You’ve already made your action plans and discussed them with the respective team leaders, and you’re about to implement them in the coming week. But should you immediately jump the gun? Are there other aspects that your organization hasn’t gone over yet? These are some questions that project leaders may have during or at the end of a drafted action plan. 

Thankfully, being a stellar project leader doesn’t come naturally. It requires practice and being comfortable connecting with your teammates to bring out the best in them. This guide will walk you through the usual potholes leaders face when implementing action plans.

1. Ambiguous Roles and Responsibilities

A common obstacle in executing action plans is the lack of clarity in roles and responsibilities. When team members are unsure of their specific tasks, it can lead to confusion, duplication of efforts, or neglected duties. 

Some may have roles that are not part of their job description or, worse, are not equipped with the proper training, experience, and motivation. Having a manager or teammate drowning in responsibilities will kill any action plans you had in mind before they get implemented. 

Solution: Develop a RACI Matrix (Responsible, Accountable, Consulted, Informed). This approach helps clarify each team member’s role and ensures everyone knows their specific responsibilities like who calls the shots, who’s great at this, and who’s weak at that.

A RACI Matrix allows you to visualize and clearly distinguish where certain responsibilities fall. For example, a team of graphic designers will do the work to finish a project (Responsible), and the project manager’s task is to delegate certain parts of the project depending on each graphic designer's strengths and weaknesses (Accountable). 

Next, the art director will evaluate the team's present work and provide their input (Consulted). Should there be a need for any changes, their task is to notify the project manager. Typically, in this scenario, the client acts as the Informed party. Those who are informed only need to be updated on the project's development, rather than overseeing every step.

2. Resistance to Change

Resistance to change is a significant barrier when implementing action plans. Team members may be comfortable with the status quo and hesitant to adopt new methods or processes. This reluctance can stem from many reasons. It could be from fear of the unknown, or simply the discomfort of making the adjustments in your action plans. Without addressing this resistance, any action plan is likely to face significant hurdles, resulting in delays or failure to achieve objectives. 

Solution: Start by communicating the reasons behind the change and the benefits it will bring to the team and the organization. During this change, it’s important to seek input and feedback constantly. This inclusion can make them feel valued and reduce resistance as they have a stake in the outcome. Moreover, this will also help you determine whether your action plan is working or not. At the end of the day, action plans are made to bring out the best in everyone, not negatively affect their performance. 

Additionally, provide adequate training and resources to help team members adapt to the new changes. Go for the extra mile by conducting a survey on how employees would prefer to learn to give them a more enriched learning experience. 

Offering support and showing empathy towards their concerns eases the transition and goes a long way. Finally, recognizing and rewarding efforts and successes in adopting the new changes can reinforce positive behaviors and ensure sustained commitment.

3. Ineffective Risk Management

Unexpected issues can derail action plans if risks are not adequately managed. New project managers may underestimate potential risks or fail to prepare contingency plans. For example: let’s learn from what happened to Citibank in August 2020.

Citibank made headlines for mistakenly wiring nearly $900 million to Revlon's lenders. The bank intended to send a $7.8 million interest payment but instead transferred almost the entire outstanding loan amount. This error was attributed to a "clerical error" and outdated software.

Upon realizing the mistake, Citibank promptly requested the return of the funds. While some lenders complied, approximately $500 million remained with ten asset managers who refused to return the money. A U.S. District Court initially ruled that Citibank was not entitled to recover these funds, as the lenders were unaware the transfer was a mistake and believed it was an early loan payoff. However, Citibank appealed the decision and eventually recovered the entire amount​. 

Apparently, a newly installed software was responsible for this. While automating everything sounds great at first, this issue could’ve been avoided if humans had overseen this software. Aside from that, what can we learn from this incident? Let’s go back to accountability. 

Solution: Ensuring employees are well-trained and aware of the gravity of such transactions can mitigate human error. Additionally, fostering a culture of accountability where errors are promptly addressed and reported is crucial. While not every risk management or action plan works for every industry, there is a tried and true model that mitigates this. 

Use tools like SWOT analysis (Strengths, Weaknesses, Opportunities, Threats) to identify and plan for potential risks. With this method, the team identifies their Strengths as a highly skilled development team and an innovative product feature that sets them apart from competitors. However, they also recognize their Weaknesses, such as limited financial resources and a small marketing team.

For Opportunities, the analysis reveals a growing demand for their type of software in small to mid-sized businesses and potential partnerships with established tech companies. On the Threats side, they note the rapid pace of technological change and the presence of larger, well-funded competitors. Now, they have a good idea of how they can price their services based on these factors.

The startup can then develop a risk management plan. They might decide to mitigate the financial weakness by seeking additional investment or implementing cost-saving measures. To address the threat of competition, they could accelerate their product development timeline and enhance their marketing efforts.

By systematically identifying and planning for these risks, startups can improve their chances of a successful product launch and sustainable growth. This approach ensures they are prepared for potential challenges and can capitalize on opportunities effectively. 

Tech is a competitive industry, and having well-thought-out action plans to improve performance becomes more crucial than that of established organizations. 

4. Lack of Stakeholder Engagement

Whether you're a project manager or a director, it’s important to inform and set proper expectations for the client. At the same time, you must keep them in the loop and be transparent about the current project’s progress. It’s stakeholder “engagement”, not “management”. 

Stakeholders who feel ignored or uninvolved may even obstruct progress by making unrealistic goals, changes, or timelines. If you have already implemented action plans based on their previous feedback, only to find out they want to do something else, then you have communication issues with the stakeholders. 

Solution: Transparency is key when dealing with stakeholders. Going over or under budget, poor communication among the project participants, and action plans that are never followed will ultimately kill a project. We suggest using various methods such as brainstorming sessions, review meetings, and solution assessments. But most importantly, it’s crucial to engage with the stakeholders through decision-making. 

A good example is when your team decides to go for another route because it makes the most sense, but the stakeholder thinks otherwise. It’s important to use your people skills to acknowledge the stakeholders' feedback while also specifying why your team’s router is better for the business. Clearly communicate that there are improvements that can be made and you already have an action plan for your team to make this project a stellar one. 

Empower Long-Term Improvements With Intellzy

At Intellezy, we understand that meaningful change requires more than just a plan—it requires a comprehensive strategy and ongoing support. Our tailored change management services are designed to meet the unique needs of your organization, ensuring that you are not just prepared for immediate challenges but also equipped for long-term success.

Our extensive library of training videos covers a wide range of topics, from Microsoft Office proficiency to advanced project management techniques. Whether your team needs to develop new skills or refine existing ones, our resources are designed to foster continuous learning and improvement. We also offer customized learning management systems, allowing you to create a personalized training experience that aligns with your specific goals and objectives.

Moreover, our expert change management solutions provide the guidance and support necessary to navigate organizational transitions smoothly. From strategic planning to implementation and beyond, we are with you every step of the way, helping to ensure that your action plans lead to sustainable, long-term improvements.

Visit Intellezy to learn about how we can support your organization's journey toward lasting success.