Starting a Project
Having a great start is beneficial to many business practices, especially when dealing with a project. Getting the right start on a project is vital because there is usually only one opportunity to get it started. More importantly than just getting started for the sake of getting started, everyone wants to have a successful project start.
This post addresses basic ways to ensure a strong project start and explains why some project starts lead to failure. The definition of a successful project delivers on what the team promises to provide and results in incremental financial and non-financial value to the project stakeholders.
Seven Steps to Starting a Project
Use these steps as a checklist when a project begins to make sure you stay on track with a strong project start.
Vision
The most critical factor in selling a project proposal and gaining a solid project start is developing a solid vision and communicating it effectively.
Feasibility
A feasibility study or review should be done to prove that the project vision is achievable.
Business Case
Once the project proves feasible; a business case should be produced to show the expected benefits compared to the likely costs.
Business Approval
After reviewing the business case, the business itself will decide if it is in its best interest to proceed with the project.
Project Sponsor
If the project gains approval, a senior-level person in the business must become the project sponsor who is responsible for the project's success.
Project Manager
One of the first tasks of the project sponsor is to identify a fitting project manager within the business or externally recruit one if no one is available internally.
Project Initiation
Once the project manager is in his proper place; the project can begin. The Initiation process is the first stage of the project.
Next Step: Assembling the Team
Before progress can be made on a project, a project sponsor and project manager must be appointed.
Project Sponsor
The project sponsor is a senior member of the business, and it is his job to figure out the project costs compared with the project benefits and sell it to the rest of the business. He is also responsible for the viability of the project. The project manager role must report to the project sponsor, and the project sponsor must give the project manager the authority to carry out the project. For more information on the project sponsor read What is a Project Sponsor?
Project Manager
The project manager and project sponsor will work together to compose the remainder of the project team. The project manager is formally appointed to the project, committed to it, and actively supports it. He will delegate tasks by using the skills and abilities of the team members. He knows and understands the business needs of the project. He will utilize exceptional communication and organizational skills to lead to a successful project close. For more information on the project manager role read What is a Project Manager?
Project Stakeholders
Project stakeholders are anyone who has a vested interest in the project outcome and includes the project manager, project sponsor, and the project team. For more information on project stakeholders read What is a Project Stakeholder?
The Business
The project sponsor's role is to represent the business on the project and the project to the business. There may be other additional people from the business who require involvement in the project.
The End-Users
End-Users can consist of anyone who will use or operate whatever the project is implementing. This group should be actively involved in the project.
The Suppliers
This group includes all of the professionals who will be doing the work on the project. They are the ones who make the project work. This group includes professionals from human resources, accounts, sales, information technology, and any other internal or external supplier.
The Project Team
The project team composition, size, and structure needs to be defined. Representatives from all interested parties are ideally included, and those with specific skills and knowledge are included to carry out project work.
The Project Steering Committee
There are distinct circumstances when a project has a steering committee or multiple sponsors to promote extensive collaboration. The roles and responsibilities of a steering committee are commonly not well documented or known.
The Project Steering Committee is a decision-making body within the project governance structure that consists of top managers and decision-makers who implement, evaluate and observe strategic direction and policy guidance to the project team and other stakeholders. The committee also provides advice on project approaches and discusses general strategies and possibilities for project planning and implementation.
Reasons for a Faulty Start
There are many reasons for why a project could have a faulty start. The list below mentions a few of the common reasons projects fail.
Unrealistic Estimates
The most frequent cause of project failure is the likelihood of underestimating the time or cost it will take to complete a project.
Unclear Objectives
Project objectives must be clearly defined, written down, understood, and agreed on. SMART objectives are most suitable to use in this circumstance. To learn more about SMART goals watch our video Learn About Smart Goals
Changing Objectives
It's easy to get off course with all the adjustments that happen on a project. Even the most insignificant change take can a project completely off course.
Lack of Upper Management Support
To have a successful project, upper management support must be active and visible. The lack of upper management supports equates to no credibility from the business.
Poor Leadership
The project is likely to drift without strong, transparent leadership skills from the project manager. The team will lose sight of their goals and can even become discouraged from completing them.
Lack of Ownership
Project stakeholders with a vested interest in the project's outcome must take ownership of the project to get a strong start.
Poorly Defined Responsibilities
If the project team is not aware of their responsibilities, they cannot carry out their roles successfully.
Lack of Resources
Failing to identify required resources or dealing with their unavailability is a frequent cause of project failure. Without people and other resources, the project will not proceed.
Poor Communication Skills
Lack of clear communication by the project manager to all project stakeholders is a common cause of project failure.
References
Carroll, John. Effective Project Management in Easy Steps. 2nd Edition, In Easy Steps, 2015, pp. 22–31.
Merla, E. (2009). Art of the project start. Paper presented at PMI® Global Congress 2009—EMEA, Amsterdam, North Holland, The Netherlands. Newtown Square, PA: Project Management Institute.
Knutson, J. (1999). That first step can be the most important. PM Network, 13(9), 19–20.
Linman, Daniel. “Project Governance Structure: The Steering Committee.” Your Guide to Project Management Best Practices, 23 May 2012, mymanagementguide.com/project-governance-structure-the-project-steering-committee/.
Thank you for visiting Hatchett Project.
Be sure to check out our other project management posts and videos.
