We’ve all been there: weeks or months of careful planning, with what seemed like straightforward objectives. Then one day, you realize your project deadline is looming, and there are still countless tasks left to complete. It’s reminiscent of those university days when you pulled an all-nighter to finish an assignment. Except it’s not your professor, who will get upset. It’s your entire company, all your colleagues that are waiting for the new tech, which you have advertised so heavily, to roll out.
In this article, we take a deeper look at why projects go over time, the causes, and how to mitigate them—preferably sooner rather than later.
Delayed Projects and How to Deal with Them
Project delays are all too common in HR digitalization efforts, whether you're implementing a new HRMS, rolling out an employee engagement platform, or integrating an AI-driven recruitment tool. While each project is unique, certain recurring themes tend to push timelines beyond initial estimates.
1. Too Many Active Projects or Unrelated Project Delays
HR departments often juggle multiple projects simultaneously, leading to resource strain. Even unrelated projects can siphon off attention, causing delays. Unfortunately, this is often overlooked during the initial planning phase, leaving a gap between reality and the "perfect" plan.
Mitigation:
As painful as it may be, sometimes it’s best to admit that there’s too much on your plate. Conduct a realistic assessment of your HR team's capacity and prioritize projects accordingly. Consider postponing less critical projects or delegating responsibilities to free up bandwidth for your HRMS implementation. Focus on the critical aspects of your HRMS to ensure these are delivered on time, with the rest to follow.
2. Excessive Communication During Revisions and Clarifications
Excessive back-and-forth communication, especially during the early and revision stages, can significantly slow progress. While clarifying details is crucial, too much debate can lead to analysis paralysis. The more parties involved, the longer approvals and meetings take.
Mitigation:
Set clear communication protocols from the outset. Assign a single point of contact for decisions to minimize delays. Encourage concise, focused meetings, and use collaboration tools to streamline communication. Additionally, limit the number of stakeholders involved until the project reaches its later stages. Gathering as much information as possible beforehand and setting milestones can also mitigate this issue.
3. Poorly Developed Scope of Work
A poorly defined scope is one of the primary reasons for project delays. Without a clear understanding of what the project entails, teams can easily get sidetracked by additional requests or “scope creep.” This is why it’s often recommended to spend up to 50% of the total HRMS project scope on analysis and process mapping. Discovery during implementation almost always spells trouble.
Mitigation:
Invest time in developing a detailed project scope before work begins. Involve all stakeholders in the scoping process to ensure alignment and reduce the risk of mid-project changes. Make it a living document that can be referenced throughout the project. Also, acknowledge that the scope will likely change—just ensure that only critical changes are implemented, with the rest going into the backlog.
4. Too Many (Unresponsive) Stakeholders
When multiple stakeholders are involved, especially if they’re unresponsive or slow to provide feedback, the project can stall. This is particularly true for C-level colleagues, whose day-to-day tasks often take precedence over the digitalization project.
Mitigation:
Identify key stakeholders early and ensure they understand their roles and responsibilities. Set firm deadlines for feedback and decisions, and consider escalating delays to higher management if necessary. Early and strong support from your CEO and management team can also “motivate” everyone to take their responsibilities seriously.
5. Striving for Perfection
Perfectionism can be the enemy of progress. Teams that strive for perfection may spend excessive time on minor details, delaying the overall project. A robust HR digitalization project has many facets, and seeking perfection from day one in every step of the process can be a time killer.
Mitigation:
Adopt a "good enough" approach for initial implementation phases. Focus on delivering a functional solution first, with the understanding that enhancements can be made in future iterations. Ensure that improvement suggestions are mapped and recorded, working with your technology provider and implementation partners to verify and review them. Some might be easy fixes, needing only a few checkboxes to be ticked.
6. Lack of a Dedicated Tester
Without a dedicated testing resource, issues can go unnoticed until late in the project, leading to delays. Depending on the schedule and project structure, some processes can be tested early, but if there isn’t a tester assigned with a clear list of items to check, problems can arise. This is especially true if testing occurs towards the end of the HRMS implementation and reveals fundamental issues between the system and your processes.
Mitigation:
Allocate a dedicated tester or testing team to the project. Regular testing cycles should be integrated into the project timeline to catch and address issues early. Also, set clear testing priorities and reporting. Tests should reflect your existing/planned HRMS usage routines to ensure that they meet your needs, rather than just the sales demo promises.
7. Lack of a Dedicated Project Manager
A project without a dedicated manager is like a ship without a captain. Without someone to steer the project, timelines can drift. This is a multi-level problem, as many HR managers are not trained to lead IT/digitalization projects. This often results in the HR manager hoping that the technology provider will steer the project without an actual agreement in place.
Mitigation:
Ensure a dedicated project manager is assigned from the start. This person should have the authority to make decisions, keep the team on track, and manage stakeholder expectations. In our experience, HR teams work best with either a neutral third-party project manager or an in-house IT project manager if available.
There are, of course, more reasons for project delays. Some are internal, while others are external. Some can be mitigated, while others can only be acknowledged and dealt with if or when they occur.
Summary
Project delays and extensions are common challenges in HR digitalization efforts. However, with careful planning, clear communication, and thorough vendor selection, these risks can be significantly mitigated.
Prioritize projects, define a clear scope, assign dedicated resources, and involve key stakeholders from the start. Additionally, thoroughly vet vendors and budget for all potential costs, including licensing, support, and customization (we will look at budget overruns in the next article).
By anticipating challenges and preparing for them, you can deliver projects on time and within budget, ensuring successful HR transformations.
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