10 Steps to Rescue a Troubled Project

TLDR: 

Projects fail for many reasons, but recovery is possible with a structured approach. This guide outlines 10 actionable steps to diagnose issues, regain control, and deliver results.

Introduction

Every organisation faces projects that veer off track. Whether it’s missed deadlines, budget overruns, or stakeholder dissatisfaction, a troubled project can damage credibility and drain resources. The good news? With the right approach, you can turn things around.

In this article, we’ll explore 10 practical steps to rescue a troubled project, based on decades of experience in global IT strategy, digital transformation, and complex programme delivery.

Step 1: Acknowledge the Problem

The first step is acceptance. Denial only worsens the situation. Recognise the warning signs:

• Missed milestones

• Escalating costs

• Poor team morale

• Stakeholder complaints

Transparency is key. Communicate openly with stakeholders about the challenges and your commitment to resolving them.

Step 2: Pause and Assess

Before rushing into fixes, pause the project to conduct a thorough assessment:

• Review project documentation

• Analyse scope, timelines, and budgets

• Identify critical dependencies

This diagnostic phase helps you understand the root causes rather than treating symptoms.

Step 3: Engage Stakeholders

Stakeholder alignment is non-negotiable. Schedule a recovery workshop to:

• Clarify expectations

• Reconfirm priorities

• Gain buy-in for the recovery plan

Strong communication builds trust and reduces resistance to change.

Step 4: Identify Root Causes

Common reasons for project failure include:

• Poor planning

• Inadequate resources

• Scope creep

• Lack of governance

Use tools like Fishbone Diagrams or 5 Whys Analysis to pinpoint underlying issues.

Step 5: Rebuild the Team

A demotivated team cannot deliver success. Actions to consider:

• Replace underperforming roles

• Provide training where needed

• Foster collaboration and accountability

Empowered teams drive recovery.

Step 6: Redefine Scope and Objectives

Resetting expectations is crucial. Work with stakeholders to:

• Prioritise deliverables

• Remove non-essential features

• Establish realistic timelines

Document the revised scope to avoid ambiguity.

Step 7: Implement Strong Governance

Introduce robust governance frameworks:

• Weekly progress reviews

• Clear escalation paths

• Transparent reporting dashboards

Governance ensures accountability and visibility.

Step 8: Address Risks Proactively

Create a risk register and mitigation plan:

• Identify high-impact risks

• Assign owners

• Monitor continuously

Proactive risk management prevents future derailments.

Step 9: Communicate Relentlessly

Regular updates keep stakeholders informed and engaged:

• Status reports

• Steering committee meetings

• Visual dashboards

Consistency in communication builds confidence.

Step 10: Deliver Quick Wins

Show progress early to restore trust:

• Complete smaller deliverables

• Demonstrate tangible improvements

• Celebrate milestones

Quick wins create momentum and reinforce commitment.

Conclusion

Rescuing a troubled project requires decisive leadership, structured processes, and clear communication. By following these 10 steps, you can transform failure into success and protect organisational value.

Need expert guidance on project recovery? Contact Richard Keenlyside today for tailored advisory services.

Richard Keenlyside is a Global CIO, PE\&MA Advisor, Endava TAC and a former IT Director for J Sainsbury’s PLC. Call me on +44(0) 1642 040 268 or email richard@rjk.info. With over 1000+ subscribers, join my newsletter today: https://www.rjk.info/.