Focusing on Opportunities
To most people risk has a negative connotation. In risk management, opportunities are the bright side of risk. This article identifies several common opportunities that projects can use to their advantage.
Let’s start by reviewing the terms used to describe positive risk and the actions that can be taken to turn them into reality.
- A risk often focuses on the negative, for example, a delay caused by a late shipment.
- An opportunity, according to the Project Management Institute (PMI), focuses on the positive, such as early project completion because a shipment arrives early.
- To exploit an opportunity is to take action(s) to help realize that opportunity. For example, an exploiting activity for early shipment arrival opportunity might be to set up a bonus payment for the shipper to deliver ahead of schedule.
- The outcome is the potential benefit when that opportunity is realized. In our example, that outcome might be savings on labor cost because the project finished early.
Here are several opportunities that can provide significant value. Take time to consider whether they apply to your project, and, if so, plan for them.
- Accelerating product development. Exploring ways to deliver sooner can realize business value earlier, which might increase profit. For example, invest in better development tools, train staff members to use AI’s development capabilities, or add highly skilled employees to the team. Agile methods can speed up product development when skilled team members are available and their workload allows them to focus on producing project deliverables.
Summary:
Opportunity = Accelerate product development to complete the project sooner
Exploit actions = Invest in better development tools; train staff members to use AI; add skills to the team
Potential benefit: Realize project benefits earlier, increasing profit
- Consider shortcuts. Opportunities can be pursued by crashing or fast-tracking a schedule to complete projects earlier. Tasks that aren’t necessary could also be bypassed. Note, however, that crashing, fast-tracking, and bypassing tasks can introduce negative risks. For example, bypassing testing before delivering a product usually creates expensive fallout. Shortcuts that support opportunities and introduce minimal risk include bypassing sequential department reviews in favor of prototype testing, where many departments can validate a product simultaneously. No matter which shortcut approach, balance the negative and positive risks to ensure the best outcome for stakeholders.
Summary:
Opportunity = Use shortcuts to complete the project earlier
Exploit actions = Crashing or fast-tracking the schedule, by-passing unnecessary tasks
Potential benefit: Saving money by finishing the project sooner
- Reduce manual overhead tasks. AI can automate tasks such as creating draft meeting notes or providing templates for project control documentation. Tools are readily available to automate processes such as expense and decision approvals. These tools save time and can expedite progress through the project lifecycle, as staff time can be directed toward knowledge-based activities rather than chasing administrative tasks. Time saved can be allocated to creative thinking or trying new solutions that can exploit project opportunities.
Summary:
Opportunity = Reduce overhead tasks/manual labor
Exploit actions = Use AI tools
Potential benefit: Better project solutions due to a reduction of manual labor and using the time gained on knowledge-based activities
- Expand available skills. A lack of staff knowledge and availability can introduce project constraints. Partnering with specialist consulting firms can expand the availability of skills and introduce new technology or processes. This specialized expertise can expand product viability or allow a project to deliver more quickly, providing significant opportunities for sponsoring businesses.
Summary:
Opportunity = Expand skills and capabilities
Exploit actions = Develop strategic partnerships with specialist firms
Potential benefit: Expanded product viability and quicker project delivery
- Seek to exceed requirements. When given time, team members can derive product ideas that exceed stakeholder’s requirements. Delivering against these product ideas can exploit opportunities. However, that should NEVER be done without a proper change management review before developing products with expanded capability.
Summary:
Opportunity = Exceed requirements
Exploit actions = Invest in time to derive new product ideas that surpass stakeholder expectations
Potential benefit: Happier customers, more profit in a commercial environment
What other types of opportunities have you found in your projects? Do you track these so you can see whether they might apply to your future projects? Just like lessons learned, potential opportunities make for a great checklist.
For more about risk management, check out Bob McGannon’s Project Management Foundations: Risk course.
Coming Up
January 9, 2025 Coaching Your Project Sponsor
The project sponsor plays a big part in the success of the project. And yet, very few executives understand their role as project sponsor. In this Office Hours, Antonio Nieto-Rodriguez joins me to talk about what makes a great project sponsor and what you can do to ensure that your sponsor lives up to their title.
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