Roleplay Scenario
Scenario Overview
Your team has been working on a project that’s starting to slip off-track. With deadlines approaching and resources stretched thin, it’s time to rescope the project to focus on the essentials. The goal is to realign priorities, communicate openly, and ensure a successful outcome.
Roles & Setup
Role A – Project Manager (You)
You’ve noticed the project is drifting from its initial goals.
Your goal: Facilitate a constructive discussion to refocus and rescope the project.
Role B – Team Lead
You’re aware of the challenges and have insights into team capacity and morale.
Your goal: Provide input on what’s feasible and support rescoping efforts.
Role C – Stakeholder (Optional)
You’re invested in the project’s success and concerned about its current trajectory.
Your goal: Understand the new scope and ensure it still meets critical needs.
Suggested Openers
Project Manager:
- “Hey, I think we need to relook at our project scope. We’re hitting some bumps, and I want to make sure we’re all on the same page.”
- “I’ve been reviewing how we’re doing, and I’d like to chat about how we can adjust our scope to meet our timeline and goals.”
Team Lead:
- “Glad we’re talking about this. The team’s feeling the pressure, and a clearer focus could really help.”
- “I’ve spotted a few areas where we could scale back without hitting our main goals.”
Stakeholder:
- “Thanks for bringing this up. I’m worried about the delays and want to ensure we’re still on track for our key deliverables.”
- “Can you walk me through what’s changed and how we’re planning to adapt?”
Sample Roleplay in Action
Project Manager:
“Thanks for joining. I’ve noticed our project has veered off from what we initially planned. With the deadline coming up, I think it’s time we rethink our scope to focus on what’s most critical, like the new user authentication module.”
Team Lead:
“Yeah, for sure. The team’s feeling stretched, and narrowing our focus could really help. Maybe we can push the UI enhancements and some of the reporting features to later.”
Stakeholder:
“Appreciate the transparency. I’m mainly interested in making sure we hit the big goals. Which parts are you thinking we might scale back?”
Project Manager:
“I’m thinking we should prioritize the core functionalities that deliver the most value. We can push the UI enhancements and some less crucial analytics features to a later phase.”
Team Lead:
“That sounds good. The authentication module and dashboard analytics are key. Focusing on these will help keep the team’s morale up by easing off the pressure.”
Stakeholder:
“Agreed. The core features are what our users are really waiting for. Let’s make sure those are solid and plan to revisit the extras later.”
Project Manager:
“Great, I’ll update the project plan to reflect these changes and let the team know. We’ll aim to nail the essentials first and iterate from there.”
Team Lead:
“Sounds like a plan. I’ll realign the team’s efforts and make sure everyone’s clear on the new priorities.”
Stakeholder:
“Thanks for managing this. Keep me in the loop on progress, and let’s check in regularly to make sure everything’s on track.”
Post-Scenario Tools
Curveball Mode (Optional)
Introduce one of these challenges mid-roleplay to test adaptability:
- The stakeholder insists on including an earlier promised feature.
- The team lead expresses concerns about burnout.
- A technical issue arises that impacts the new scope.
Reflection Checklist
As the Project Manager:
- Did you facilitate the discussion constructively?
- Did you ensure all voices were heard and considered?
- Did you communicate the new priorities clearly?
As the Team Lead:
- Did you provide realistic feedback on team capacity?
- Did you support the rescoping process effectively?
- Did you help clarify the new focus to the team?
As the Stakeholder:
- Did you express your concerns and needs clearly?
- Did you remain open to scope adjustments?
- Did you ensure critical priorities were maintained?
Common Mistakes to Avoid
- Allowing the discussion to become contentious
- Not addressing team capacity and morale
- Failing to clearly define the new scope and priorities
Pro Tip
Effective rescoping requires balancing strategic goals with team capacity. Approach the conversation collaboratively to align on a path forward that maintains momentum and morale.