Lessen the impact of things out of your control

A key to a long, successful career in project management is to, as the saying goes, not worry about stuff you can’t control. But that doesn’t mean you should do nothing about those things! While I can’t give you a magic potion to help you manage things you can’t influence, there are things you can do for yourself and your team to lessen the impact of items out of your control. Here are some recommendations: 

Focus on priorities. Your project management plans capture many things you can focus on, and they provide more than enough things to do to keep you busy. Look at the potential activities you can launch as a project manager. Prioritize the things that can have the most positive or negative impact on the project. And tackle those. Treat anything you can’t control as background noise to be addressed when there is something you can do. Prioritize ruthlessly, and you’ll be surprised at how it can reduce stress because you’ll get things done!

Live beyond work. Take time to breathe. Go for a walk to clear your head when things get a bit crazy. Reflect on accepting that some things are out of your hands, and that’s okay. Engage in a favorite activity in the evening or on weekends. Rest and take time to put work aside now and then. Use that time to help you reenergize and refocus so you can get back to handling things you can control.

Be flexible. Inevitably, projects change. Embrace your plans, but not too tightly. If you’re too rigid, you’ll be trying to follow plans that are no longer feasible.  When curveballs come your way (and they will), adapt and respond versus reacting. Don’t waste time complaining about things that may change – figure out how best to work with them.

Communicate with sponsors and key stakeholders. While you might not be able to control some things, your senior stakeholders might. Discussing things you can’t control isn’t a sign of weakness. It’s a constructive activity to manage impacts on your project, allowing you to respond positively to a change. Determine if your senior leaders have influence outside your control areas. Don’t sugarcoat things or beat around the bush. Discuss potential impacts to the project you can’t control (without exaggerating) and look for advice about how to respond. 

Apply risk management principles. Build in buffer time and carefully lay out contingencies. Identify risks early and have a game plan. When something goes wrong, you’ll be prepared to handle it with support from your stakeholders.

Build a resilient, communicative team. Create an environment where your team isn’t afraid to speak up. Encourage open dialogue and allow for problem-solving recommendations without judgment. Do this well, and when things go sideways, your team will jump in to help rather than run for cover. 

Remember, you can’t control everything in a project, but you can control how you react. Don’t waste energy on things you can’t change; focus on what you can. It’s not just about keeping your cool—it’s about delivering the best results you can when things aren’t ideal.