Discover the meaning of 'workaround' in project management and learn how to effectively implement temporary solutions to overcome unexpected obstacles. This article covers when to use workarounds, real-world examples, and tips for balancing workarounds with long-term solutions.

When to Use a Workaround

Workarounds are generally used when there is an unexpected problem that needs to be resolved quickly. This could be due to limited resources, budget constraints, or a lack of available time. Workarounds should also be employed when the desired outcome cannot be achieved with the current method or system in place. For example, a workaround could be used to avoid a minor bug preventing a delay on a software project.

• Time Constraints: When projects face tight deadlines, and there is insufficient time to develop a comprehensive solution to an unexpected problem, a workaround can provide a quick fix that keeps the project on track.
• Resource Limitations: Limited resources, be it financial, human, or technological, may hinder the immediate implementation of a permanent solution. In such cases, workarounds can efficiently utilize available resources to overcome obstacles.
• Unexpected Problems: Encountering unforeseen issues, such as technical bugs, process gaps, or external factors like regulatory changes, often necessitates creative temporary solutions to prevent project delays.

Assessing Risks and Benefits

Before deciding to implement a workaround, it is essential to assess its potential impact on the project comprehensively. Consider the following factors:

• Risk Assessment: Evaluate the risks associated with the workaround, including potential impacts on project quality, scope, and future operations. Ensure that the workaround does not introduce new problems or significantly deviate from project objectives.
• Benefit Analysis: Consider the immediate and long-term benefits of the workaround. Does it effectively address the issue at hand? Will it allow the project to meet critical milestones or deliverables without compromising on quality or scope?
• Stakeholder Considerations: Communicate with stakeholders to understand their perspectives on the proposed workaround. Their insights can provide valuable feedback on potential implications and acceptance of the temporary solution.

Strategic Implementation

Implementing a workaround requires a strategic approach to ensure it effectively addresses the issue without causing additional complications. Key considerations include:

• Documentation: Thoroughly document the rationale, implementation process, and expected outcomes of the workaround. This documentation is vital for future reference and for transitioning to a permanent solution.
• Monitoring and Review: Continuously monitor the effectiveness of the workaround and its impact on the project. Be prepared to make adjustments as necessary and review the workaround's performance regularly.
• Plan for Permanent Solutions: While a workaround may address the immediate issue, always have a plan in place for developing and implementing a permanent solution. The goal is to ensure the long-term success and sustainability of the project.

Key Considerations for Developing Workarounds

• Understanding the Root Cause: Before devising a workaround, it's essential to thoroughly understand the underlying issue. This involves analyzing the problem to identify its root cause, ensuring that the workaround addresses the correct issue without exacerbating it.

• Alignment with Project Goals: Any workaround should align with the overall objectives and goals of the project. It's crucial to ensure that the temporary solution does not compromise the project's scope, quality, or deliverables. The workaround should be a means to maintain progress, not a shortcut that sacrifices the project's integrity.

• Feasibility and Resource Availability: Assess the feasibility of the workaround, considering the available resources, including time, budget, and personnel. The solution should be practical and implementable with the resources at hand, without overextending the project's constraints.

• Risk Management: Evaluate the potential risks associated with the workaround. This includes considering the implications of the temporary solution on future project phases, the possibility of introducing new problems, and the impact on stakeholder expectations. Develop a risk mitigation plan to address these concerns.

• Stakeholder Communication: Effective communication with stakeholders is paramount. Keep all relevant parties informed about the need for a workaround, the proposed solution, and its expected impact. Transparency helps manage expectations and fosters trust in the project management process.

Strategies for Minimizing Impact on Project Outcomes

• Temporary by Design: Ensure that the workaround is explicitly designed as a temporary measure. This involves setting clear boundaries for its duration and scope, with a defined pathway to transition to a permanent solution.

• Monitoring and Adjustment: Establish mechanisms to monitor the effectiveness of the workaround closely. Be prepared to make adjustments as necessary, based on its performance and any evolving project needs. Continuous monitoring helps in identifying when the workaround is no longer needed or when it should be modified.

• Integration with Project Plans: Integrate the workaround into the overall project plan, including timelines, resource allocations, and milestones. This helps in maintaining coherence within the project management process and ensures that the workaround is considered part of the strategic approach to achieving project goals.

• Documentation and Learning: Document the process of identifying the need for, designing, and implementing the workaround. This documentation can provide valuable lessons for future projects, offering insights into problem-solving and adaptive project management strategies.

• Prepare for Reversion or Escalation: Have a plan in place for reverting the workaround once a permanent solution is available or if the workaround fails to address the issue adequately. This plan should include criteria for escalation, ensuring that decision-makers are informed and can take appropriate action if the situation worsens.

5 Real-world examples of workarounds

1. A road diversion

A road diversion or detour is a workaround put in place when part of a route is closed because of construction or damage. The detour is marked by signage and takes the driver by a longer and/or more round-about route to their destination avoiding the closed road. Diversions are not there to avoid dealing with a problem, but to make it easier to fix. They may temporarily delay you getting home, but they will be removed once the road is reopened.

2. A temporary repair

While waiting for a permanent fix a temporary repair is put in place as a workaround. For example, the image above is of Million Dollar Bridge, spanning Copper River at Miles Glacier, Cordova. The bridge was given a temporary repair after an earthquake in 1964. The final repair was completed in 2004.

3. A manual intervention in an automated system

Sometimes an automated process or system may need manual or human intervention to get around a problem. As for a road diversion this should be a temporary workaround while a permanent solution is found. There are many examples of manual interventions in all sort of business and industries. A classic example is when a manual intervention is needed to fix errors in data when it is passed back and forth between two or more IT systems. The workaround is valid if this step is done once or twice while the data handling is improved, but becomes a problem if a person is permanently needed to prevent data import errors.

The British Post Office scandal is a relatively recent example of what happens when the workarounds are not fixed! In this instance, the Horizon software that Post Masters used in their post offices didn't always communicate correctly with the central database, causing IT staff to make manual interventions in individual post office terminals. These interventions often made existing problems worse by causing double counting of transactions, which in turn resulted in false shortfalls being reported. Many Post Masters were prosecuted, and some were sent to prison for fraud, which they were entirely innocent of. The manual intervention by IT staff was one of many issues with the Horizon system. Learn more about the British Post Office scandal. Learn more about the British Post Office scandal.

4. An extra step in a process

Poorly designed or necessarily manual workflow may result in informal extra steps being added to a process. For example, a University consultant found that documents requiring department head sign-off were being returned to the admin team after each signature rather than being passed on to the next approver. This inefficient step was added because documents were getting 'stuck' in in trays. When the documents were passed from department head to department head, the admin team had difficulty tracking down overdue approvals. The workaround of forcing the return of the document after each signature meant they could pin-point the department head who was causing a delay (Maphis, K. 2018).

5. Side-stepping or avoiding part of a process

Process or procedural workarounds can flourish in complex and very busy workplaces. Researchers studying workarounds in Dutch hospitals found that nurses would side-step processes to try to improve efficiency. For example, many modern hospitals have implemented electronic barcode-assisted medication administration (BCMA) - barcodes are added to patient's wristbands to reduce medication administration errors. The researchers observed 15 workarounds of BCMA, such as affixing patients' wristbands to computer carts and carrying several patients' prescanned medications on carts (Koppel, Ross et al. 2008).

These examples, show how workarounds can be positive or negative response to a problem. When they are transparently and deliberately implemented as a temporary solution they are very effective, but when permanent solutions aren't found they can become a hidden, unquestioned and even dangerous part of a process.

Balancing Workarounds and Permanent Solutions in Project Management

While workarounds can be valuable tools for addressing unexpected challenges, it is essential to balance their use with the pursuit of permanent solutions. Consider the following guidelines:

1. Prioritize long-term solutions: Whenever feasible, prioritize developing and implementing permanent solutions to problems, as they typically provide more stability and prevent recurring issues.
2. Use workarounds judiciously: Employ workarounds when necessary, but be mindful of their temporary nature and potential risks. Do not rely on them as the primary problem-solving strategy.
3. Transition to permanent solutions: Develop plans for transitioning from workarounds to more sustainable, long-term solutions when resources and time permit.

Workarounds are incredibly useful to avoid delays and as in the case of a road detour, to facilitate a long term fix. They help to keep projects on track and minimize any potential losses (schedule delays or cost overruns). That said, it's important to remember that a workaround should only ever be a temporary solution, to keep things moving while the root problem is being resolved.