Project management: Structure in times of crisis

Structured processes and a measured course of action become even more important in crisis / exceptional situations. Comprehensive project management allows companies to solve unforeseen problems quickly and efficiently.
 
Suddenly, supply chains are interrupted, borders are closed and regular team meetings must be moved into the virtual world: companies must deal with a large number of problems during a crisis situation. Possible measures range from simple conversions (digital approval instead of manual signatures) all the way to alternative business models. Even if problems have a tendency to accumulate in situations such as these - they can be solved in an efficient manner using planned and structured processes

Individual problems must be solved quickly and orchestrated well. For example, production processes can quickly come to a standstill if deliveries are not coming in or invoices are not approved. In virtual meetings, some employees may start to tune out because of the lack of personal interaction. These situations require decisive action and the accompanying measures, using three elementary project management steps:

In each step, existing project management methods of scope, time and resource management can be used to quickly achieve results using in-house resources. Because time is of the essence when “the house is on fire”. In this context, a structured approach provides the required framework and an overview for completing the most important tasks efficiently and with a high priority.  

A frequent - albeit small - challenge concerns the approval of invoices. Until now, this usually required paper-based processes. But when the person in charge works from home, manual signatures can only be provided by post, which is cumbersome. As a result, processes start to stutter and companies risk being unable to meet the payment deadlines of their suppliers.

These activities should be supported by basic organizational measures that must be initiated on a centralized basis: 

• Create clear structures and responsibilities. Fast decision-making is key to crisis management. It is recommended that a unit with extensive powers and responsibilities is set up temporarily. This unit is supposed to coordinate the crisis measures and make major decisions, along with preparing a contingency plan and monitoring its effectiveness.  
• Design transparent and focused communication. Open and direct communication with employees, customers and suppliers creates trust. This is particularly important during crisis situations, so that these groups stay loyal to the company. 
• Treat virtual collaboration as a factor that is critical to the business. Companies must ensure effective virtual collaboration when employees are no longer able to work in the office, because this has a direct effect on the productivity of the employees working in home offices. An important consideration is that productivity in the virtual environment remains as smooth and as high as in the previous work environment.