Starting a project effectively is critical to its success. While your organization may have a formal project initiation process, many clients often adopt an ad hoc approach. This guide provides actionable steps and recommendations to ensure you start projects on the right track during this crucial phase of the project lifecycle.
1. Avoid Hasty Decisions During Project Initiation
Every project should have a solid foundation. Ensure there’s a valid reason for its selection and initiation—not just the whim of a director. While spontaneous ideas can spark innovation, they need thorough analysis. Evaluate the project’s potential value compared to other initiatives or doing nothing at all.
2. Prepare a Business Case
A business case doesn’t need to be overly complex. It should:
- Compare the project’s cost to its forecasted benefits.
- Estimate the return on investment (ROI). For instance, a £100k project that takes one year and generates £50k in annual savings has a three-year payback period.
Some projects, such as those ensuring legal compliance or corporate standard adherence, may not require a cost/benefit assessment. For all others, prioritize those with the best financial returns, preferably as part of a budget review.
Periodic Review
Regularly revisit the business case, especially when significant changes arise. Determine if the project still justifies its existence or if resources should be reallocated to more beneficial initiatives.
3. Define a Clear Process to Start Projects
Every project deserves a strong launch. Senior management’s visible support is crucial. Begin with a project kickoff meeting, following a structured agenda to:
- Energize the team.
- Clarify roles and responsibilities.
- Assign specific tasks to named individuals for accountability.
4. Define the Project Scope
Scope definition is the cornerstone of successful projects. Scope creep—the gradual expansion of a project’s goals—is the top reason for failure. You can combat this by using a brown paper and sticky note exercise to outline the scope. This ensures a solid foundation. Remember, the key to success lies in selecting the right project to kickstart.
Sticky Note Technique
- Write key deliverables (the tangible outcomes) on sticky notes. For clarity, use past-tense phrasing like “Document approved” or “Testing completed.”
- Arrange the notes logically on brown paper.
- Adjust their order and draw connections to represent dependencies.
- Assign team members to each deliverable and define quality standards, timelines, and handover criteria.
This exercise not only clarifies scope but also aids in creating:
- A high-level roadmap.
- A detailed project risk workshop.
- Cost forecasts and resource plans.
5. Begin Project Planning
With your scope and deliverables defined, proceed to:
- Systematically assess risks associated with each deliverable.
- Develop cost and resource plans based on the deliverables list.
Next Steps: Your Project Initiation Process
Are you gearing up to launch a project? Wellingtone’s tailored project kickoff, recovery, and lessons learned consultancy can help. We offer:
- Focused, practical workshops.
- Assessments as a critical friend.
- Real-world guidance tailored to your team’s needs and PPM maturity.
Get in touch to learn how we can support your project’s success.
