How do you handle change? Changes are not predictable. What happens when changes occur on a project and you have just been notified at the last minute that documents have to be revised, revamped, and need to be transformed to have a different format?
Panic sets in. What happened to the change request process? Why weren’t you notified that changes might be coming? This scenario can occur:
- when a project manager and\or a client demands changes at the last minute,
- when updates and requirements were misinterpreted, or
- when other changes occur such as when product parts have suddenly been discontinued.
This can easily happen within an organization or global organization’s environment.
Project Plan
To ensure that the proper documents will be written, updated, or revamped, give yourself plenty of extra time within your initial project plan. If stakeholders do not agree to the expanded time frame, explain to them about the what-ifs. What
- if the client demands a change,
- if the budget was estimated incorrectly and a resource has to be eliminated, or
- if the whole scope has to change because of unforeseen circumstances.
Your schedule has to account for these situations.
Staffing
If there is a history of late changes within projects, assign backup technical writers, and just to be on the safe side, assign more than one to assist in emergencies. Make sure each writer is well versed and acquainted with the particular project topic and more importantly, that the writers also work well together. Staffing conflicts are not needed in situations where tight deadlines have to be made.
Back Up
Take a step back, especially if you are the only technical writer. You can ask what happened to being kept in the loop of change requests, but no matter what the reason behind this new agenda, you now have to move on and make all the revisions and create new documents, formats, and/or images to get the project completed on schedule.
- Get a complete list of prioritized changes.
- Then find out what format updates are required. Do it in that order. This way, at least you know what revisions have to be written, what text and data have to be replaced or amended.
- Simultaneously, focus on having the correct images redone or replaced. Formatting can be the final step.
Getting The New Data
Revisit your subject matter experts, developers, stakeholders, etc. to ensure that all the new information you have been given is correct and accurate. If they also have to adjust their plans as well, make sure that they keep you in the loop and provide you with all the information you need as the project moves on.
Post Morten
Here is where you discuss the ups and downs of the project. What went well and what went wrong and how to make it better the next time around. Do not dismiss these end of project meetings. They are relevant and help in making the next project run more smoothly.
A quality document has to communicate effectively to the target audience. If quality documents are to be produced, allow for flux and flexibility within every project.
How have you been able to handle sudden changes? Please leave a comment and share your experiences with us.
Gail Zack Anderson, President of Applause, Inc., has nearly 20 years experience in training and coaching. She
provides individual presentation coaching, and leads effective presentation workshops and effective trainer workshops.
Theresa Pojuner is a Documentation Specialist with over 20 years of writing experience and is skilled in many areas of documentation, for example, Style Guides, Training Manuals and Test Cases, wth a specialty n Technical Writing and Procedures.
