In a green field project, there is always an initial euphoric phase where everything is great.
Unfortunately, sooner or later things turn for the worse and the first crisis hits the project.
- You cannot avoid having a crisis, but you must manage them. There hasn’t ever been any project that didn’t have a crisis, and yours is not going to be an exception.
Crises are about not being been able to meet expectations and they involve different actors, including “the business”.
- Manage expectations, make sure that “the business” understands that having crises is normal, and do it before they hit you; the best period is the honeymoon that is the start of the project. Sit with the business and explain what your crisis plan is, availability, backup plans …
Crises can be sometimes prevented beforehand, the worst type of crises are the ones caused by development not being honest with the business, common examples are not telling that the development is late or lying on the real set of features already developed.
- Be transparent. Managing a project is to take responsibility when things go wrong and making sure that all the stakeholders are well informed of what is the current status of the project. Hiding information is never good in the long run.
Unfortunately, one of the most difficult activities is to learn what the real status of the project is. There are many projects that died because it was discovered too late that the project was heading the wrong direction and it was too late.
- Be aware of what the real status of the project is. Many project managers are so much obsessed with only reporting green light to upper management that they live in denial. Gather as much information as possible, disregard subjective information as “this should be fine”, or “we are almost done”.
The budget and or the schedule, can’t be both sacred, that’s one of the toughest realizations in software development and one of the most difficult things to explain for project managers, the main reason for this is uncertainty, there is always a lot of uncertainty in software development that causes a lot of change.
- Manage change and uncertainty. Be aware when the conditions of the project change and make sure that the necessary actions are taken to accommodate the project to the new conditions.
Even when the project is under control, you still are going to be face with crises, but they are going to be crises of a different nature, mainly accidental nature: data lost, hardware failures, bugs…
- Be always ready for accidental crises. Have an emergency plan, you need to know who, how and when can be contacted in case of emergency and what availability they are supposed to have. You also need a data restoration plan. Most importantly remember to do fire drills: Simulate crises in a production like environment and make sure that everything works as you expect.
As already mentioned, there is nothing that can fully prevent you from having a crisis, so when they do appear, make sure you react accordingly.
- Be professional. React calmly but with decision. Focus your energies in finding a solution for your crisis.
When there is a crisis, the project mentality switches to emergency mode. In emergency mode everyone should be given the 110% of themselves, this is very productive, but also, very stressful.
- Try to spend as less time as possible in emergency mode. When you spend too much time under a high quantity of pressure you will start becoming less productive.
Too many crises in a short period of time is usually the sign of a major underlying issue, the worst remedy is to keep the team in perpetual emergency mode trying to extinguish all the fires at the same time.
- On perpetual crises. Stop, analyze the situation and tackle one crisis at a time. This is sometimes very difficult to explain to the stakeholders, which may expect immediate solutions, but is the only way out in the medium-long term.
Unfortunately crises are also usually recurrent, and they keep reappearing.
- When tackling a crisis be sure not to focus only in the consequences, but also the causes. A crisis should be fixed with guarantees that it won’t happen again in the future.
One of the biggest differences between software development teams is how they react to crises, being able to manage them makes a huge difference. Keep in mind that many times making mistakes is not as important as how you manage the situation after a mistake is being made.