Learn about what project initiation is, how it’s different from project planning, its importance, its steps, and how you can seamlessly launch projects using an innovative tool.
Project initiation is the first phase in the project management system wherein a new project is recognized, its need is established, and its business value is identified. These outputs are used to acquire buy-in from key stakeholders and have the go signal for the project to commence. After this stage, the process goes through the next steps: planning, execution, monitoring and control, and closure.
Since project initiation is the first phase, many confuse its difference from project planning. It’s important to remember that project initiation comes first because even before a project goes through the project planning stage, an organization must establish its business value before gathering the resources, people, and other requirements for successful project execution.
Aside from the fact that project initiation is the first step in the overall project management system according to the Project Management Institute (PMI), this phase is key to ensuring an idea or project can really add value to the objectives of the organization as well as its goals in meeting customer needs before even proceeding to plan it out. Since project initiation aims to create a structured approach to lay down the project’s business case, it’s essential to conduct this stage for the stakeholders to be involved in the process early on and improve the overall step-by-step execution of the project.
The project initiation process may slightly vary from one organization to another depending on its industry or business type. Nonetheless, you can consider following these 6 common project initiation steps:
6 Steps of Project Initiation
This step is where you and your team determine why starting or completing the project is needed and how it can benefit the organization. A business case justifies why a project must be undertaken or launched and provides a concrete evaluation of the cost, risks, and benefits associated with the project.
As part of your project initiation checklist, a business case must have important elements including but not limited to the following, as stated by James Cook University Australia:
Executive summary
Background information
Project definition
Business requirements
Presentation and evaluation of options
Strategic alignment
Benefits and risks
Project implementation plan
Financial analysis
Needed resources
Authorizations
Appendices
Check out these ready-to-use checklists and templates to help you develop and analyze your business case:
One of the main outputs during the initiation phase of a project is a feasibility study or document. Once the senior leadership or management of your organization has approved the project’s business case, the next step is to study whether the project can succeed.
It’s crucial for you to take into consideration factors such as the availability of resources (or lack thereof), the capacity of your organization to carry out the project, and the costs associated with it during this step.
Considered the most important output of project initiation, a project charter aims to help you delve deeper into the project by answering the following questions:
What? – Aims to describe the project’s scope and objectives
Who? – Outlines the team members, stakeholders, and customers who will be involved in and/or impacted by the project
When? – Lays down the ideal timeline of the project
Using a project charter template can help you effectively streamline your project charter writing process. The template must include the following sections and details:
Title page
Project goals
Deliverables
Scope definition
Project milestones
Assumptions, constraints, and dependencies
Related documents
Project authorization and sign-off
Making sure everyone who’s either directly or indirectly involved participates in the project initiation phase helps keep them informed about the value and outputs of the project. Apart from that, this can also contribute to better team alignment on the project’s goals and being able to move in a cohesive direction.
One (an individual or a team) must take charge of overseeing the project. This person or group of people must be identified during the project initiation.
One great example of project initiation documentation you may need for this step is the project charter, wherein various project elements and details are outlined. Using this, it’ll be easier for you to pinpoint and appoint the right people to effectively carry out each aspect of the project based on their skills and expertise.
Before finalizing the project initiation document, changes or improvements may be done to further reinforce the need for the project to be executed and the resources needed for it to be successfully implemented.
Since project management as a whole is a complex task, every bit of automation, optimization, and improvement in the overall process is necessary and beneficial toward efficiency. Using digital tools like Mitti (by SafetyCulture) helps project managers, leaders, team members, and other stakeholders take charge of their accountability and task ownership in one operations platform.
Mitti (by SafetyCulture), with its user-friendly features and rich functionality, aims to help you do the following and more:
Download, use, and customize your own project initiation document template and other project management templates to let you document every important detail or consideration during the initiation phase.
Assign actions and build workflows during the project initiation phase to ensure all key stakeholders are doing their part to justify the need for the project and acquire approval or buy-in from the leadership team.
Identify and proactively address bottlenecks and issues during the project initiation phase to avoid delays and miscommunication when the project is up for execution.
Maximize the functionalities of Heads Up to keep everyone in the loop on the latest updates, recent changes, and progress reports about the project.
Benchmark insights and data regarding the status and trends in your project that are relevant to the overall progress.
Generate reports from inspections and audits that can be exported and shared in various formats, including weblink, PDF, Word, or CSV.
Integrate your other tools for project management to ensure holistic implementation of day-to-day tasks and deliverables.
