Use this free Change Request Template for Word to manage your projects better.
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It would be nice if a project always moved forward as planned. But anyone who works in IT, or any industry for that matter, knows that it rarely happens that way. Change is a constant, and must be managed like any other aspect of the project. A change request form controls the process of dealing with those changes.
A change request form is part of the change management process, which is a discipline that helps project leaders prepare, equip and support change. Change happens, and if one doesn’t respond to it, the change can derail the project. It’s always better to address change sooner rather than later. This change request template is the first step towards collecting the data that will determine how you deal with change, so it doesn’t create issues or problems in your workflow.
A change request form is one of the building blocks that make up the structure of the larger change management process. It helps to make sure that change is thoroughly and smoothly implemented.
Our one-sheet change request template captures every aspect of the change in cells that can be expanded to include more detail, as needed. The descriptions should be brief, but the dynamism of the document makes it useful for IT projects or any other type of project you might be working on.
The change request form has places for all the information, from the project name down to the impact on the project if the change is implemented. When the full change request is filled out there should be enough information for the project manager and any other decision-makers to discern the right course of action—or take no action at all.
If there’s a need for additional documents to back up the reason for the decision, the change request form will sit on top and act as a summary. If there’s a need to learn more, then the decision-makers on the project can request further details.
The change request form is yet another document that will be archived after the project. This will create a valuable resource for future projects as they run into similar changes. The change request template will have supporting documentation attached, which could all be stored and accessible on project management software.
This also helps with visibility, especially when the project is still active. This way everyone can see the change request, from client to team member, and know exactly the status of the change. ProjectManager offers file storage to store change request forms, but also one-click reporting features to track how those changes are progressing. Choose from eight different project management reports, so you can quickly report your project status to your stakeholders or team. Try it free today!
For example, the project of installing a server and networking computers is likely to change as the client makes requests after a contract has been agreed on and signed. To make sure those requests are feasible and advisable, the change request acts as a means to capture the change and how it will impact the project. Only then can one make an educated decision on whether to move forward with the change or not.
The proposal for change, that is a request to alter a product or system, is usually brought up by the client, though it can also come from another team member who sees an opportunity for improvement or increased efficiency.
There are two types of change requests: inside the scope and outside the scope. An inside-the-scope change involves small corrections to the existing requirement. There’s little impact on the cost or schedule. But an outside-scope change takes time to implement and will have a big impact on various aspects of the project.
Either way, a change request form is a tool to see what kind of change you’re dealing with, how it will impact the project and then whether it will be done. It’s a way to manage the process by capturing the relevant information.
A change request should be shared with the entire team. They can all respond to the three core questions at the heart of any change request: What is the change? What is the benefit? How important is it?
Think of what a project would be like without a change request form. Imagine the chaos that would ensue if every time someone wanted to change something they texted you or pulled you aside or, worse, didn’t even include you in their thoughts. As a project leader, you want to know the concerns or needs of the client and team, and then put them into a process to control the outcome. That’s a change request.
Everything you need to complete a change request form is laid out in our template for you to fill in. The following are the various fields included and what they mean.
The change request is only part of managing change in your project. We have dozens of free project management templates that help you manage other issues related to logging, tracking and planning to resolve changes in your project.
If the change request is accepted, then you have to begin the process of making that change. Our free change log template is the tool to use to capture that change. By logging the change, you gain visibility into the process of enacting the change. Without having a change log the request can get lost in the shuffle, which can jeopardize the project and upset your stakeholders.
The thing about change is that it rarely comes alone. If you change one thing on the project, it’s likely to impact everything. That’s why you should use our free risk tracking template to evaluate and track the overall performance of the project in context to the changes you’re enacting. It helps you identify the risk, when it started and what its impact will be on the project. You can also assign someone to own the risk, so there’s an accountable team member.
You’ve gotten the change request, logged it and have a tool to track its impact, all you’re missing is a plan! Our free action plan template is where you start to develop a plan that will execute the change. It helps you figure out the steps or tasks that you need to move forward. The action plan also helps you note what resources you’ll need to execute the plan and gives a timeline in which the change must be completed. The template also has a place to assemble the team that will execute the change. Now you can get that change done right!
ProjectManager is a great resource for online training videos and blog posts that address every aspect of project management, regardless of your industry. There’s a wealth of information to help you make decisions or clear up the confusion you might have on a particular project management-related topic.
We curated only a few of the more relevant posts from our site to give you an idea of how ProjectManager can help with change requests and change management. Look over the site to learn more about change requests and our award-winning project management software.
ProjectManager is online project management software that can help you manage change and every other aspect of your project. From real-time dashboards that track progress as it happens to Kanban boards that visualize workflow, our project management software helps you plan, monitor and report more effectively. Try it free with this 30-day trial.
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