Project initiation is the first and one of the most critical phases in the project management lifecycle. It sets the foundation for all subsequent activities, ensuring the project aligns with business goals and is feasible given available resources. A well-executed initiation phase significantly increases the likelihood of project success.
1. Define the Project’s Purpose and Objectives
Every project should begin with a clear definition of the problem to solve or the opportunity to seize. This includes aligning the project with strategic goals and expected benefits. A well-defined purpose motivates the team and provides a shared vision for success.
2. Develop a Business Case
The business case justifies the project by outlining its value, cost, benefits, and risks. It includes:
- Problem statement
- Evaluation of options
- Recommended solution
- Financial analysis (e.g., ROI, profitability)
- Risk assessment
A strong business case helps stakeholders make informed go/no-go decisions.
3. Conduct a Feasibility Study
Before committing to a project, assess its technical, financial, and operational viability. This helps identify potential risks, resource gaps, or roadblocks. If the project isn’t feasible as initially conceived, explore alternative paths to make it viable.
4. Identify and Engage Stakeholders
Stakeholders are anyone who benefits from, or is impacted by, the project. Early identification and engagement help:
- Gather expectations
- Ensure buy-in and support
- Improve communication and trust
Use tools like stakeholder maps or the Crawford Slip method to capture diverse perspectives and identify key influencers.
5. Create a Project Charter
The project charter is a formal document that:
- Authorizes the project and appoints the project manager
- Describes objectives, scope, budget, and risks
- Lists major stakeholders
- Serves as a reference throughout the project
The charter sets the tone for governance and provides a foundation for planning.
6. Assemble the Project Team
Select the right people with the right skills. Define their roles and responsibilities early. Forming the team early helps build cohesion and sets expectations for collaboration.
7. Establish Governance and Oversight
Set up the governance framework to manage progress, decision-making, and accountability. This may include:
- Steering committees
- Escalation paths
- Review checkpoints
Governance ensures the project stays aligned with its business case.
8. Plan Stakeholder Communication
Develop a communication plan that answers:
- What needs to be communicated?
- Who needs to know?
- How and when will information be shared?
- Who is responsible?
Clear communication reduces misunderstandings and improves engagement.
9. Secure Formal Approval
Present the project charter and business case to leadership for approval. This step ensures organizational commitment and unlocks access to resources. Without formal approval, project momentum and support may be limited.
10. Conduct a Kick-off Meeting
Bring the team and key stakeholders together to:
- Review goals, scope, and timelines
- Discuss roles and responsibilities
- Answer questions and clarify expectations
A strong kick-off sets a positive tone and builds early momentum.
Final Thoughts
A disciplined approach to project initiation ensures that:
- Only the right projects get approved
- Expectations are clearly defined
- Resources are effectively allocated
- Risks are managed early
Project initiation is not just a formality — it is a strategic activity that directly affects project success. Take it seriously, do it thoroughly, and your projects will start on the strongest possible footing.
