When the Scope Is Missing and the Pressure’s On

This was the kind of week where nothing landed when expected, yet everything was expected of me.

The refined quote I was waiting for didn’t show.
The layout received wasn’t fit for discussion.
And then, in the middle of follow-ups and scope checks, I was asked to prepare a new CAPEX—due Friday next week.

At the same time, I had to ensure project tracking for all capital projects was ready by Thursday.

It was a lot to hold. But that’s part of the role.

Table of Contents

• Contractor Delays & Missing Scope

• Urgent CAPEX

• Project Tracking Deadline

• How I Managed the Load

• This Week’s Mindset

• One Practical Tip

Contractor Delays & Missing Scope

I was waiting on the refrigeration contractor’s layout and P&IDs to review the design and align with other contractors, especially around the exclusions and what would fall outside their scope.

When the documents finally arrived, they were far too basic for a project of this scale.
Key details were missing. The layout lacked clarity. And there was no indication of how the system would integrate with our existing infrastructure.

With the timeline already tight, I couldn’t afford to wait for a revised version.

So I leaned on my own technical knowledge of the system to fill the gaps—estimating costs, identifying what was missing, and outlining how we’d move forward.

This is a high-value project, and despite the incomplete inputs, I needed to make decisions that would keep the momentum without compromising downstream work.

Not ideal—but sometimes, leadership means acting with what you know, not just what you’re given.

Urgent CAPEX

Midweek, I was pulled aside with an urgent ask:
“Can you raise a CAPEX for this new job? We need it by Friday next week.”

Fortunately, I’d already anticipated it.
I had rough notes and figures on hand and was able to draft the structure straight away.
Sometimes being a step ahead makes all the difference when requests come last-minute.

Project Tracking Deadline

On top of that, I had to ensure project tracking was ready for review by Thursday, covering all current capital projects. However, this one I completed one day late, but it didn’t affect the outcome.

That meant chasing updates, reviewing each project phase, and aligning the commentary to budget and schedule.
I delegated where I could and filled in high-level commentary where needed.

How I Managed the Load

• I reviewed what could be parked and what required immediate action.

• I flagged missing items instead of letting them slip through unnoticed.

• To keep everyone aligned, I shared early updates with stakeholders—even when the information was only 80% complete—to prevent last-minute surprises.

• I also kept clear notes of decisions made under pressure, so I wouldn’t waste time revisiting them later.

This week wasn’t smooth, but it was controlled.

This Week’s Mindset

You can’t control when pressure shows up.
But you can control how you respond.

A thoughtful pause can help you avoid rework.
A 10-minute plan can save a 10-hour scramble later.

One Practical Tip

When a task feels urgent, ask yourself:

That approach helped me get the CAPEX moving quickly, and I’ll carry that with me into next week.

P.S. For more practical ideas on leading projects with clarity and confidence, visit vandersonbaril.com
Want to connect? I’d be happy to hear from you on LinkedIn: linkedin.com/in/vandersonbaril

See you next Saturday!