The project initiating phase is the first and one of the most critical stages of the project life cycle. It sets the foundation for the entire project by defining its objectives, scope, and stakeholders. This phase determines whether the project is feasible and worth pursuing.

But first – the project lifecycle is the step-by-step framework that guides a project from an idea to completion. If you’re not familiar with the Project Lifecycle, then read here.

‍

What is the Project Initiating Phase?

Put simply, the project initiating phase is the part of the project lifecycle when you figure out if the project is worth doing. This phase defines the project’s goals, scope, stakeholders, and feasibility, and prepares key documents for approval. The project sponsor typically drives the project initiating phase, with the project manager supporting by defining the project and preparing key documents.

‍

Why Is the Project Initiating Phase Important?

The project initiating phase ensures the project has a clear purpose and is aligned with organisational goals. A well-executed project initiating phase:

• Establishes a strong foundation for project success.
  ‍
• Aligns stakeholders (including an organisation’s board) on project expectations.
  ‍
• Prevents wasted resources by identifying potential issues early.

‍

Best Practices for the Project Initiating Phase

Before any project begins, it is crucial to have a clear understanding of its purpose and expected outcomes. The project initiating phase ensures the project aligns with business goals and that all key players understand its significance.

Here are the essential steps involved:

Step 1: Identifying the Problem or Opportunity

Projects are initiated to solve a problem or seize an opportunity. The first step is to define what issue needs addressing and what the project aims to achieve.

Step 2: Defining Project Objective, Scope and Deliverables

The project scope outlines the boundaries of what will be done. It includes deliverables – the specific outcomes or products the project must create. A well-defined scope helps prevent scope creep, which occurs when additional tasks are added without proper evaluation.

Step 3: Identifying and analysing stakeholders

Stakeholders are individuals, groups, or organisations affected by the project. Understanding their needs, expectations, and level of influence is critical to the project's success.

Step 4: Developing a Business Case

A business case is created to justify the need for the project. It compares potential costs and benefits to determine whether the project is viable. This document is used to gain approval from decision-makers.

Step 5: Conducting a Feasibility Study

This step assesses whether the project can be completed with the available resources, technology, and budget. If the feasibility study shows the project is impractical, it may be modified or abandoned.

Step 6: Creating Key Project Documents

Several documents are prepared during the project initiating phase:

1. Project Proposal: a document outlining the proposed project including its goals, methods, timeline, budget, and deliverables. It is used to secure funding, approval, or support from stakeholders.
   ‍
2. Project Charter: This is the formal document that authorises the project. It outlines the vision, objectives, key stakeholders, project team and major risks.
   ‍
3. Project Brief: The foundational document that outlines the project's objectives, scope, deliverables, and other essential details.  Although it is more technical than the project charter (which is business-focussed), it should still be a succinct overview.
   ‍
4. Stakeholder Register: This document lists all stakeholders, their interests, and their roles in the project.
   ‍
5. Team Charter: This document sets out the roles and responsibilities of members of the project team.
   ‍
6. Statement of Work (SoW): This document details the project's scope, objectives, and key deliverables.
   
7. Project Initiation Document (PID): The PID is used for projects managed under the PRINCE2 framework. It sets out elements which need stakeholder approval (for example, scope and risk).
   ‍
8. Responsibility Assignment Matrix: This document identifies roles and responsibilities of the project team and stakeholders. For example, in a RACI matrix, the degree of involvement of each person is set out, either as responsible, accountable, consulted or informed.
   ‍
9. RAID Log: This document identifies risks, assumptions, issues and decisions. It helps identify and mitigate risks.

Step 7: Securing Project Approval

Once all project documents are prepared, they are reviewed by key decision-makers, often senior management or a designated change control board. If the project is approved, it will move to the next phase – project planning.

Step 8: Gather the Project Team & Tools

Once a project is approved, assemble team and tools. Some of the project team will have been involved since the start. Hire the right people or onboard contractors, ensuring you follow company procedures for reassigning employees. Organise your team structure to suit your project, whether hierarchical or by region. For remote work, set up the necessary infrastructure. For onsite, secure office space in advance.

Step 9: Project Kickoff Meeting

Once the project is approved, a project kickoff meeting is the first official meeting to start a project. It brings together the project manager, team members, stakeholders, and sometimes the project sponsor. The purpose is to discuss the project’s goals, scope, timeline, and roles. The team aligns on expectations, responsibilities, and key deliverables. It’s also an opportunity to identify risks and challenges, ensuring everyone understands the project’s direction and what needs to be done to succeed.

‍

Key Players during the Project Initiating Phase

• Project Sponsor: Provides project vision, secures funding, and ensures alignment with business objectives.
  ‍
• Project Manager: The project manager plans the project, identifies any problems, and ensures the project aligns with the organisation’s goals and resources.
  ‍
• Project Team: The team shares their knowledge, helps decide what needs to be done, and identifies any challenges.
  ‍
• Project Stakeholders: These people have an interest in the project. They share what they need and want from the project.
  ‍
• Steering Committee: This group makes sure the project stays on track, gives advice, and helps make big decisions about the project.

‍

Key Takeaways of the Project Initiating Phase

• The project initiating phase defines the project’s purpose, scope, and key players.
  ‍
• It involves creating essential documents such as the business case, project charter, and stakeholder register.
  ‍
• Successful project initiating increases the chances of project success.

With a solid project initiating phase, the project team can move forward with confidence into the project planning phase, where detailed schedules and task assignments are made. Click here to read more about the project planning phase.

Want to learn more about a career in project management? Join our free Project Management Community here.