Smarter Week

How to automate it

How to automate “handle change requests and scope changes”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, once a week
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Take change requests through one form with impact fields

A single form that asks for the reason, impact on time and cost, and urgency means requests arrive complete and can be decided in a weekly batch.

Typically saves about 35% of the time45 min to set up
  1. 1Build a short form (Microsoft Forms, Google Forms, Jira or your PM tool).
  2. 2Require: what, why, impact on date and cost, who asked.
  3. 3Review requests weekly; set an amount below which the PM can approve alone.
  4. 4Log decisions where the team can see them.

Tools: Microsoft Forms or Google Forms · Jira, Asana or Monday forms

Fix 2 of 2

Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Project managerProgram manager / PMO

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Project managers