Change requests are an inevitable part of project management, as they ensure the project remains aligned with its goals amidst evolving requirements, constraints, or stakeholders' needs.

Implementing an effective process to handle these requests is crucial for managing changes systematically and minimizing disruptions.

  1. Need for Change: This section allows for a detailed description of the risk, issue, or opportunity prompting the change request. It sets the stage for understanding the context and necessity of the proposed change.
  2. Stakeholders Consulted: Identifies who was involved or consulted regarding the change, ensuring transparency and inclusion in the decision-making process.
  3. Do Nothing Analysis: Evaluates the potential effects on the project scope, schedule, budget, outcomes, and other areas if the change is not implemented.
  4. Options for Change: Offers a structured comparison of different solutions, their impacts on project time, cost, scope, and the intended outcomes, including any potential secondary risks.
  5. Recommendation: Provides a clear, SMART (Specific, Measurable, Assignable, Realistic, Time-bound) recommendation for the best course of action, considering stakeholder expectations.
  6. Actions Required: Outlines the specific steps needed to implement the change, including updates to the Work Breakdown Structure (WBS), schedule, budget, risk register, and stakeholder notifications.
  7. Authorization: Formalises the approval process with spaces for signatures, reinforcing the accountability and authority structure within the project management framework.

A project change request template offers numerous benefits, streamlining the management of changes within a project:

  • Structured Approach: It provides a consistent format for submitting and evaluating change requests, ensuring all necessary information is presented and considered.
  • Efficiency and Clarity: The template simplifies the process of requesting and reviewing changes, saving time for both requestors and decision-makers. Clear documentation helps avoid misunderstandings and ensures everyone is aligned on the nature and purpose of the change.
  • Better Decision-Making: With a standardized template, project managers and stakeholders can make informed decisions by systematically evaluating the impact, necessity, and feasibility of each request.
  • Improved Tracking and Accountability: Assigning a unique identifier and tracking the approval status of change requests ensure that nothing falls through the cracks. This also holds individuals accountable for submitting, reviewing, and implementing changes.
  • Enhanced Communication: Sharing the completed template with relevant stakeholders ensures transparency and facilitates communication about the change and its implications for the project.
  • Documentation and Audit Trail: The template serves as a record of all requested changes, providing a valuable audit trail for project reviews, post-mortem analyses, and future reference.
  • Fosters Continuous Improvement: By documenting and analyzing change requests, organizations can identify patterns, learn from the handling of past changes, and improve their change management processes over time.

Utilize this free project change request template to manage changes efficiently and keep your projects on track.

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