By: Ashley Ahmadi, BA, LBBP, CCM

Keeping a project on track can feel like hopping on one leg, steering a boat, and juggling cats—all in gale-force winds. Project pace, complexity, and resource allocation may vary, but a few tried-and-true strategies help us stay the course.

Let’s begin with the essentials: The Goals, The Plan, and “The Kraken” – that unanticipated challenge that rises from the depths, sending the team, the project, and all those juggled cats flying.

• Know the Goals: What are we working toward? What’s on the docket for today, this week, this month, and the next six months?
• Make a Plan: Break it down. Build a roadmap that supports the goals. Organize the team. Allocate time and resources.
• Prepare for “The Kraken”: It never (ever!) goes exactly as planned. Projects are dynamic. Even the best-laid plans don’t guarantee smooth sailing.

Now, let’s explore strategies for weathering the storm—and taming “The Kraken”.

Setting the Stage: How We Work

A shared understanding of the project’s goal (“where we’re going”) is vital. But just as important is a shared vision of the journey (“how we’ll get there”). This alignment helps unite the project team.

We must talk—really talk. Understand what motivates and discourages each member. Know their strengths and sensitivities. Define the non-negotiables. What does collaboration look like for us?

Beyond roles and responsibilities, we must be ready to adapt on the fly. Projects evolve. What worked at kickoff may not work midstream. The team must solve problems together, even while project activities are in full swing.

At Yellow Brick, we utilise a variety of tools to facilitate effective stage setting. Recognising individual personalities is essential, so understanding the motivations behind each team member is highly valuable. We recommend integrating personality assessments—such as the Enneagram, DISC, or similar instruments—into the team formation process. Furthermore, it is important to establish a clear approach for defining each member’s role within the project. This can be accomplished by mapping out project scope in a RACI Matrix. Ensuring every team member understands who holds responsibility for each activity promotes project accountability.

Accountability: The Foundation & Backbone

Accountability is the bedrock of a strong team. Talking about it is easy. Living it—holding ourselves and each other accountable—is the hard part. Without accountability, the team’s structure weakens. Trust erodes. Rifts form. Productivity suffers.

So how do we reinforce accountability and keep our project on track?

Smooth Sailing: Communicate Early & Often

When in doubt: communicate. We can’t know what’s on each other’s plates unless we talk. And we can’t rely solely on email—especially when tensions rise.

If we’re falling behind or overwhelmed, we speak up. Ironically, waiting until the “last responsible moment” to ask for help is irresponsible. Missed deadlines send the team scrambling. Roles blur. Pressure mounts. Emotional turbulence follows. These rough waters destabilize the team—and repairing the damage takes time.

That being said, it is important to communicate in a manner that is respectful of what each team member brings to the table. Like any good crew, everyone plays a vital role, so when escalating issues, come with that perspective to ensure both leave the conversation better then they started.

No “To-Do” Left Behind

Open communication is key, but each team member must also ensure their work doesn’t slip through the cracks—and keep an eye on the horizon.

• Tools: Choose an organizational tool that meets your needs. This can be either pen and paper or a digital platform, as long as it is dependable when time is limited. Use the tool consistently and regularly. At Yellow Brick, the team uses a PM Checklist to ensure all members are informed about current tasks. Hosting this checklist on a shared platform helps maintain accountability and awareness throughout the project.

• Calendar: Treat your calendar like a strategy board. Adapt and shift pieces to meet changing needs. Block focused time between meetings. Keep it current so it’s a roadmap for you—and a reference for your team.

SURPRISE! “The Kraken”: Navigating the Inevitable & Unavoidable

Disaster preparedness is the name of the game. Planning ahead helps us stay on track when the unexpected strikes.

Consider potential scenarios and proactively plan:

• What if a time-sensitive, labor-intensive task arises?
• What if the team lead becomes unavailable—who steps up?
• How do we ensure key skills are shared across the team?

Preparedness involves understanding available resources and establishing contingency plans. Identifying potential actions during challenging situations is essential. Treating risk as a standard topic within team culture encourages transparent discussions. Open communication about risk helps maintain awareness of possible future issues. At Yellow Brick, clients are advised to record risks in a Risk Register. The internal team holds weekly meetings to discuss topics such as capacity, competing priorities, scheduling, and escalations. In addition to discussing risks, it is necessary to develop action plans to address challenges if they arise.

Below is a list of questions you can ask yourself when thinking about the best path forward.

• People: Who can lend a hand or offer expertise?
• Materials: What references or past examples can guide us?
• Tools: Templates, shortcuts, and systems that save time.
• Time: Can we reallocate focus to meet urgent needs?

Hindsight is 20/20

Whether we stay perfectly on track or get Kraken-slapped, we must embrace the post-mortem—aka hind-sighting analysis. Make it a habit to dissect what went well. This builds comfort for when outcomes aren’t ideal.

Dive into cause and effect:

• What actions led to positive/negative outcomes?
• What mistakes were made or opportunities missed?
• What worked—and how can we replicate it?

Look for patterns. Reflect as a team. Expand perspectives. Digest the lessons and apply them moving forward. Then we can confidently say: “…Not this time, Kraken. Keep on swimming.”