011 What is the Initiation Phase about Define the project goals

Summary

The script outlines the initiation phase of a project, emphasizing the role of the project sponsor in assessing feasibility and appointing a project manager. It highlights the importance of defining a clear project goal that aligns with organizational strategy and benefits. Using the example of a car manufacturer wanting to open a showroom in a new retail park, the script illustrates how a project is initiated in response to a market need and must be temporary, complex, and strategic to proceed to the planning phase.

Takeaways

• 💡 The initiation phase of a project begins with an idea or organizational need and is led by a project sponsor.
• 🔍 The sponsor's role is to assess the feasibility of the project, including resource availability and expected benefits.
• 👤 The project manager can be appointed at any time during the initiation phase and is responsible for catching up with the project fundamentals.
• 🛠️ The project manager assists the sponsor in building the project's foundation and promoting it for approval but is not responsible for the tasks discussed in the initiation phase.
• 🎯 A project requires a clear and sensible goal to guide its direction and determine if a project is necessary to achieve it.
• 🏢 The definition of a project includes it being a temporary initiative with a specific goal, complexity, and strategic fit to the organization.
• 🚫 Not every task or initiative qualifies as a project; simple tasks that do not meet the project criteria do not survive the initiation phase.
• 🚀 The example of a new showroom in a retail park illustrates a project that is temporary, complex, resource-limited, and strategically aligned with business goals.
• 📋 The script suggests creating a business case to get the project approved, which will be covered in the next lesson.
• 📚 The script outlines six aspects of the initiation phase that a project must address, with the goal definition being the focus of this lesson.
• 🔑 A clear goal is essential for a project's success, distinguishing it from routine tasks that do not necessitate a project approach.

Q & A

What is the first stage of a project according to the script?

The first stage of a project is the initiation phase, which starts with an idea or an organizational need.

Who is the project's sponsor and what is their primary responsibility?

The project's sponsor is the forward-thinking person or persons who address the organizational need. Their primary responsibility is to determine if a project can be executed, assess available resources, and evaluate if the project will deliver expected benefits.

At what point in the initiation phase can the project manager be appointed?

The project manager can be appointed at any time throughout the initiation phase and will need to catch up with the project as soon as they are on board.

What is the role of the project manager in the initiation phase?

The project manager can work to help the sponsor in building the project fundamentals and promoting it to the management for approval, but they are not considered responsible for the tasks discussed in the initiation phase.

What is the main focus of the planning stage that comes after the initiation phase?

The main focus of the planning stage is where the project manager's role becomes more prominent, as they are responsible for planning the project's execution.

What is an example of a scenario that could trigger the initiation of a project?

An example is the opening of a new retail park with a high level of buzz and market potential, prompting a car manufacturer to consider a project to establish a showroom there.

Why is defining the goal of the project important in the initiation phase?

Defining the goal of the project is important because it sets the direction and ensures that the project is aimed at achieving a specific, sensible objective that aligns with the organization's strategy.

What is the definition of a project as mentioned in the script?

A project is a temporary initiative that is agreed upon, planned, and executed to achieve a specific goal, which is complex, delivers benefit to the organization, and fits its strategy.

Why might a simple task not be considered a project according to the script?

A simple task might not be considered a project if it does not require the complexity, planning, and execution that a project demands, and if it does not align with the organization's strategy or deliver significant benefits.

What is the potential project goal for the car manufacturer in the retail park scenario?

The potential project goal is to have a new, top-of-the-range showroom in the retail park, showcasing the newest and most state-of-the-art cars with well-trained staff and setting a standard in showroom architecture.

What is the next step after defining the project goal in the initiation phase?

The next step is to put together a business case to get the project approved, which will be discussed in the next lesson.