Your Information Systems project is delayed by a software vendor. How will you navigate this setback?

First step is to "UNDERSTAND" the situation. Too many managers react without first listening or understanding. Listen twice, talk/react once. Then, the engagement and problem solving phase starts. Pull in the experts and workshop a solution to the problem.

Immediately assess the delay's effect on timelines, deliverables, and stakeholders. Communicate new expectations clearly to avoid misunderstandings and mitigate risks. Review vendor contracts for delay clauses, ensuring you're aware of potential compensations or penalties. Transparent communication is crucial to keeping the project on track.

The impact should already have been assessed prior to signing any contract with the vendor and penalty clauses inserted. The reason for the delay could be a fundamental flaw in assessing the vendor RFPs. I once worked for an institution that purchased a database from a major vendor, only to find that there was no working version globally that matched our architecture once the deal had been done. The fact that our database manager left shortly thereafter to join the vendor raised many red flags. Get tough with the vendor. Do your homework first before vendor selection, ask for references from other customers, visit their sites. Salesmen usually overpromise.

This is inside-out thinking. The vendor is the weak link. Do not accept the delay, invoke the penalty clauses. Unless it is a real problem like an act of god (datacenter burning down), do not allow yourself to be pushed around by your vendor.

Contact the vendor to understand the delay. Emphasize the project's importance, request a revised timeline, and collaborate on solutions. Maintain a non-confrontational dialogue and explore how the vendor can expedite the remaining tasks or offer additional support, ensuring they stay committed to the updated schedule.

With the new timeline, adjust your internal project plans. Reassign tasks or shift deadlines to ensure your team remains productive. If necessary, temporarily reallocate resources to other priorities to avoid downtime while waiting for the vendor’s delivery. Maintain flexibility as your plans evolve.

Quality is non-negotiable, all else can shift. Alternative vendors would already have been identified during the RFP process, and your contract with the current vendor should stipulate your right to exit from the contract in case of non-delivery.

Identify new risks introduced by the delay. Proactively manage them by updating your risk management strategies. Consider backup plans, such as secondary vendors or temporary workarounds, and be vigilant in monitoring other parts of the project that could be impacted.

Consistent communication is essential. Keep stakeholders updated on the status, reasons for the delay, and how you’re adapting. Transparency builds trust, and regular updates will help manage expectations and keep the project’s momentum despite the delay.

Document the delay and how it was managed, including lessons learned. Use this to improve future vendor selection, contracts, and risk management. Learning from such setbacks will strengthen your future project handling, making you more resilient to similar disruptions.