Project Management - Effective Project Startup Workshop

One of the most prevalent reasons for the failure of projects is that insufficient attention is given to starting them in a controlled fashion. Objectives lack clarity, roles and responsibilities are poorly defined, the business case is vague and sometimes non-existent. As a result, there is no firm foundation upon which to build for a successful outcome.

Why should this happen? Often it is because of the pressure to see action. Project start-up activities are viewed as delaying project progress. They may also be considered an expensive overhead. Even when they do take place, they frequently lack the necessary rigour or they involve imprecise completion of generic, one-size-fits-all templates.

Amberwing has been involved with projects for many years. As well as offering a wide range of training, it advises clients on designing proportionate project management approaches that will enable the delivery of project objectives.

Effective Project Start-up Workshops are conducted at a client’s site and bring together key stakeholders. These will typically include:

• the business owner of the project, e.g. sponsor, executive, project director or programme manager/director;
• line managers who will be contributing resources to the project;
• operational managers whose departments will be using the products/capabilities delivered by the project;
• representatives of any external suppliers to the project;
• the project manager;
• other managers, specialists and project team members, as appropriate.

The purpose of the workshops is:

• To formulate a Project Brief that contains a description of the project, an explanation of its aims, scope, constraints and interdependencies, an outline business case and a first assessment of the main risks.
• To create a Project Definition (or Initiation Document) that can act as a “contract” between the business owner and the project manager. It will address, in some detail, the objectives of the project, how it is going to be undertaken, who will be involved and when it will happen. It will therefore contain the project scope, its deliverables, the benefits these will allow the organisation to realise, the method/approach to be adopted, controls and monitoring mechanisms, a risk log/register, an organisational structure with stated roles and responsibilities, a communication plan and a quality plan. Also included will be a formulated business case and the initial project plan.

The workshops are facilitated by an Amberwing consultant. For smaller projects, they will usually last one day; for larger projects, two or three days may be required. The aim is to use this time in the most effective manner. Participants’ attention will be concentrated upon the essentials, absolute clarity will be sought, assumptions will be challenged, commitments will be brokered. Throughout, the facilitator will use his/her considerable experience to ensure discussions remain focused upon producing a solid base from which a project can be launched in confident expectation of success.

To book a workshop or to find out more, call Amberwing on 0845 020 4228