Workarounds
Workarounds are unplanned responses to emerging risks that were not previously identified or accepted in the risk management plan. They are implemented when unforeseen issues arise during a project, and there are no pre-existing contingency plans to address them. In the context of contingency planning and reserves, workarounds are critical for managing residual risks and ensuring project continuity. Workarounds typically involve immediate action to rectify or mitigate an unexpected problem, often requiring creative problem-solving and quick decision-making by the project team. While they can be effective in addressing short-term issues, reliance on workarounds indicates gaps in the initial risk management process, such as inadequate risk identification or analysis. Implementing workarounds may have implications for project resources, including the consumption of management reserves. Since workarounds address unplanned risks, they may require additional time, budget, or scope adjustments. It is essential to document workarounds and their impact on the project, updating the risk register and project plans accordingly. For instance, if a critical supplier fails to deliver materials unexpectedly, a project manager might implement a workaround by sourcing alternative suppliers to prevent delays. This immediate action helps maintain project schedules but may incur additional costs or require changes to procurement plans. Incorporating lessons learned from workarounds into future projects enhances the organization's risk management maturity. Analyzing the root causes of unanticipated risks and the effectiveness of workaround responses can inform improvements to risk identification and contingency planning processes. This proactive approach reduces the likelihood of encountering similar unexpected risks in future projects.
Workarounds in Project Management
Introduction to Workarounds
Workarounds are unplanned responses to negative risk events that have occurred during a project. They serve as temporary solutions when the originally planned approach isn't feasible or when an unexpected issue arises that requires quick resolution.
Why Workarounds are Important
Workarounds are crucial in project management because:
1. They provide a way to keep the project moving forward when obstacles appear
2. They help minimize the impact of realized risks on project objectives
3. They demonstrate adaptability and problem-solving skills in the project team
4. They can prevent project delays and additional costs
5. They're essential components of responsive risk management
What Exactly are Workarounds?
Workarounds are:
- Unplanned responses to negative risks or issues that have already occurred
- Temporary solutions that allow work to continue
- Reactive rather than proactive measures
- Often created through improvisation by the project team
- Not part of the original risk response plan
How Workarounds Work in Practice
The process typically follows these steps:
1. A risk event occurs or issue arises that wasn't planned for
2. The project team assesses the situation quickly
3. A temporary solution (workaround) is devised
4. The workaround is implemented to allow the project to continue
5. The project team may later develop a more permanent solution
Example: If a key software component fails unexpectedly, a workaround might involve using a manual process temporarily while the component is fixed.
Workarounds vs. Other Risk Responses
Unlike planned risk responses (avoidance, transfer, mitigation, acceptance), workarounds:
- Are reactive, not proactive
- Are developed after the risk has occurred
- Are not part of the risk management plan
- Address unforeseen or unplanned events
- May be documented after implementation for future reference
Exam Tips: Answering Questions on Workarounds
1. Remember the timing: Workarounds occur after the risk has materialized, not before.
2. Distinguish from contingency plans: Contingency plans are prepared in advance; workarounds are created on the spot.
3. Look for keywords: "Unplanned," "after the risk occurs," "improvised solution," and "reactive response" often signal questions about workarounds.
4. Context matters: In scenarios where an unexpected issue occurs with no prior plan, a workaround is likely the appropriate response.
5. Documentation aspect: While workarounds are unplanned, they should be documented after implementation for organizational knowledge.
6. Authority consideration: Know who has the authority to approve workarounds—typically the project manager for smaller impacts, possibly requiring change control for larger impacts.
7. Related to contingency reserves: Management reserves (not contingency reserves) may fund workarounds since they address unplanned risks.
8. Process connection: Workarounds are most closely associated with the "Implement Risk Responses" process in the PMI framework.
Sample Exam Question:
Question: During project execution, an unexpected technical issue arises that wasn't identified in the risk register. The project manager quickly develops an alternative approach to keep the work moving. This is an example of:
A. Risk mitigation
B. A workaround
C. Contingency planning
D. Risk transfer
The correct answer is B. A workaround—because it addresses an unplanned risk that has already occurred with an improvised solution.
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