Roleplay Scenario
Scenario Overview
You're working on a project where stakeholders have been frequently changing requirements based on evolving business needs and feedback. These changes, while sometimes necessary, are beginning to impact team morale and project timelines. The goal is to address this pattern with stakeholders, ensuring a more stable path forward without causing friction.
Roles & Setup
Role A – Engineer (You)
You've noticed the impact of frequent requirement changes and believe this needs to be addressed for the project to succeed.
Your goal: Raise the issue constructively and propose a plan to stabilize requirements.
Role B – Stakeholder
You've been submitting changes to adapt to business needs. While you value flexibility, you also want to see the project progress smoothly.
Your goal: Balance evolving needs with project stability.
Suggested Openers
Engineer:
- “Hi, can we chat about the recent changes to the project requirements? I think it might be affecting our timeline more than we anticipated.”
- “Hey, I’ve noticed we’re getting a lot of changes lately. Can we talk about how we can manage these better?”
Stakeholder:
- “Sure, I’d love to go over what’s been changing and why. I’m all for finding a better way to handle it.”
- “Absolutely. Let’s see how we can keep things smooth while still being flexible.”
Sample Roleplay in Action
Engineer:
“Thanks for meeting with me. I’ve noticed that we’ve had quite a few requirement changes in the last couple of sprints. It’s starting to slow us down, and the team is feeling it. What do you think about setting up a process to handle these changes?”
Stakeholder:
“I appreciate you bringing this up. The changes have been coming from new insights and feedback, but I get that it can be disruptive. Do you have any ideas on how we can tackle this?”
Engineer:
“I was thinking we could have a regular check-in, maybe every two weeks, to review potential changes. That way, we can decide together which ones are urgent and which can wait for the next cycle.”
Stakeholder:
“That sounds like a solid plan. We can prioritize based on what’s most critical and ensure everyone is on the same page. I’ll make sure to give you a heads-up on anything crucial beforehand.”
Engineer:
“Great, and if we record these changes in our project management tools, it will keep everything transparent. Let’s try this out and see how it goes.”
Stakeholder:
“Sounds good. I’ll let the other stakeholders know about this approach. Let’s touch base in a month to see if it’s working.”
Engineer:
“Thanks for being open to this. I’ll update the team, and we’ll see how it improves things.”
Post-Scenario Tools
Curveball Mode (Optional)
Throw in one of these mid-roleplay to make it more interesting:
- Stakeholder insists that a new change is critical and needs immediate attention.
- The team expresses frustration over perceived instability during a team meeting.
- A change request arrives with conflicting priorities from different stakeholders.
Reflection Checklist
As the Engineer:
- Did you clearly articulate the impact of frequent changes?
- Did you propose a practical solution?
- Did you maintain a collaborative and positive tone?
As the Stakeholder:
- Did you listen openly to the concerns raised?
- Did you provide context for the changes?
- Did you contribute to a constructive resolution?
Common Mistakes to Avoid
- Focusing only on problems without suggesting solutions.
- Allowing emotions to dominate the conversation.
- Failing to involve the team in the proposed changes and solutions.
Pro Tip
Approach the conversation as a partnership to improve project success. Establishing a clear process for handling changes can strengthen trust and ensure smoother collaboration.