Module 1: Fundamentals of project initiation

Hi there, welcome. This course is all about
initiating a project successfully. If you haven’t gone through
our foundational course yet, we recommend checking it out. It covers the foundations of project
management and contains lots of helpful information for anyone wanting
to start a career in this field. There are lots of people around the world
like you who are hoping to learn the skills to get
a project management role. Maybe you prefer to take
a specialized certification rather than a four-year degree. Maybe you’re looking for an affordable
way to stand out among competition. Maybe you are interested
in changing your career. Whatever your reason for being here,
we’re glad you’ve joined us. This program is rooted in the belief
that a strong foundation in project management can help anyone start
a great career as a project manager. Before we begin this course,
let me introduce myself. My name is JuAnne, and
I’ll be your instructor for this course. As a Senior Program Manager at Google for
the past eight years, I have worked on cross-functional
projects involving product managers, software engineers,
user experience designers, network operations, customer support, and more to build software used at Google and
used by Google Cloud customers. I began my career working as a liaison
between customers and engineers, documenting requirements on
software development projects. As I became involved in larger projects, I started to manage the timelines of
the projects and coordinate the work of the different teams that had to get
involved to finish the project. Before I knew it,
I was the de facto project manager. I have accumulated my knowledge
through formal and informal training, finding practical application in finance,
insurance, and tech companies. I’m super excited to be sharing with
you more about the project management discipline. During this course, you’ll learn all
the steps for kicking off a project. We’ll start with an overview of
initiation, which is the phase that allows ideas to come together and form
the beginnings of a plan for a project. You identify the individual components
of initiation like the project scope, goals, and deliverables. You’ll also learn how to measure
the success of a project. This is a super important
piece of the puzzle. After all, you want to be able to meet or
exceed all of the requirements for a successful project, right? Later, we’ll talk about how
to identify stakeholders. Stakeholders have a direct interest in
the project’s completion and success. We’ll teach you about some really helpful
tools you can use to define project roles and responsibilities and more tools and resources you typically
need to complete the work of a project. Finally, we’ll introduce documentation
that can help your team prepare for project kickoff. Exciting, right? The skills you learn in this course will
help you start projects of your own. We can’t wait to get into
these topics with you. So let’s get started. Meet me in the next video.

Conquer the Kickoff: A Tutorial on the Critical Importance of Project Initiation

Imagine building a house without a blueprint. Chances are, you’ll waste materials, face unexpected challenges, and end up with something far from perfect. The same goes for projects – without a solid initiation phase, you’re setting yourself up for potential disaster. This tutorial will dive deep into why initiation matters and equip you with the tools to nail it every time.

Why Initiation Reigns Supreme:

Think of initiation as laying the groundwork for a thriving project. It’s where you:

• Identify & Understand the Need: Whether it’s launching a new app or improving communication channels, initiation starts with pinpointing the problem or opportunity the project will address. This clarity ensures everyone’s on the same page about the “why” behind the project.
• Define Success: What does “winning” look like for this project? Initiation is where you establish clear goals, objectives, and success metrics. Imagine reaching the finish line only to realize you ran the wrong race!
• Gather Resources & Estimate Costs: It’s time to assess the tools, people, and budget needed to make the project a reality. An accurate cost-benefit analysis ensures you’re not pouring resources into a bottomless pit.
• Set Boundaries & Manage Expectations: Defining the project scope – what’s included and what’s not – sets clear expectations for everyone involved. This prevents scope creep, the monster that devours timelines and resources.
• Build a Roadmap & Plan Ahead: Initiation lays the foundation for a detailed project plan. Imagine a journey without a map – you’d be lost! This plan outlines key milestones, tasks, and dependencies, keeping everyone on track.

Initiation in Action:

Now, let’s get practical! Here’s how to rock your next project initiation:

• Gather the Key Players: Involve stakeholders, subject matter experts, and potential team members. Diverse perspectives make for a robust foundation.
• Ask the Right Questions: Don’t assume you know everything. Explore the problem, potential solutions, and resource needs through open-ended questions.
• Document Everything: Capture key decisions, agreements, and action items in a clear and accessible document. This becomes your project bible!
• Communicate Effectively: Keep everyone informed and engaged through regular meetings, updates, and clear communication channels. Transparency is key!
• Be Flexible & Adaptable: Things might change as you dig deeper. Embrace flexibility and be willing to adjust your plan as needed.

Remember: Initiation is an investment, not a chore. By dedicating time and effort upfront, you’re setting your project up for success, saving time and resources in the long run. So, grab your tools, gather your team, and build a rock-solid foundation for your next project adventure!

Bonus Tips:

• Use initiation templates and checklists to stay organized.
• Conduct feasibility studies to assess project viability.
• Identify and mitigate potential risks early on.
• Celebrate successful initiation – it’s a milestone worth cheering for!

By following these steps and embracing the critical importance of project initiation, you’ll be well on your way to leading successful projects that deliver impactful results. Now go forth and conquer that kickoff!

What are some of the project manager’s responsibilities during the initiation phase? Select all that apply.

Identify project resources

Knowing what resources are available can help keep projects from going over budget.

Identify project goals

Having a clear idea of project success helps keep stakeholders aligned.

Determine the criteria for project success with stakeholders

Communicating clearly with stakeholders during the initiation phase saves time and effort later.

Welcome back! In the last course, you
learned that initiation is the first phase within the project life cycle,
followed by planning, executing, and closing. Makes sense, right? Regardless of your chosen methodology,
all projects have to start somewhere. Let’s talk more about initiation and
why it’s important for the success of a project. Because initiation is the first
phase of the project, it’s really important to get it right. A well-planned initiation results in
a strong foundation for your project, and sets it up for success. Initiation begins after a problem or opportunity has been identified
within an organization. Often, stakeholders like
senior leaders at a company will initiate a project to address
a specific need for the business. For example, perhaps the company
would like to roll out a new product, improve employee well being, or
reduce costs in a certain department. It’s your responsibility as the project
manager to help identify the project goals, resources, and other details based
on initial discussions with the project stakeholders. Even though someone
else might come up with an idea for the project, it’s still your job to figure
out all the important pieces that need to come together in order to
get the work done. The initiation phase is a crucial time for
asking stakeholders the right questions, performing research,
determining resources, and clearly documenting the key
components of a project. Doing this will help you solidify
the scope, or the boundary, of the project. If this seems a bit overwhelming,
don’t worry. We’ll talk more about
project scope later on in this course.
If the project isn’t initiated properly, things can go wrong pretty fast. For example, without sufficient
understanding of the project’s goals, you might underestimate what resources
you need or how long the project might take. Or, without agreeing with
stakeholders on what success looks like, you might think the project
was completed successfully, while the stakeholders might think
it didn’t accomplish their goals. Getting on the same page and gaining
clarity during the initiation phase can save a lot of time and extra work for
everyone throughout the project. Proper initiation also helps ensure
that the benefits of the project outcomes will outweigh
the costs of the project. To determine this, you’ll do what’s
called a cost benefit analysis, which is the process of adding up
the expected value of a project (the benefits) and
comparing them to the dollar costs. To do this, you will work with
stakeholders to consider a few questions. To determine the benefits of a project, those questions might include: What value will this project create? How much money could this
project save our organization? How much money will it bring
in from existing customers? How much time will be saved? How will the user experience be improved?
And to determine the costs of the project, those questions might include: How much time will people have
to spend on this project? What will be the one-time costs? Are there any ongoing costs? What about long-term costs? The benefits of a project should
always outweigh the costs, so it’s really important that you
consider these questions early on. Coming up, we’ll talk more
about the initiation phase and explore the key components
of initiating a project. Bye for now!

Project Initiation Essentials: Building a Solid Foundation (Tutorial)

Welcome, future project leaders! This tutorial takes you on a deep dive into the initiation phase, the critical first step in launching a successful project. Think of it as laying the groundwork for a house – a shaky foundation leads to crumbled dreams, while a solid one promises a thriving project.

Why Initiation Matters:

Initiation isn’t just paperwork and meetings; it’s the cornerstone of project success. It’s where you:

• Define the “Why”: Identify the project’s goals, the problem it solves, and the value it brings. Think of it as setting the destination on your project’s journey.
• Chart the Course: Develop the scope, outlining the boundaries of the project’s work, what’s included and what’s not. Imagine drawing a map to avoid wandering into uncharted territory.
• Identify Resources: Determine the people, tools, budget, and materials needed to bring the project to life. Picture gathering the bricks and mortar for your project’s construction.
• Set the Finish Line: Establish success criteria, the measurable benchmarks that tell you when you’ve reached your destination. Think of them as milestones on your map, guiding you towards success.
• Gather Your Crew: Identify and engage stakeholders, from senior leaders to end users, ensuring everyone is on board and their needs are considered. Imagine building a team of skilled helpers to construct your project masterpiece.

Initiation in Action:

Now, let’s roll up our sleeves and get practical! Here’s how to ace your next project initiation:

1. Gather Information:

• Conduct interviews and meetings: Engage stakeholders, subject matter experts, and potential team members to gather insights and perspectives.
• Research past projects and industry trends: Learn from successes and failures of similar projects to inform your own approach.
• Analyze feasibility: Assess the project’s viability, potential risks, and resource availability before diving in headfirst.

2. Define Key Components:

• Goals: Be clear, concise, and measurable. Align goals with stakeholder needs and organizational objectives.
• Scope: Draw the line! Clearly define the work involved, avoiding ambiguity and potential scope creep.
• Deliverables: Outline the tangible and intangible outputs of the project, ensuring they contribute to achieving the goals.
• Success Criteria: Establish objective metrics to track progress and determine when the project has been successful.
• Stakeholders: Map out all stakeholders, their interests, and their roles in the project.
• Resources: Assess budget, personnel needs, equipment requirements, and any other necessary resources.

3. Document Everything:

• Create a project charter: This formal document captures all key information – goals, scope, resources, risks, etc. Think of it as the blueprint for your project house.
• Maintain detailed notes and records: Document decisions, agreements, and action items to ensure clarity and traceability.

4. Communicate & Collaborate:

• Keep stakeholders informed: Regular updates, meetings, and clear communication channels build trust and engagement.
• Foster collaboration: Encourage open communication, feedback, and teamwork to address challenges and refine plans.

5. Be Flexible & Adaptable:

No project is immune to change. Be prepared to adjust your plan as needed while staying true to your core goals and values.

Remember: Initiation is an investment, not a chore. By investing time and effort upfront, you lay a solid foundation for a successful project, saving time and resources in the long run.

Bonus Tips:

• Use initiation templates and checklists to stay organized.
• Conduct pilot projects or proof-of-concept demonstrations to test feasibility and refine plans.
• Identify and mitigate potential risks early on to avoid disruptions down the line.
• Celebrate successful initiation – it’s a milestone worth recognizing!

By mastering these Project Initiation Essentials, you’ll equip yourself with the skills and knowledge to build a rock-solid foundation for your next project, setting it up for a smooth and successful journey. So, grab your tools, gather your team, and embark on your next project adventure with confidence!

Which of the following are key components of project initiation?

Goals

The goal is what you’ve been asked to do and what you’re trying to achieve.

Resources

Resources generally refer to the budget, people, and materials you’ll have at your disposal.

Deliverables

The deliverables are the products or services that you will create for your customer, client, or project sponsor.

Scope

The scope of the process defines the work that needs to happen to complete the project.

Hello and welcome back. You just learned about the initiation
phase of the project life cycle and why it’s so important to get it right. Next, I’ll teach you about the key
components that make up initiation, and how these pieces lead to
the planning phase of a project. There are several key components
of initiation that you need to consider in order for your project
to be successful: goals, scope, deliverables, success criteria,
stakeholders and resources. First you need to consider
the goals of the project, the goal is what you’ve been asked to
do and what you’re trying to achieve. All projects should have clear goals and often those will be determined by senior
company leaders, with your help. From there, you will begin to
consider the project scope. This is the process to define the work
that needs to happen to complete the project. You also need to think
about project deliverables. They’re the products and services that you
will create for your customer, client or project sponsor. Deliverables can be anything
from product features and functionalities to documentation,
processes and more, anything that enables the goal
of your project to be achieved. Deliverables are submitted to help
you reach your project goals. Also, it’s important to keep in mind
that the deliverables can be tangible or intangible. An example of
a tangible deliverable might be submitting a chapter of a manuscript. If the goal is to publish a textbook. Or
if your project goal is to finish implementation of a new
point of sale software at a retail store, scheduling staff training sessions
could be an intangible deliverable. Once the goals, scope and
deliverables are determined, you need to consider success criteria.
Success criteria are the standards by which you measure how successful
a project was in reaching its goals. Another important consideration
is your stakeholders. Stakeholders are key to making informed
decisions at every step of the project, including the initiation phase. They’re the people who
both have an interest in and are affected by the completion and
success of a project. As a result, they’re often
instrumental in determining the goals, objectives, deliverables and
success criteria of the project, from coming up with the idea to outlining
the expectations of its results. As you move through the initiation phase,
it’s your job to ensure that you understand the needs of
the project stakeholders early on. It’s also your role to ensure that all
stakeholders are in agreement on the goals and overall mission of the project
before moving on to the next phase. Now, let’s talk about resources,
resources generally refer to the budget, people, materials, and other items
that you will have at your disposal. It’s super important to think
carefully about these pieces early on. No one wants to get started on a project, only to realize halfway through that
they don’t have enough money or enough people to complete the work.
That would be a mess. Finally, once you’ve
established your goals, scope, deliverables, success criteria,
stakeholders, and resources, it’s time to create a project charter. A project charter is a document that
contains all the details of the project. Project charters clearly define
the project and its goals and outline what is needed to accomplish them. A project charter allows you to get
organized, set up a framework for what needs to be done and
communicate those details to others. Once you’ve drafted the charter, you
would then review the document with key stakeholders to get their approval
to move into the planning stage. Coming up,
you learn more about project charters and even get the chance to
create one yourself. Hopefully you’re starting to see how
the key components of initiation help lay the foundation
of a solid project. To quickly recap, you gather
information about your goals, scope, deliverables, success criteria,
stakeholders, and resources, and you document that
information in the project charter. During the rest of this course, we’ll talk more about each of
the components outlined so far. You’ve come so far and learned so
much, keep up the great work.

[MUSIC] Hi, my name is Afsheen. I’m the Director of Core Capacity at
Google, where we support some of our key products such as Google Maps, Google
Photos, Google Search, and many more. Ultimately, what we’re doing is
we’re managing the supply and demand for our products in the resource
space, so specifically: compute, storage, machine learning, and
networking resources. Ultimately, our goal is
to provide the fuel for these products so
we can support our billions of users. I often look at establishing
the project goals, and tied to the goals is
discussing the criteria. What’s a successful project? What are the measurables
involved in the project space? And lastly, I always want to look at
the stakeholders that are involved—maybe our clients,
our key stakeholders, and so on—and make sure that they’re thought of
during the formation of the project. I’m meeting with the stakeholders,
I’m trying to understand what they’re trying to achieve, what we’re trying
to achieve, and the goal, if you will, is a critical aspect of setting the scope. When I’m trying to set
the goals of a project, I apply very in depth, active listening. I’m doing a lot of socializing
with other stakeholders. I’m meeting a lot of players to
understand what’s the landscape like. It’s an active listening experience. I have a recent example of
a project that in my view did not do the proper initiation phase. Last week, in fact,
a group approached me with a process or a feature that they were going to launch. I reviewed it and
immediately realized that they were so far off. They had not discussed the topic
with any of my team members or myself, and they were day minus one from launching
the feature. It was a total miss. It really illustrates the point
about when you initiate a project, you can’t invest enough time
in meeting with stakeholders, meeting with your colleagues,
listening to them—actively listening. Someone taught me recently the value of
building that “listening to learn” muscle. And in the project initiation phase,
to me, that is such a valuable talent, there are those that have it, there are those that have learned it, and
there those who will never do it. And I believe it’s a trainable skill, but it requires you to really slow down and
look at the landscape in front of you.

Nice work! You’re on your way to
becoming a great candidate for roles in project management. We’re so glad you’ve stuck with us, and we hope you’re proud of
the progress you’ve made so far. In the last few videos, we’ve given
you a primer on kicking off a project successfully. To recap, you learned more about initiation,the first phase of
the project life cycle. Hopefully, you’re starting to see
how important this phase is for the overall health of a project. As we talked about earlier, a lack of
preparation during the initiation stage can lead to problems later on
in the project life cycle, like a budget shortage, a missed deadline,
or too few teammates to complete the work. But with early planning,
you can set your team up for success. We also introduced you to the major
factors you should consider during the initiation phase,
including goals, scope, deliverables, success criteria,
stakeholders and resources. All of these come together in
the early plans for a project and are documented in a project charter. Now that you understand the basic elements
of initiation, let’s dive deeper. Next up, we’ll talk about identifying
goals and deliverables and learn more about measurement and
success criteria. You’re doing great, and we’ll see you soon.