person responsible.		After creating PP numbers for the events you sort them from largest to smallest and continue the [[#How To Create a Contingency Plan \| steps]] of creating a contingency plan. That is trigger, action, and person responsible.

S202026: /* Additional Step */

2021-02-28T13:18:24Z

Additional Step

← Older revision		Revision as of 13:18, 28 February 2021
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	* ''Example:'' If the event has ''severe'' impact and ''unlikely'' likelihood of happening, the PP number becomes: 5*1 = 5 <ref name="PPA"> Joe Tidd and John Bessant (2019). Potential problem analysis. http://www.innovation-portal.info/wp-content/uploads/Potential-problem-analysis.pdf. Visited: 19/02/2021.</ref>		* ''Example:'' If the event has ''severe'' impact and ''unlikely'' likelihood of happening, the PP number becomes: 5*1 = 5 <ref name="PPA"> Joe Tidd and John Bessant (2019). Potential problem analysis. http://www.innovation-portal.info/wp-content/uploads/Potential-problem-analysis.pdf. Visited: 19/02/2021.</ref>

	After creating PP numbers for the events you sort them from largest to smallest and continue the steps of creating a contingency plan. That is trigger, action, and person responsible.		After creating PP numbers for the events you sort them from largest to smallest and continue the [[How To Create a Contingency Plan \| steps]] of creating a contingency plan. That is trigger, action, and person responsible.

S202026: /* Additional Step */

2021-02-28T13:16:56Z

Additional Step

← Older revision		Revision as of 13:16, 28 February 2021
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	As mentioned the contingency plans are never identical, some are more detailed than others, some have a wider spread, all that depends on the project and project managers.		As mentioned the contingency plans are never identical, some are more detailed than others, some have a wider spread, all that depends on the project and project managers.


	:'''Potential Problem Number'''		:'''Potential Problem Number'''

S202026: /* Additional Step */

2021-02-28T13:16:46Z

Additional Step

← Older revision		Revision as of 13:16, 28 February 2021
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	:'''Likelihood:''' Rare(1) - Unlikely(2) - Possible(3) - Likely(4) - Almost(5)		:'''Likelihood:''' Rare(1) - Unlikely(2) - Possible(3) - Likely(4) - Almost(5)
	:'''Impact:''' Marginal(1) - Minor(2) - Moderate(3) - Major(4) - Severe(5)		:'''Impact:''' Marginal(1) - Minor(2) - Moderate(3) - Major(4) - Severe(5)


	* ''Example:'' If the event has ''moderate'' impact and ''likely'' likelihood of happening, the PP number becomes: 3*4 = 12		* ''Example:'' If the event has ''moderate'' impact and ''likely'' likelihood of happening, the PP number becomes: 3*4 = 12