What to do when a team member can’t complete their work

One of the common risks that crops up on projects is what happens if a team member is off at the point that they’re supposed to be doing their work. The question I was asked was whether someone being off during the run up to their task being due counts as a risk (as the task isn’t due yet) or an issue (because we already know they won’t do it as they are on scheduled leave). I’d treat this as an issue.

This can happen to any task on the project, especially on teams where you don’t routinely let each know if you are going to be off.

It could be that they’re off sick. It could be a planned absence like a holiday. Or maybe they’re seconded to another project. It doesn’t really matter why they are off — the point is they are not available to do the work at the time you thought they would be.

And that can have a huge knock-on impact for your schedule.

This kind of thing crops up more often than you think. Especially on longer projects, people do go on leave. Or if it’s a busy time of year, their time gets booked up elsewhere. And if the task they were doing is on the critical path, then you’re in trouble.

So how do you manage that risk?

First, build in some buffer. Not a huge amount — but enough that you’ve got room to adjust if someone isn’t available. Second, make sure tasks are documented and knowledge is shared, so someone else can step in if needed. And third, if you know someone’s availability might be patchy, agree a backup plan in advance. If you can’t make a plan in advance, talk to their line manager or a colleague to see if they have already delegated the task to someone, or if there is anyone else available to do it. Failing all that, reschedule the activity.

It’s much easier to deal with this stuff before it happens — not when you’re three days from a milestone and the only person who can do the work is on scheduled leave.