The Importance of Having a Fallback Plan in Project Management

Having a solid fallback plan in place is critical for successful project management. A fallback plan, sometimes called a contingency plan, outlines the steps to take if the original project plan fails or needs to be abandoned. In this comprehensive guide, we will examine the difference between a contingency plan and fallback plan, why having a fallback is so vital, and best practices for creating and implementing effective fallback plans for your projects.

Why Have a Fallback Plan?

A fallback plan serves as your Plan B or Plan C - a backup plan to put into action if your original project plan fails or needs to be revised. There are many potential risks that can occur during project execution that could derail your original plan and impact your project. Examples include:

• Key staff members leaving the project unexpectedly

• Technology or systems failing

• External factors like bad weather, economic changes, etc.

• Scope creep leading to budget/timeline overages

• Vendor issues

Having a robust fallback plan in place allows the project manager and team to quickly pivot if risks occur to keep the project on track as much as possible. A fallback plan helps minimize the impact of the risk on the project and provides an alternative path forward. Without a fallback plan, you may lose significant time determining next steps when risks happen. The project team may make hasty, poor decisions in the moment without a pre-defined plan to follow. Having a well-thought-out fallback plan enables the team to seamlessly shift to the contingency plan if needed, saving time and avoiding confusion.

In essence, a fallback plan is like having insurance for your project. You likely will not need it, but you will be glad to have it if unforeseen circumstances arise. A solid fallback plan gives the project manager confidence that there are pre-determined options to manage risks and keep the project moving. It provides a roadmap to navigate uncertainty. For these reasons, having a fallback plan is considered a best practice in project management.

Contingency Plan vs Fallback Plan

The terms "contingency plan" and "fallback plan" are sometimes used interchangeably. However, there are some key differences:

Contingency Plan: A contingency plan outlines the steps to take if an identified risk on the project occurs. During the risk management process, the project team logs potential risks, assesses their impact on the project if they occur, and develops contingency plans to mitigate those risks. These documented contingency plans are part of the overall risk management plan.

Example: If the risk "key vendor goes out of business" is identified, the contingency plan may be to have a backup vendor already researched and engaged who can fulfill vendor needs if required.

Fallback Plan: A fallback plan is a broader overarching plan that outlines alternative solutions if the original project plan needs to be abandoned entirely. It is not tied to specific risks identified, but serves as a Plan B or Plan C if the primary plan cannot move forward for any reason.

Example: If budget cuts require scale back of project scope by 50%, the fallback plan may reduce scope by focusing only on critical functionality and deferring secondary features to a later phase.

In summary, a contingency plan handles known risks, while a fallback plan prepares for the unknown. Effective project management includes both specific contingency plans for identified risks, as well as an agile fallback plan to cover unforeseen events requiring you to modify or replace the original plan.

Creating an Effective Fallback Plan

Follow these best practices when developing a fallback plan for your project:

Identify Potential Trigger Events

Brainstorm situations or scenarios that may require abandoning your primary plan, such as:

• Loss of critical staff

• Budget/resource constraints

• Timeline delays

• Scope creep

• Technology limitations

• External factors like weather, economic changes, etc.

Define Success Factors

Determine the most critical goals and success metrics of the project. The fallback plan needs to keep these success factors in focus if the initial plan fails.

Develop Alternative Strategies

Develop creative options to meet success factors if the original plan cannot move forward. Examples may include reducing project scope, modifying timeline, acquiring additional resources, outsourcing work, etc.

Assign Owners

Designate individuals to own implementation of each alternative strategy in the fallback plan. Document their responsibilities if the plan is used.

Anticipate Impacts

Consider potential ramifications of using the fallback plan, such as reduced scope or timeline delays. Gain project sponsor input on acceptable impacts.

Specify Triggers

Define clear triggers for when the fallback plan will be deployed, such as missed critical milestones or budget overages of a defined %.

Outline Implementation Details

Provide concise steps for executing the fallback plan to avoid confusion. The more uncertainty addressed upfront, the easier it will be to pivot.

Review Regularly

Revisit the fallback plan regularly throughout the project lifecycle to keep it up to date. Adjust as project circumstances evolve.

When to Implement the Fallback Plan

Follow these guidelines on when to deploy your fallback plan over continuing to push forward with the original plan:

• The core success factors or benefits of the project are no longer achievable due to unforeseen events

• Critical risks have materialized that cannot be mitigated without changing plans

• Project delays, budget overages, or resource deficits reach pre-defined triggering thresholds

• External factors necessitate a change in plans due to new opportunities, market demands, or environmental shifts

A common mistake is pressing forward stubbornly with the original plan well past the point it remains viable. Be ready to make the call to pivot to your fallback plan if it becomes clear the current approach is untenable. At the same time, do not abandon your primary plan prematurely at the first roadblock. Find the right balance based on a sober assessment of whether core success metrics can still be reached. Manage the project sponsor’s expectations and gain their buy-in to switch to the fallback plan if needed.

Key Takeaways on the Importance of Fallback Plans:

• A fallback plan serves as your Plan B/C if the original project plan fails - have it ready!

• Contingency plans address identified risks; fallback plans prepare for the unknown. Maintain both. 

• Brainstorm trigger events, success factors, and creative strategies when developing fallback plans.

• Define clear triggers on when the plan gets deployed, but don't pivot prematurely.

• Keep fallback plans updated as the project evolves.

• Having a solid fallback plan enables your team to nimbly respond to change and keep the project on track as much as possible.

In summary, projects rarely go 100% according to plan, which is why having a detailed fallback plan in place is so critical. It empowers you to pivot quickly if roadblocks arise and still deliver on your core objectives. Be proactive in creating and refining your fallback plans well in advance. Your future self will thank you! With a strong primary plan and well-developed contingency and fallback plans to handle uncertainties, you will be well positioned for project management success.