Key items when starting a new project

Many times you have heard that to starting a project you first need an approved project charter, a risk assessment, a kick-off meeting and then the appropriate project planning process.  What these mean?

Let’s focus in the first step, the Initiating Process.  The purpose of this stage is to have the authorization to start the project.  At this moment the initial project is established as well as preliminary financial resources (e.g., human resources, planning founding).

The project charter is a formal document which when approved, authorize the project and bring to the project manager the authority to use the required resources to perform the project planning process.  As a result, the preliminary project objectives are defined as well as the project boundaries are established.  Also a high level risk assessment should be performed in conjunction with the corresponding stakeholder management.  In this way you can have the senior management formal project acceptance and commitment

I recommend to perform this Initiating Process working with your charter team (project sponsor, key project team members and key stakeholders).  Perform what I call the Pyramid Project Scope.

Pyramid Project Scope

When using the Pyramid Project Scope, you first state why the project is needed.  It might be to answer a problem or to get the advantage of an opportunity.  The charter team should understand and agree why the project needed. 

Then the project goal is stated and agree. The goal presents a high level statement that provide overall context for what the project is trying to achieve, and should align to business goals.  Once the goal is clearly established, the project objectives should be defined in a way to support the achievement the project goal.  Project objectives are statements that describe the specific, tangible products and deliverables that the project will deliver.  Objectives should be expressed in SMART way:  Specific, Measurable, Attainable, Realistic and Time-bound.  For each project objective, the corresponding deliverables should be identified.  Project deliverables are unique and verifiable products, results, or capabilities to perform a service that must be produced to complete the project.

When the Pyramid Project Scope is completed you and your charter team have a well define project scope and boundaries documented in a project charter and ready for its approval.  Once the project charter is approve, you are ready to present it in the kick-off meeting.  The kick-off meeting enables the project manager and the team to explore and agree on tasks, processes, and climate that are required for successful project delivery.  It is important to allow time during the kick-off meeting for social interaction (e.g. longer lunch; team building exercise; informal networking time as part of agenda) to bring the opportunity to know each other of participants. 

Now you are ready to start your project Planning Process.  Good luck!