Have you seen this article about how to submit a Change Request?

1. Decide What Change Requests Will Include

Change requests can impact many aspects of the project, even the entire organization. But, no matter what kind of requests are submitted, they should all contain the same components and answer the same questions. This consistency in formatting makes for better records and more thorough reporting.

Because consistency is so important, many organizationschoose to use templateswhen creating one. These templates make it simple to find the information you’re looking for because you’re already familiar with the formatting. A template also ensures no details are left out.

2. Determine the Type and Scope of the Change Request

As we’ve shown, there are different types of change requests, each with its own defining characteristics. In order to submit and process one appropriately, you must know which type it is. A major change, for example, will be managed differently than a normal change.

All should include the same core information, but depending on the type of request, there will be some differences. One surefire way to decide what these differences will look like is by determining the scope of the request. In other words, what exactly will the change you’re requesting effect? How far-reaching will the change you’re making be?

3. Establish a Chain of Communication

Submitting a request is not the end of the process. In fact, submitting often only starts a longer conversation. Regardless of whether a change request is approved or denied, there will likely be some back and forth between the person submitting the request and the person responsible for reviewing it.

Because change requests do often start these conversations, it’s important to establish exactly how these “edits” will be discussed or questions will be asked. Each party must know who to speak to and how to voice their questions, concerns, criticism, etc. When there is a set system in place, this cuts down on conflict and improves efficiency.

4. Define Next Steps

When approved, it’s time to execute the resulting changes. This usually falls to many different individuals and can even involve different departments. Perhaps the most important part of establishing a change control process is deciding what will happen after a request is approved.

Although the changes being approved can vary widely, the steps after approval should look the same. This includes holding a meeting and completing necessary forms. The key is having a system in place to take approved requests from documents and turn them into reality.