Ever felt like your project is spiraling out of control, like a car speeding down a mountain road without brakes? If you’ve been there, you know how stressful it can be. In the world of project management, this is what we call a “runaway project.” And just like a runaway car, it can end in disaster if you don’t take action quickly.
Let’s examine what causes projects to get out of control and how to stop them before it’s too late.
Why Do Projects Go Off Track?
Projects don’t just go off track out of nowhere. Something usually causes it—like driving too fast on a dangerous road. But in the project world, it’s often because we don’t slow down to make crucial decisions when needed. Let’s break this down:
- Not Stopping to Make Key Decisions:
Imagine you’re driving down a mountain, but you don’t slow down before a sharp turn. You’re bound to crash. The same thing happens in projects if you rush through key decisions without thinking carefully. - Making Decisions Based on Unrelated Goals:
Sometimes, decisions are made based on something completely unrelated to the project’s success—like office politics or deadlines. This is like a driver choosing to speed up because they’re in a rush, even if it’s dangerous. - Focusing Too Much on Speed Over Control:
Moving fast can be tempting, but it’s risky. If you only focus on finishing quickly without controlling the project, things can go wrong fast.
What’s the Project Version of Gravity?
Gravity is what pulls the runaway car down the mountain. In projects, the “gravity” that makes everything worse is complexity. As projects get more complex, it becomes harder to manage them. Complexity causes problems to multiply. If you can’t simplify things, the project becomes a mess and eventually, no one can control it.
When complexity takes over, you’ll notice:
- More issues popping up.
- Estimates of time and cost always being too low.
- The project feels like it’s getting bigger and more out of control.
How Do You Stop a Runaway Project?
Stopping a runaway project is not easy, and it requires bold action. Just like with a runaway car, small fixes won’t work. You need to make major changes to slow things down and regain control.
Here are some ways to reduce complexity and stop the project from crashing:
- Cut down the project scope:
This means removing unnecessary features or goals and focusing only on the most important parts. - Break the project into smaller pieces:
Divide the project into smaller, manageable parts that can be completed one at a time. - Give responsibility to one team or one person:
If too many people or teams are involved, simplify it by putting one person in charge of decision-making. - Reduce multi-location work:
If the project is spread across different locations, try to focus on one location to keep things simpler.
What Not to Do When Fixing a Runaway Project
People make some common mistakes when trying to fix an out-of-control project. Unfortunately, these often make things worse:
- Adding more people to the project:
Adding more people might seem like a good idea, but it usually increases complexity and leads to even more problems. It’s like adding more passengers to the runaway car, making the crash worse. - Changing the project manager:
Changing project managers might help sometimes, but if the project is already too complex, even an experienced manager won’t be able to control it without simplifying the project.
How to Prevent a Runaway Project from Happening
Preventing a runaway project is much easier than fixing one. Here are some simple tips to avoid projects getting out of control:
- Break Big Projects into Smaller Ones:
Avoid taking on huge, too-complex projects. Instead, divide them into smaller, more manageable tasks. - Keep Control with One Person or Team:
If you need work done in different locations or by different teams, make sure one person is responsible for decisions across all locations. - Avoid New, Unproven Technology:
If the project relies on new technology, run a smaller pilot project first to test it. Also, have a backup plan if the technology doesn’t work as expected. - Plan for Uncertainties:
Any project will have unknowns. For each uncertainty, create a backup plan and know when you will need to switch to that backup. - Minimize Outside Dependencies:
Projects that rely too much on external factors are more likely to run into trouble. Keep control of as much as possible within your team or organization. - Don’t Over-Control Early:
Just like brakes, project control should be used wisely. If you try to control everything too much early on, you might lose the ability to control it later when it’s more important.
Conclusion
If you’re in the middle of a runaway project right now, I wish you luck. The stress and pressure to succeed can make the situation worse. Remember, fixing a runaway project is all about reducing complexity. You need to take a step back and simplify the project. Sometimes, an outside perspective can help.
For those of you who haven’t faced a runaway project yet, the best advice is to follow the tips here from the start. Don’t wait until things go wrong. Focusing on simplification, clear responsibilities, and careful planning can prevent projects from going off the rails.
Final Thoughts
Preventing runaway projects is not about doing one big thing right—it’s about consistently making good decisions and keeping things simple. No matter how much pressure you’re under, remember that a simpler project is always easier to control and more likely to succeed.