How to handle change requests without derailing your timeline

Change is a fact of life, particularly in project management. No matter how thorough your planning, new ideas, shifting priorities, or unforeseen challenges will often result in requests for change. Some may be small adjustments, others significant alterations to scope. The way these changes are handled can be the difference between a project that stays on track and one that loses momentum, overspends, or fails to deliver.

PRINCE2® recognises this reality. Its structured approach to change management helps project professionals respond to requests consistently and fairly, without derailing timelines or overwhelming teams. Rather than resisting change outright, the method provides a framework for evaluating, controlling, and incorporating change in a way that protects project objectives.

Why change requests can be disruptive

Even seemingly minor changes can have a ripple effect across a project. An added feature might require extra design work, which increases testing time, which in turn affects delivery deadlines. Left unchecked, these requests can accumulate into scope creep which stretches resources thin, delays outputs, and frustrates both teams and stakeholders.

Unstructured responses also create uncertainty. If some requests are accepted on the spot while others are rejected without explanation, it can erode trust. Stakeholders may feel their needs are being ignored, or team members may become confused about priorities.

That’s why structured change control is so important. It gives project managers a way to assess requests objectively, explain decisions transparently, and keep delivery aligned with the project’s agreed objectives.

PRINCE2’s approach to managing change

PRINCE2 builds change management into the heart of its methodology, acknowledging that projects must remain flexible but controlled. Several key elements support project professionals in handling change requests effectively:

Clear baseline of scope

At the outset, PRINCE2 requires a well-defined scope and business case. This baseline provides the reference point against which all change requests are assessed. If a request doesn’t align with the project’s justification, or if it threatens to undermine agreed priorities, project managers have the evidence needed to push back or defer it.

Change control approach

Every PRINCE2 project includes a documented change control approach. This defines how requests should be logged, who has the authority to assess them, and how decisions will be communicated. By following this process, project managers avoid ad hoc approvals and ensure all requests are handled consistently.

Roles and responsibilities

PRINCE2 makes clear that not every decision rests with the project manager. Depending on the significance of the change, responsibility may sit with the change authority, the project board, or another governance body. This shared responsibility means project managers are supported in saying no when necessary, without shouldering the full burden of decision-making.

Management by stages

Breaking the project into stages creates natural review points where changes can be assessed in context. A request that isn’t feasible mid-stage might be reconsidered at the next boundary, helping to balance responsiveness with control.

Practical tips for handling change requests

Beyond following the framework, there are several behaviours and practices that can help project professionals manage change requests smoothly:

• Listen carefully before deciding: Stakeholders need to feel heard. Take the time to understand the reason behind a request before assessing its impact
• Assess the full implications: Look not only at cost and time but also at quality, risk, and benefits. A change that adds short-term work may ultimately increase long-term value
• Communicate decisions clearly: Whether approving, deferring, or rejecting a request, explain the reasoning. Transparency builds trust, even if the outcome isn’t what stakeholders hoped for
• Track requests formally: Maintaining a change log ensures that all requests are visible, decisions are documented, and patterns can be identified
• Balance flexibility with discipline: Not every request can be accommodated, but not every request should be dismissed. Aim to strike a balance that supports both delivery and stakeholder needs

Keeping your project on track

Handled well, change requests don’t have to derail a project. In fact, they can add value by aligning outputs more closely with evolving business needs. The key is structure: having a process that ensures changes are properly assessed, approved by the right authority, and integrated without undermining timelines.

With PRINCE2, project professionals have the tools and governance needed to manage change confidently. By applying its guidance, you can prevent scope creep, maintain stakeholder trust, and keep delivery aligned with the outcomes that matter most.

Take a look at our PRINCE2 courses to find out how the methodology can support change management within projects, as well as improve other project management fundamentals.