The start of a project can seem complicated, overwhelming, and scary. We’re usually doing something we’re not familiar with, over an extended period, spending sums of money we’re not used to. Equally, projects are energising and exciting, embarking on a period of change to solve a problem, capitalise on an opportunity, make something bigger, better, more efficient.

Project jargon can be unfamiliar and confusing (What is a Gantt Chart? How do I prepare a risk register? Do I need a Project Execution Plan?) and actions unknown (Do I need planning permission? Do I need Building Control approval? How do I arrange Utilities connections?)

We have simplified the process and drawn together the key steps, activities, and considerations necessary to get a project off the ground. These are categorised in 5 stages:

Stage 1 - Why?

The first question for any project is Why? Why is the project necessary?

During this very early stage, you should try and understand the reason for and purpose of the project. Focus on the problem you are trying to solve, the change you are trying to make. Avoid jumping straight to a solution.

For example, if your facility, restaurant, retail space or business is at capacity, there may be a tendency to jump to solution “I need more space,” when the problem may be solved through process efficiency - using what you already have in a better and more efficient way.

A thorough assessment and understanding of what you need, why you need it and what your objectives are very early on in the project will most likely result in a successful project delivery and outcome. Fully understanding what you are trying to achieve may also save a significant amount of time and money.

The key to success here is to keep asking questions, be honest, and matter of fact. The ‘5 whys’ (asking why repeatedly and at least 5 times whenever a problem is encountered) is often believed to be the best way to go beyond the visible symptoms of an issue and discover the root cause. The same principal applies in this phase of a project.

Stage 2 - Scope?

Now that you’ve fully understood the purpose of the project and your objectives, it’s time to start thinking about the scope of the project. What are the broad parameters of the project? What are the constraints? What options are available to achieve the desired outcome? What are your priorities and non-negotiables?

For example, in this phase, you may decide between extending an existing facility, or moving to new. Upgrading existing equipment or replacing with new. Scoping is an iterative process and will work together with the stages below. Scoping is also an innovative and creative activity, to establish and understand the ‘art of the possible.’

Whilst trying not to limit the creative process during this stage, it’s also important to consider critical constraints and risks. This will allow options to be discounted or refined and allow constraints and risks to be avoided, managed, and mitigated.

It’s in this very early stage that you define your ‘vision’ for the project – what you are trying to achieve, what the future might look like. A clear and well-defined vision will guide every decision throughout the project.

Stage 3 - Cost, Time, Quality?

Projects are often modelled by the Project Management Triangle which very simply shows three key variables (cost, time, and quality) and how they interact and compete on a project. An increase in quality will usually require an increase in cost. A reduction in time will generally result in a reduction in quality. Scope will also adjust if the cost, quality, and time elements are not adequately balanced.