How-to for Crisis: Steps Project Managers Need to Take Now

The ongoing coronavirus pandemic has dealt a significant blow to the economy, the full extent of which cannot yet be assessed. What is already clear is that many industries are experiencing a significant decline. In such an environment, the primary goal is a sustainable rapid recovery, and for that to happen, professional project management (in crisis situations) is necessary. Prof. Martina Huemann, academic director of the Professional MBA program in project management, analyzed what project managers need to do in times of (coronavirus) crisis, what competencies they need, and how they can best prepare for the time after the crisis.

– Good project management in crisis situations is very important in difficult times like these, characterized by drastic restrictions due to halted production, short working hours, and various limitations imposed by governments. This requires project managers with good expertise, leadership experience, and the right mindset – says project management expert Martina Huemann.

Three Possible Courses of Action for Ongoing Projects

Regardless of type, scope, and complexity, numerous projects from almost all industries are currently affected by the crisis. This is because many organizations lack the necessary resources to address current issues. Therefore, the first step should be a comprehensive assessment of the situation. For Martina Huemann, the current situation allows for three courses of action that project managers can take to address the challenges that ongoing projects are currently facing.

Searching for Alternatives

Are there other options? If so, what additional resources are needed – both in terms of employees and means – to realize them? Does the expected outcome justify the additional expenses?

Project Conclusion

Sometimes it makes sense to accept the situation and conclude the project.

– This is a step I recommend when the business case behind the project is no longer appropriate. In other words: if the project is unlikely to achieve the estimated benefits, project managers should conclude it because continuing the project would be more expensive than ending it. This is certainly a difficult decision. And that is why the leadership experience of project managers is so important – says Martina Huemann.

Project Suspension

According to Prof. Huemann, the third option is currently the most popular, and for good reasons. “We should not give up on every project – that would complicate business in a later phase.” By suspending the project, resources and the project team can be quickly reactivated in the next phase, i.e., at a time when the economy has recovered to a certain extent and we quickly return to regular business operations. It is crucial to “make a clear cut and communicate that transparently to everyone involved.” For example, stakeholders must be informed that the project will be halted, but that a concrete plan has been developed that includes all deadlines and details for its later continuation. This also means that project managers must keep detailed records of already achieved results so that they can quickly resume work on the project with the project team after the interruption.

How Project Managers Can Adapt

What is the best way for project managers to face the current situation? Although some projects can now be paused, many companies are currently investing in alternative business models.

– Just look at our segment: continuing education. Practically overnight, we had to leave our classrooms and move all our learning offerings to online platforms. Such a change requires enormous effort, and a project is needed here – says Huemann.

For a project to be successful, a mindset under the slogan “get the job done” is required, which can be found in many experienced project managers:

– It is about the will to achieve very strong results in a short time. This requires internal motivation, speed, clear priorities and goals, transparent structures, and well-coordinated deadlines to support the team in self-organization because in such a situation we really need to come together – she says.

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However, there is a limit to how quickly things can be realized. Consider, for example, the construction industry: some projects simply cannot be accelerated beyond a certain point. Nevertheless, it always makes sense to structure the project into different phases without losing sight of the overall picture, maintains Martina Huemann. An agile working style and simple communication with the client who ordered the project can help achieve temporary results quickly. In this way, progress becomes quickly visible, and the psychological effect of this should not be underestimated. For this purpose, you must dare to try a new, sometimes unconventional approach, which requires the right mindset.

Competencies Project Managers Need Now

Will the crisis and its consequences require different skills and expertise in project management? “I wouldn’t say that these are fundamentally different skills,” says Huemann. The crisis has simply brought to the forefront skills that are particularly important: true leadership on the project, good communication, and the willingness to allow the team to self-organize while still on the right track. Self-organization skills enable quick decision-making and targeted teamwork, which in turn will quickly yield good results. And project management in times of crisis also relates to resilience: project managers must “be able to take on what lies ahead.” It makes sense to apply a trial-and-error approach – think of rapid prototyping or double-loop learning – to test available options, quickly discard those that yield poor results, and stick to those that achieve results.

Continuation of Projects that Stimulate Economic Recovery

After the crisis, we will need to focus on recovery – this is clear. This will be a time to continue new ideas and new business models that have been developed. Projects are not only useful for driving short-term transformations but can also be used to build something over a longer period. “If you want the company to undergo a real transformation instead of just making minor adjustments, you need a structured change process,” explains the project management expert. She points to the example of returning to the office after working from home. Many stakeholders, including representatives of works councils, want to have a say in this process. “The conditions created for returning to a normal way of working will have a sustainable effect that will reach far beyond the end of the crisis.”

Demand for Project Management is Still Rising

In turbulent times, there is a high demand for project managers. Experts who can bring structure to a chaotic situation and who know methods for implementing and maintaining changes are sought-after human resources. “Professional project management can serve as a lifeline that works in any crisis. It can be a compass for the organization and its employees, which is crucial in difficult times: in this way, change or a new strategy can be broken down into concrete goals that employees can aim for. Well-designed projects will allow us to create a positive future for all,” concluded Martina Huemann.

More information can be found here.