Workshop Aim: the aim of this workshop is to identify issues that are occurring in the Initiation phase of projects. The workshop can also be used to train new Project Managers or to introduce a framework for managing projects.
Purpose of the phase: Align stakeholders, define business intent, and produce a validated, actionable Project Charter. Get the project off to a solid start.
1. Workshop Goals
By the end of this session, the organization will:
- Clarify the business case — why the project exists and what strategic objectives it supports.
- Define measurable success criteria — clear objectives, KPIs, and value drivers.
- Identify and align key stakeholders — roles, expectations, and influence mapped.
- Establish a common understanding of scope and constraints.
- Draft or validate the Project Charter — ensuring executive sponsorship and accountability.
2. Prerequisites
Before the workshop:
- Business Case Draft or Concept Note (at least preliminary)
- High-Level Sponsor and Stakeholder List
- Any Available Feasibility or Market Analysis
- Organizational Strategy Document / Annual Objectives
- Pre-Workshop Survey: Capture perceptions of project purpose, value, and risks among stakeholders.
3. Workshop Structure and Content
| Segment | Duration | Activities | Outputs |
|---|---|---|---|
| 1. Kick-Off & Context Setting | 30 min | Introduce objectives, review project context and strategic alignment. | Shared understanding of purpose and scope. |
| 2. Business Case Deep Dive | 60 min | Facilitate discussion on expected outcomes, ROI, success measures, and assumptions. | Refined, agreed-upon business rationale and success metrics. |
| 3. Stakeholder Alignment Exercise | 60 min | Identify key stakeholders, map influence and interest, define engagement strategies. | Stakeholder Map and Communication Outline. |
| 4. Scope & Boundary Definition | 45 min | Define what’s in/out of scope, key deliverables, high-level risks and constraints. | Initial Scope Statement and Risk Register. |
| 5. Governance & Roles Discussion | 30 min | Clarify sponsor, steering committee, PM, and team responsibilities. | Draft RACI Matrix and Governance Model. |
| 6. Charter Drafting & Next Steps | 45 min | Consolidate outcomes into draft charter; validate commitments and timelines. | Draft Project Charter and Action Items List. |
Total Duration: ~4–5 hours (half-day session, can be extended for complex programs)
4. Workshop Deliverables
- Validated Project Charter (aligned with PMBOK structure)
- Stakeholder Map & Communication Outline
- High-Level Risk & Assumption Log
- Defined Governance Framework
- Summary Report / Executive Brief (produced post-session)
5. Learning Outcomes for Participants
After completing the workshop, participants will:
✅ Understand how strategic alignment drives project success
✅ Be able to clearly articulate the project’s purpose and expected outcomes
✅ Know how to identify and manage stakeholders effectively from day one
✅ Recognize early risks and constraints that shape planning
✅ Gain confidence in using the Project Charter as a management and communication tool