Introduction: What You’ll Learn
This simulation guides you through the process of rescoping a project that is behind schedule. You'll learn how to communicate changes to stakeholders, refocus team priorities, and keep the momentum going without sacrificing quality.
You’ll practice:
- Assessing project status and impacts
- Communicating transparently with stakeholders
- Realigning team focus and priorities
- Maintaining team morale and commitment
Step-by-Step Simulation
Scene 1: Assessing the Situation
Project Manager: "Hey team, thanks for gathering. We've hit a snag and are about two weeks behind schedule. This is mostly due to some unexpected complexities with the backend integration and a few resource changes. Let’s dig into the details."
Team Lead: "The backend integration required more custom API work than we anticipated. Plus, we lost some time when one of our team members had to leave unexpectedly."
Project Manager: "Got it. Let's figure out what features we can push back or adjust so we can stay on track. DevOps, can you give us more details on the integration issues?"
DevOps Lead: "Sure thing. We thought one sprint would be enough, but due to additional testing requirements for data security, it's taking longer."
Project Manager: "Thanks for the update. We'll need to adjust our focus. Let’s talk about which features are must-haves for the launch."
Scene 2: Stakeholder Communication
Project Manager (to stakeholders): "Thanks for jumping on this call. We've run into some delays with the backend integration, putting us about two weeks behind. To keep us on schedule, I’m suggesting we focus on critical features like user authentication and push back non-essentials like the advanced reporting dashboard."
Stakeholder 1: "Can you ensure that the core functionalities, especially user authentication, will be ready?"
Project Manager: "Absolutely. Our top priority is to get those critical features ready on time and with high quality. I'll keep you updated with weekly progress reports."
Stakeholder 2: "Thanks for the transparency. Will this affect our overall timeline?"
Project Manager: "We're aiming to stick to the original launch date for key functionalities by adjusting the scope. We’ll revisit the additional features after launch."
Scene 3: Realigning Team Focus
Project Manager: "Thanks for your patience, team. We’re going to focus on finishing the backend integration and high-priority features like user authentication and payment processing."
Team Lead: "Sounds good. Let’s prioritize these tasks and have quick daily check-ins to tackle any blockers."
Developer 1: "I’ll concentrate on the integration work. I'll need QA’s help to speed up testing."
QA Lead: "Of course. We'll prioritize testing the integration first. Let’s get a testing plan together."
Project Manager: "Great, I’ll update our timeline and make sure everyone knows their priorities. Let’s keep talking and support each other."
Scene 4: Maintaining Team Morale
Project Manager: "I just want to say thanks for all your hard work. These changes are challenging, but focusing on what’s most important will help us deliver a great product."
Developer 2: "It’s been tough, but having a clear plan really helps. Thanks for keeping us in the loop."
Project Manager: "Appreciate it. Let’s continue to support each other and keep the lines of communication open. If anything comes up, let’s address it right away."
Mini Roleplay Challenges
Challenge 1: A team member is frustrated with the changes.
- Best Response: “I know it’s not ideal. Let’s talk about how we can get through this together.”
Challenge 2: A stakeholder insists all features must be on time.
- Best Response: “I get the concern. Let’s focus on the most important features first to ensure we deliver quality.”
Challenge 3: A developer mentions a new blocker.
- Best Response: “Thanks for letting us know. Let’s discuss it right after this meeting to see the impact.”
Optional Curveball Mode
- A key team member goes on unexpected leave.
- New requirements pop up mid-sprint.
- Stakeholders ask for more frequent updates.
Practice managing these without losing focus on project delivery.
Reflection Checklist
Rescoping Process
- Did I assess the situation accurately?
- Did I communicate changes clearly to stakeholders?
- Did I realign team priorities effectively?
Team Engagement
- Did I keep the team motivated and informed?
- Did I address concerns and blockers promptly?
Outcome Management
- Did we adjust the timeline and scope to reflect new priorities?
- Did we maintain quality and focus on critical deliverables?
Common Mistakes to Avoid
- Overpromising to stakeholders
- Not clearly communicating changes to the team
- Failing to prioritize critical tasks
- Ignoring team morale and feedback