The Clearly Podcast

Andy: Gentlemen, how are we today?

Shailan: OK.

Tom: Very good, but wet.

Andy: Good, good. It’s cold and wet in the UK right now.

Tom: It's been raining all day today.

Andy: I had a bad day on the beach yesterday—30° sun and waves. Horrible, right?

Tom: Playing a tiny violin for you there, Andy.

Andy: Anyway, today’s topic is change control. We might get a bit heated, but it’s a necessary discussion. Tom, should we bother with change control, or just let things happen?

Tom: It depends on whether you want to keep your project on budget and on time. Uncontrolled changes push out both.

Andy: So, your stance is to do change control.

Tom: Absolutely. Without it, you risk an unlimited budget and time frame, and your project may never complete.

Andy: How many projects do you encounter where clients don’t understand the importance of change control?

Shailan: Quite a lot. Structured projects understand it, but in our field of data analytics and reporting, visual changes are frequent. Early show-and-tell sessions help manage expectations and control changes effectively.

Andy: Setting expectations upfront about iterations is crucial. Tom, how do you manage the change control process?

Tom: It depends on the project methodology—agile or waterfall. Agile embraces change but requires a process to review and approve changes to avoid chaos.

Andy: What does a solid change control process look like?

Tom: Documentation is key. Designate a role, like a product owner, to approve changes. Larger projects might need a formal Change Advisory Board. Tools like Jira can help manage this process.

Andy: Should even minor changes, like visual tweaks, be documented?

Tom: Yes, especially if they were part of the original documentation. Even small changes can introduce risks and need to be tested.

Shailan: Once something is released, every change should be controlled and documented. Early releases can accept minor changes without much hassle.

Andy: What percentage of the budget should be allocated for change control?

Shailan: Many projects don’t have a change control budget, which is a mistake. Allocating a budget for changes helps manage them effectively.

Tom: I usually set aside 20-25% of the base budget as contingency, covering various unforeseen issues, including changes.

Andy: What tools do you use to track and manage changes?

Shailan: Tools like Jira or DevOps help. It’s important to include changes in status reports so that all stakeholders are aware.

Tom: Changes can also be documented in decision logs, ensuring transparency and accountability.

Andy: How do you handle excessive changes?

Shailan: If changes start to stretch the capabilities of the tool being used, it’s time to have a frank discussion with the client about expectations and capabilities.

Andy: Setting an expectation with the client about the tool’s capabilities is crucial to avoid unrealistic demands.

Tom: Focus on whether changes are adding core functionality or just minor tweaks. Prioritize changes that add value and don’t let perfection get in the way of completion.

Andy: How do you encourage clients to think about long-term changes?

Shailan: Maintain close collaboration and ensure clients understand that reports and systems will evolve. Provide training but expect them to come back for help.

Andy: What’s your advice for managing change after project completion?

Tom: Use tools like Jira for ongoing change requests and maintain an audit trail. Treat changes as part of an ongoing project.

Andy: Any final tips for effective change control?

Shailan: Manage and document all changes, no matter how small. Ensure everyone in the project is aware of the change control process.

Tom: Accept that change will happen and have a process to manage it. Don’t operate under the assumption that nothing will change.

Andy: Allocating a change budget is crucial to avoid surprises. Gentlemen, thank you.

Shailan & Tom: Thank you.

Andy: I feel better and more relaxed after this discussion. Great exercise.