011 What is the Initiation Phase about Define the project goals

CONSTRUCTION MANAGEMENT

6 Apr 202103:43

Summary

TLDRThe 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.

Outlines

00:00

🚀 Project Initiation Phase Overview

The script introduces the initiation phase of a project, emphasizing the role of the project sponsor who identifies a need or opportunity and evaluates the feasibility of a project. The sponsor's responsibilities include assessing available resources and expected benefits. The project manager's role is mentioned, highlighting that they may join at any point in this phase and will focus on planning in subsequent stages. The script uses the example of a new retail park to illustrate a potential project scenario and stresses the importance of defining a clear and sensible project goal.

Mindmap

Keywords

💡Initiation Phase

The initiation phase is the first stage of a project where the idea or organizational need for the project is identified. In the video, it is the starting point where the project's sponsor assesses the feasibility of the project, determining if the organization has the necessary resources and if the project will deliver the expected benefits. It is crucial for setting the foundation of the project and aligning it with the organization's strategy.

💡Project Sponsor

A project sponsor is the individual who recognizes the need for a project and takes responsibility for its initiation. In the context of the video, the sponsor is a forward-thinking person who determines if a project can be executed and is in charge of appointing the project manager. The sponsor's role is pivotal as they are responsible for the project's approval and ensuring it aligns with the organization's goals.

💡Project Manager

The project manager is a key role in the project's lifecycle, appointed by the project sponsor. Although their main responsibilities begin in the planning stage, as mentioned in the video, they can be appointed at any time during the initiation phase and are expected to quickly get up to speed with the project. The project manager's role is to oversee the project's planning and execution, ensuring it meets its objectives and benefits the organization.

💡Project Fundamentals

Project fundamentals refer to the basic elements that form the basis of a project, including its goals, objectives, and scope. In the video, the project manager assists the sponsor in building these fundamentals and promoting the project for management approval. Establishing clear fundamentals is essential for the project's success and for securing the necessary support and resources.

💡Goal

The goal of a project is its ultimate objective or the end result that the project aims to achieve. The video emphasizes the importance of defining a clear and sensible goal, as it guides the project's direction and helps determine whether the project is necessary. For example, the goal of having a new top-of-the-range showroom in a retail park is used to illustrate a project that requires a temporary initiative with specific benefits to the organization.

💡Objective

An objective is a specific, measurable, and time-bound target that supports the achievement of the project's goal. In the video, the objective is highlighted as essential for having a project, as it provides a clear sense of direction and helps in evaluating the project's success. The example of setting a standard in showroom architecture illustrates an objective that is tied to the project's goal.

💡Temporary Initiative

A temporary initiative is a project's characteristic of being time-bound and having a defined end. The video explains that a project is a temporary initiative that is agreed upon, planned, and executed to achieve a specific goal. This distinguishes projects from ongoing operations and emphasizes their purposeful and limited nature.

💡Complexity

Complexity in the context of a project refers to the intricacy and the number of variables involved in its execution. The video mentions that a project is complex, implying that it involves multiple tasks, resources, and stakeholders that need to be managed effectively to achieve the project's goal.

💡Strategic Fit

Strategic fit is the alignment of a project with an organization's overall strategy and long-term goals. In the video, the project's fit with the company's strategy of becoming the biggest car company in the world is highlighted as a criterion for project initiation. This ensures that the project contributes to the organization's broader objectives.

💡Business Case

A business case is a document that outlines the rationale for a project, including its benefits, costs, and strategic relevance. The video suggests putting together a business case to get the project approved, which is a common practice for justifying the investment of resources in a project and demonstrating its value to stakeholders.

💡Market Need

Market need refers to a gap or opportunity in the market that an organization can address with a product, service, or initiative. In the video, the head marketing manager identifies a market need to establish a presence in a new retail park, which becomes the basis for initiating a project to stay competitive and capitalize on the market opportunity.

Highlights

The project initiation phase begins with an idea or organizational need.

The project's sponsor is responsible for determining project feasibility and resource availability.

The project manager can be appointed at any time during the initiation phase.

The project manager assists the sponsor but is not responsible for tasks in the initiation phase.

A project is defined as a temporary initiative with a specific goal, complexity, and organizational benefit.

Not every project survives the initiation phase due to the need for a clear and sensible objective.

The goal of a project must be defined to determine if it requires a project or can be handled by a department.

Simple tasks are not projects and do not survive the initiation phase.

A project should be initiated when it is temporary, complex, resource-limited, and strategically aligned with the organization.

The example of a new showroom in a retail park is given as a potential project.

The showroom project is considered exciting due to its alignment with the company's strategy.

A business case is necessary to get the project approved.

The next lesson will focus on creating a business case for project approval.

The importance of a clear goal for a project is emphasized for its successful initiation.

The transcript outlines six aspects of the initiation phase that a project must survive.

The role of the head marketing manager in identifying a market need is highlighted.

The transcript provides a real-world scenario to illustrate the project initiation process.