Taking Over a Project: A Project Manager's Survival Guide

You've just been parachuted into a project that's already underway. Perhaps the previous PM has left, or maybe the project needs a fresh pair of eyes. Whatever the situation, you're now in the hot seat, and the clock is ticking. Here's how to hit the ground running without causing an almighty mess.

First Things First: Don't Panic

Right then. You're probably feeling like you've been thrown in at the deep end, and the temptation to immediately start making changes is overwhelming. Hold your horses. The worst thing you can do is barrel in like a bull in a china shop, making sweeping changes before you understand what's what.

The First 48 Hours

Your first priority is to get your bearings. Think of yourself as a detective – you need to gather evidence before making any conclusions. Here's your immediate action list:

• Get hold of the project documentation. All of it. Even if it's in a right state, it's your starting point. The project charter, business case, and most recent status reports are your bread and butter here. If they dont exist? Create them and start the project as if from scratch.

• Schedule one-to-ones with key stakeholders. And I mean properly schedule them – not just quick corridor chats. You need proper sit-downs where you can have frank conversations about where things stand.

• Review the project's financial position. Nothing else matters if the numbers don't stack up. Get visibility of the budget, burn rate, and any financial commitments that have been made.

  
  

The Deep Dive

Once you've got the basics sorted, it's time for a proper deep dive. This isn't just about ticking boxes – it's about really understanding the project's DNA:

Team Assessment

Have proper conversations with your team members. Not just about their roles, but about their concerns, challenges, and ideas. Often, the team knows exactly what's wrong but hasn't had the chance to voice it.

Stakeholder Mapping

Create your own stakeholder map. Don't just inherit the old one. Power dynamics change, and you need to understand who really influences your project's success.

Risk Review

Go through the risk register with a fine-toothed comb. But don't just read it – challenge it. Risks that were identified months ago might no longer be relevant, and new ones might have cropped up.

The Reality Check

Now comes the tough bit. You need to form a view on whether the project's current trajectory is realistic. Ask yourself:

• Are the timelines achievable?

• Does the scope align with the resources available?

• Are the right governance structures in place?

• Is the budget sufficient?

Be honest in your assessment. If things aren't right, now's the time to flag it.

The Way Forward

Once you've got your head around everything, it's time to set out your stall. This doesn't mean changing everything – sometimes the best action is to steady the ship rather than change course. Consider:

Quick Wins

Identify some immediate improvements you can make. These build credibility and show you're adding value. But make sure they're genuine improvements, not just changes for changes' sake.

Communication Plan

Establish how you're going to keep everyone informed. Different stakeholders need different levels of detail. Get this right early on.

Governance Review

Make sure the project's governance is fit for purpose. If it isn't, fix it. But remember – governance should enable delivery, not hinder it.

The Long Game

Remember, you're not just there for a quick fix. Your job is to see the project through to successful delivery. That means:

• Building relationships with key stakeholders

• Developing your team

• Creating sustainable processes

• Planning for the long term

  
  

Final Thoughts

Taking over a project mid-flight is never easy. But with a structured approach and a clear head, you can turn it into an opportunity to make a real difference. Just remember:

• Take time to understand before making changes

• Listen to your team

• Be honest about challenges

• Focus on what matters

• Keep stakeholders close

  
  

And most importantly, trust your instincts. If something doesn't feel right, it probably isn't.

You've got this. Now crack on.

Time to call in the PM...

For those who are task based, I have included a comprehensive takeover list below:

Project Takeover Checklist

Immediate Actions (First 48 Hours)

Documentation Gathering

•  Locate and review project charter

•  Obtain latest status reports

•  Access business case documentation

•  Review project plan and timelines

•  Gather all RAID logs (Risks, Assumptions, Issues, Dependencies)

•  Locate resource allocation plans

•  Access project financial records

  
  

Stakeholder Engagement

•  Schedule one-to-ones with project sponsor

•  Arrange meetings with key stakeholders

•  Book team meeting with direct reports

•  Identify and contact key suppliers/vendors

•  Map current governance structure

•  Note any escalation paths

  
  

Financial Review

•  Review current budget position

•  Check burn rate calculations

•  List all financial commitments

•  Identify any pending procurement

•  Review supplier contracts

•  Check invoice status and payment schedules

  
  

Deep Dive Actions (Week 1)

Team Assessment

•  Conduct individual team member meetings

•  Review roles and responsibilities

•  Check resource availability and capacity

•  Identify skill gaps

•  Review team structure

•  Note any personnel issues or concerns

•  Check training requirements

  
  

Project Health Check

•  Review project scope

•  Check deliverables against original objectives

•  Assess milestone completion status

•  Review quality metrics

•  Check testing approaches

•  Evaluate current risks and issues

•  Review change control process

•  Assess current reporting mechanisms

  
  

Stakeholder Mapping

•  Create stakeholder influence map

•  Identify key decision makers

•  Note any political considerations

•  Document communication preferences

•  List stakeholder expectations

•  Check satisfaction levels

•  Review stakeholder engagement plan

  
  

Stabilisation Actions (Week 2)

Governance Review

•  Check governance framework

•  Review meeting structure

•  Assess decision-making process

•  Check escalation procedures

•  Review change control board setup

•  Verify approval processes

•  Check reporting requirements

  
  

Process Assessment

•  Review project methodology

•  Check documentation standards

•  Assess communication protocols

•  Review quality assurance processes

•  Check risk management approach

•  Verify issue management process

•  Review resource management procedures

  
  

Quick Wins Identification

•  List immediate improvement opportunities

•  Identify quick process fixes

•  Note team pain points

•  List stakeholder concerns

•  Check for overdue actions

•  Review any blocked items

•  Identify quick cost savings

  
  

Forward Planning (Week 3-4)

Communication Strategy

•  Develop stakeholder communication plan

•  Set up regular reporting cycle

•  Plan status update format

•  Schedule governance meetings

•  Create escalation protocol

•  Plan team communication approach

•  Set up feedback mechanisms

  
  

Project Recovery/Enhancement

•  Update project plan

•  Revise risk register

•  Adjust resource allocations

•  Update budget forecasts

•  Review delivery timeline

•  Plan process improvements

•  Set new quality targets

  
  

Long-term Planning

•  Create 90-day plan

•  Set key milestones

•  Plan resource requirements

•  Forecast budget needs

•  Schedule key decision points

•  Plan stakeholder reviews

•  Set success metrics

  
  

Regular Health Checks

Weekly Reviews

•  Review RAID log

•  Check budget tracking

•  Monitor resource utilisation

•  Track milestone progress

•  Check team morale

•  Monitor stakeholder satisfaction

•  Review quality metrics

  
  

Monthly Assessments

•  Review project benefits

•  Check strategic alignment

•  Assess team performance

•  Review supplier performance

•  Check financial forecasts

•  Update risk assessment

•  Review governance effectiveness

  
  

Remember: This checklist is a guide and should be tailored to your specific project environment and organisational context.