What are Stage Gates or Gateways?

Summary

This video explains the concept of stage gates (also called gateways or boundary gates) in project management and why they are essential for control and governance. A stage gate marks the formal boundary between project stages, requiring the project to pause and be reviewed before moving forward. At each gate, two key questions are asked: whether the current stage has been completed properly, and whether it is still wise to continue investing in the project. These reviews account for changing circumstances, new information, and governance needs. Stage gates help prevent projects from running unchecked, ensure accountability, and support confident, well-justified decisions about continuing or stopping a project.

Takeaways

• 🚪 Stage gates (also called gateways or boundary gates) are formal control points between project stages.
• 📊 They introduce governance by requiring structured review before a project can move forward.
• 🛑 At a stage gate, the project effectively pauses instead of assuming it should automatically continue.
• ✅ The first key question at a gate is whether the current stage has been completed properly and according to plan.
• 📄 This includes checking that required work, documentation, and procedures have all been completed.
• 🤔 The second key question is whether the project should continue based on evidence and current conditions.
• 🌍 External factors such as technology, legislation, or social change can make a previously good idea no longer viable.
• 🔍 Stage gates encourage learning from the completed stage and adjusting plans for the next stage if needed.
• 💰 Approval at a stage gate often triggers the release of additional funding and resources.
• 🧭 Stage gates prevent projects from ‘running away’ by forcing reflection and justification before proceeding.
• 🏛️ They are especially common in high-governance environments such as government and public sector projects.
• 🧑‍💼 Ultimately, stage gates help ensure that continuing the project is still a wise and justified investment.

Q & A

What are stage gates or gateways in project management?

Stage gates or gateways are formal control mechanisms in project management that mark boundaries between different project stages. They ensure that a project is on track and provide opportunities for reflection, evaluation, and decision-making before proceeding to the next stage.

What is the metaphor behind the term 'stage gate'?

The metaphor of a gateway or gate is used to represent a boundary between two stages of a project. To move from one stage to the next, the project must 'pass through' the gate, ensuring that all necessary conditions and criteria are met.

Why are stage gates important in project management?

Stage gates are essential because they introduce governance and control. They help project managers and teams assess progress, reflect on achievements, and determine whether it is wise to continue investing resources in the project.

How do stage gates contribute to good governance?

Stage gates contribute to good governance by requiring formal reviews and decisions at each stage. This ensures that the project is properly managed, that all steps have been completed, and that continuing the project is still a viable and strategic decision.

What is the process followed during a stage gate review?

During a stage gate review, two key questions are asked: 'Have we completed everything we were supposed to?' and 'Should we proceed with the next stage?' The review examines the project's achievements, documentation, and whether external conditions still support the project's continuation.

What factors are considered when deciding whether to proceed after a stage gate?

Factors considered include whether the project's objectives have been met, if new external conditions (such as technology, market conditions, or legislation) have altered the project's viability, and whether it is a good decision to invest more resources moving forward.

Why is it important to pause and reflect at stage gates?

Pausing at stage gates allows the project team to review progress, identify any issues, and ensure that the next stage will be built on solid foundations. It provides an opportunity to reassess the project's direction based on new information and external changes.

How does a stage gate affect project funding?

A stage gate review often triggers the release of additional funding if the project is deemed ready to continue. It ensures that the next stage has the necessary resources, and confirms that the investment is justified and likely to lead to successful outcomes.

What happens if a project does not pass a stage gate?

If a project does not pass a stage gate review, it typically means the project will not proceed to the next stage. The project may be canceled or redirected based on the review findings, helping to prevent wasted resources and effort.

How do stage gates help in high governance projects like UK government projects?

Stage gates are a fundamental part of high-governance projects, such as those following the PRINCE2 methodology in the UK. They ensure that all stages are properly reviewed and controlled, with checks in place to prevent project failure or mismanagement.