Rescoping a Project That’s Off-Track

planningMid10–15 min
How to Use This: Run this roleplay with 2–3 people, or try it solo by voicing each role. Add curveballs to test adaptability. Reflect afterward to see what went well—and what didn’t.

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.