A step-by-step guide to planning, executing, and closing your project successfully
Every project follows a lifecycle, a series of phases from initial concept through to final delivery. Understanding this journey helps you know what to do when, what questions to ask, and what outputs to create. Whether you're planning a fundraising campaign, launching a new service, or organising a community event, these phases apply. The difference is in scale and formality, not in principle.
During this initial or start-up phase, an idea or specific need is transformed into a formal project.
The goal is to outline the project objectives, identify expected benefits, and pinpoint key stakeholders.
An initial feasibility assessment, covering technical, economic, and organisational aspects, is also conducted.
The outcomes of this phase should be documented in a project order or description and are crucial for detailed planning in the second phase.
01
Initiate
Is this worth doing?
A strong initialisation phase is crucial because it establishes the strategic direction for the whole project. Having a clear vision and well-defined goals helps prevent the project from veering off course or the scope becoming unmanageable later.
The first steps usually include:
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Conduct stakeholder analysis to identify the needs and expectations of key interest groups.
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Definition of superordinate project objectives
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First definition of a time frame
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Official appointment of the project manager
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Cost-Benefit Analysis
Common errors:
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Unclear or overly ambitious objectives
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Underestimating required resources and risks.
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Waterfall vs Agile: Choosing your approach
PLAN-DRIVEN
Waterfall
Detailed planning upfront. Each phase completes before the next begins. Change is controlled through formal process.
Best For: Fixed requirements, regulated environments, compliance projects
RECOMMENDED
Hybrid
Structured planning with phased delivery. Balances predictability with flexibility - works for most small org projects.
Best For: Community events, fundraising campaigns
ITERATIVE
Agile
Short sprints, continuous feedback, evolving requirements. Suits fast-moving digital or product work.
Best For: Software development, websites, evolving digital products
