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Be more flexible with change control templates

Manage your team's change control process with a flexible change control template
Whether we like it or not, plans change. Normally, this isn’t a huge problem because we can find ways to accommodate most changes. But, when it happens in business, it can be problematic because project managers only have so many resources available, you’ve got timelines, deadlines, deliverables, team members, and milestones to consider. That’s why we have change control.

Change control is a system that allows you to work change into your
efforts and provides you with a clear path to follow when something needs to happen outside of the initial scope.

Like a lot of things, change control works best when you have a well-defined process to follow that helps you understand the impact of a change request. Of course, at Coda, we feel the best way to define a process is with a template.

What is a change control template?

A change control template is a document that walks you through each step of the change control process to make sure that you don’t miss any of the requirements.

The template is designed to give you an easy, fool-proof way of assessing the need for change, figuring out who will be affected by it, and who needs to give their approval for the change. Without these clearly defined steps, you risk making changes that affected the entire project and risk things falling behind.

How to create a change control plan

Before you can create a change control template, you need a process for changing the project plan. Among other things, a change control process helps you define the different stages in your template, lets you know who on the project team needs to be involved, and highlights any areas where you may need help in the future.

The more clearly defined the particulars of your change control plan are, the easier it becomes to create the necessary templates for your business.

Start by defining change. Obviously, modifying a headline on a new website isn't likely going to trigger the change control process, so you need to figure out what does. Small changes like that headline, are likely fine. But what’s the threshold that needs to be crossed for something to need a change control plan. Added pages to that new site? Maybe you’re building software and the client wants to add new features? What counts as change is going to be different not only from business to business, but also from project to project. But you need some way to establish a baseline for change. If you’re stuck, ask the people in your business who manage your projects. They’ll be able to tell you exactly what’s slowing things down and what changes need to be included in the plan. It can help to come up with a change request form during this step, as well so you have a way to initiate the change management process.

Once you know what a change is, it’s time to identify all the key stakeholders. Since approval is needed for all change (according to change control plans), the sooner you identify the approvers, the better.

From there, determine what the key steps in your change control process are going to look like. If you’re not sure what should be included here, we talk about the common steps below. You might find that your business requires certain steps that aren’t mentioned, so feel free to adjust as needed until you have a change control plan that perfectly suits your business.

Finally, write it all down. Make sure that you bounce the plan off of the key stakeholders for the various processes that exist in your business to make sure that you cover everything. Odds are there is going to be some tinkering required as the various people look over your plan, but that’s to be expected. If it helps, create specific plans for specific types of change that you have to manage in your business, to fully cover everything that might come up.

How to use this change control template?

Step 1: Setup list of projects and statuses

Change requests can be applied to a specific set of projects your team is working on. List out those projects on the
page. You can add additional columns to the
table if necessary. This list of projects is referenced when you submit a change request in this template.

You will also need to set up the different change request statuses in the
page. We created a standard set of statuses but your list may be different depending on your change control plan.

Step 2: Submit change requests to projects

On the
page, you’ll submit the change requests you’d like to make to projects. After you click the
Add A Change Request
button, you’ll see all the fields you need to fill out in order to submit a complete change request. Your change control process may require additional fields to fill out. You’ll notice that you can select one of the projects you defined in Step 1 (from the
page).

Step 3: Manage the change control process

Based on the statuses listed in the
page, you’ll see each status as a column on the
page. This view shows all the change requests on a kanban board. This allows you to move change requests from one stage to the next and gives your team to visualize your change control process from a bird’s eye view. If you double-click into any of the cards on the kanban board, you’ll see the full detail about that change request for a given project.

👉 Get started with: change control template
Copy this template

Want to take this change control template out for a spin? Click on
Copy this template
to easily reproduce it in Coda. Once you do, you can modify the template to your heart’s content to replicate the way change management works within your organization.

Common FAQs about a change control template

Why is it important to have a change control template?

What are the benefits of a change control template?

What are the necessary steps for a change control template?



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