D01 - Manage risks, issues, and change requests
This management activity belongs to the Daily Management activity group: It’s done daily.
Note: This is a draft of the second version of P3.express. Comments are welcome!
We should manage risks, issues, and change requests proactively. When you identify a new item, record it in the Follow-Up Register immediately. Then, assign its follow-up activities to one of the team members, and start planning responses to the item. You must be continuously in contact with team members and other stakeholders to identify risks and issues.
You can get help from other team members or even external stakeholders to respond to items. In complicated cases, you can gather the whole team and facilitate a workshop for all of them to suggest a response together using the wisdom of the crowd. In critical cases, involve the sponsor as well, and seek their approval for your response plan.
The main goal is to respond to all risks, issues, and change requests proactively instead of letting them resolve automatically. Doing so will give us control, and the possibility to get the best results.
Relying on your memory or on unstructured notes takes too much mental energy and has the risk of forgetting items. That’s why it’s best to have a simple register, and the discipline to record items as soon as they are identified.
It takes too much time and energy to manage all items, and that’s why you need to assign them to team members. In addition to spreading the work, it also helps align everyone to the same goal.
Don’t add too much assessment information to the Follow-Up Register – it’s counterproductive.
To ensure that all items are closed properly, you can define thresholds, and oblige yourself and the others to close items within that threshold.
Avoid general, unactionable responses. Responses must be something the team can implement and the person responsible for following up on the item can measure.
Don’t spend all of your time firefighting (managing issues) without paying attention to risks – unmanaged risks are a major source of issues.
The following principles have a significant role in this management activity: