“Management is doing things right;

Leadership is doing the right things.”

– Peter F. Drucker

It’s hard not to notice how unpredictable the modern world has become — this unpredictability affects every area of our lives, from personal matters to politics and business.

Today, almost every project manager or team lead — whether overseeing a small or large team — is asking themselves: How can I create a team work plan for a month, a quarter, or a year when goals and priorities seem to shift almost daily?

At times, simply trying to keep up with the pace of change feels overwhelming. Risks that once seemed unlikely during the planning stage often become real obstacles.

So, how do you plan in such an environment? What can you rely on when forecasting results and setting a direction for your team?

I often hear from colleagues that they feel discouraged — just as they finalize carefully thought-out plans and begin implementation, everything changes. Goals are revised, priorities are reshuffled, and the team suddenly has to pivot in a completely new direction.

Naturally, this leads to the question: How can we find stability in such conditions? How do we create a sense of solid ground beneath our feet?

Over time, I’ve developed a few guiding principles that help me navigate situations like these.

1. Analyze the Current Situation and Your Team’s Capacity

Define Core Product Values

As a manager, clearly define the core goals and mission of your team and the product you’re working on. Communicate regularly with stakeholders to align on the key objectives for the upcoming month, quarter, and year. These goals should be reviewed and refined frequently.

Clarify Capacity and Limitations

Evaluate your team’s total capacity — including man-hours, individual productivity, and collective efficiency. Identify any limitations affecting the team, the project, or the broader business context.

Analyze Workflow Dynamics

Review your team’s performance data from the past month, quarter, and year. Which types of tasks and challenges were completed successfully? Analyze the backlog of completed tasks, categorize them, and assess patterns in how your team operates. This insight helps you understand your team’s working rhythm and areas of strength.

2. Build a Flexible Plan

Allocate 60–80% of your plan to tasks that are directly aligned with your strategic goals. Reserve the remaining 20–40% of team capacity for unexpected, urgent, or high-priority tasks that will inevitably arise. This buffer allows your team to adapt quickly without jeopardizing long-term objectives.

3. Five Strategies for Building an Adaptive Roadmap

When the ground beneath you keeps shifting, these five strategies can help create a roadmap that remains relevant and resilient:

1) Start with Clear, Flexible Objectives

Begin with a clear understanding of the “why” behind your project. Focus on outcomes, not just outputs. In volatile conditions, define goals that are both measurable and adaptable. Use OKRs (Objectives and Key Results) to track progress while remaining open to strategic pivots when market conditions change.

2) Build in Scenario Planning

Don’t rely on a single, linear plan. Develop multiple scenarios — best case, expected case, and worst case. For each, outline key milestones, resources, and risks. This proactive approach enables teams to respond decisively rather than reactively.

3) Prioritize Ruthlessly

In times of uncertainty, not everything can be a priority. Use prioritization frameworks like MoSCoW (Must have, Should have, Could have, Won’t have) or RICE (Reach, Impact, Confidence, Effort) to evaluate and re-evaluate tasks regularly. This ensures your team focuses on the highest-value work.

4) Shorten Planning Horizons

Instead of rigid 12–18 month roadmaps, switch to a rolling 90-day plan with monthly reviews. This keeps your team agile and responsive while still providing a sense of direction. Use retrospectives to learn and adapt continuously.

5) Communicate Transparently and Often

Stakeholders crave clarity — even when the news isn’t positive. Build trust through transparent communication about assumptions, risks, and decision-making processes. A living roadmap that’s regularly reviewed and shared fosters alignment and resilience across the organization.

4. Proactively Manage Risks and Technical Debt

Don’t neglect risk management. Maintain a risk register and evaluate each risk based on its likelihood and potential impact, including financial costs and lost man-hours. This allows for proactive mitigation planning.

Also, assess and account for technical debt that will carry over into the next planning period. These tasks are not optional — they should be treated as mandatory and included in the team’s workload to avoid accumulating future bottlenecks.

In a world of constant change, the ability to stay flexible, grounded, and aligned is more valuable than ever. By focusing on realistic capacity, clear goals, and adaptable strategies, you can confidently lead your team — even when the path ahead isn’t perfectly clear.