Project initiation stage
This page refers to project management in the identify step of change and focuses on the activities required during project start-up.
Start a project as soon as you identify the need for change. Having project management in place from the start of the change cycle is crucial. You do not need to know the final solution to the problem before setting up the project.
Define the project
- define project aims and objectives in line with the vision for change. A project initiation document helps define what a project aims to achieve and how it plans to do that
Develop the project plan
- develop a project plan for managing the process of change. Include workstreams, activities, timelines and resources needed for each step of change
- your team may develop the project plan in steps. This is common when the final solution is not clear yet. It can be useful to have an overarching project plan and to develop a more detailed plan for each step of change as you get to it
- it is important that the plan is flexible so that it can adapt as you progress through the change cycle. This might mean changing the tasks within a specific step of change as you progress. Sometimes, there may be a need to return to a previous step if a change is not achieving the desired outcome
Build the project team
- identify the multi-disciplinary project team. A Responsible, Accountable, Consulted, and Informed (RACI) matrix shows clear roles and responsibilities
Establish governance and reporting
- define the governance structure and reporting processes. This will clarify roles and responsibilities for leadership, sign-off, and accountability
Engage stakeholders
- identify key stakeholders and their interests. Outline methods for effective communication, engagement, and involvement of people. Place people at the core of the change process
Capture learning
- establish processes to capture learning from the project as it progresses. A learning log helps capture reflections and lessons learned. You can use these insights for the current or future projects
Manage risks and issues
- identify risks (possible events) and issues (current problems) that could impact the project’s success. A risk register and an issue register help capture and measure the impact of risks and issues. They identify actions and assign responsibility to manage, reduce, and resolve these risks and issues
Track actions
- establish processes so that it is clear who will take actions forward and by when. Your team can use an action log to record actions that need to be progressed, by when and who is responsible
Measure outcomes
- develop a measurement approach and plan for measuring the project’s expected outcomes. Detail how these outcomes will be achieved and measured. A logic model can be a useful tool to help you think through your theory of change
Project management is key as you move through the steps of change. It helps coordinate team activities, manage resources, and track progress against the plan.