Introduction
Project definition is arguably the most critical stage of any project.
Without proper foundations, planning will be based on weak understanding, and execution will proceed from faulty plans. A well-defined project provides the solid base upon which all subsequent work depends.
This stage involves identifying and documenting ten essential components that together create a comprehensive project definition.
- The Goal
- Objectives
- Scope
- Exclusions (Out of Scope)
- Deliverables/Products
- Dependencies and Constraints
- Risks and Issues
- Uncertainties and Assumptions
- Stakeholders
- Project Team
Component 1: The Goal
The goal answers a fundamental question: What do you want?
The goal articulates the overall aim of the project in clear terms. When crafting your goal statement, consider making the wording inspirational—something that will motivate your team and provide a rallying point for stakeholders. The goal establishes what the project fundamentally is.
Component 2: Objectives
While the goal defines what you want, objectives define how you will deliver it. Objectives establish constraints that allow you to measure success.
Projects typically have three types of objectives:
Time/Schedule Objectives: When must the project be completed? Are there interim deadlines?
Cost/Budget Objectives: What financial constraints apply? What is the approved budget?
Quality Objectives: What standards must be met? What criteria define acceptable results?
These objectives provide measurable criteria against which project success can be evaluated.
Component 3: Scope
Scope encompasses everything you need to do to make your project successful. The most practical way to think about scope is as the work scope—the tasks and activities that you and your team need to undertake.
At the definition stage, focus on the major scope items. More detailed scope elements can be identified during the planning phase.
Component 4: Exclusions (Out of Scope)
Equally important to defining what you will do is explicitly stating what you will not do. These exclusions protect your project from scope creep—the gradual expansion of project boundaries beyond the original intent.
Once your project begins, stakeholders will inevitably request additions. Common requests begin with phrases like “could you just…” Without documented exclusions, these requests can consume your resources, budget, and time.
By having exclusions formally approved as part of your project definition, you have documentation to reference when declining additional requests. You can point to the signed-off definition and explain that the requested item is outside approved scope and would require additional resources, budget, and time.
Component 5: Deliverables/Products
Create a comprehensive list of all outputs your project will produce. Note that “deliverables” and “products” are synonymous terms—the choice between them is largely regional preference.
During the definition stage, focus on major deliverables. Additional detail can be added during planning. At this stage, note any critical functionality specifications or compliance requirements, but reserve detailed specifications for the planning phase.
Component 6: Dependencies and Constraints
While technically different concepts, dependencies and constraints are closely related and can be considered together.
Dependencies are external factors upon which your project relies. These might include:
- Other organizational activities
- Shared resources
- Key milestones or deadlines in related projects
Constraints are factors that limit your choices within the project. These might include:
- Operating procedures
- Regulations and legislation
- Organizational preferences or requirements
Both dependencies and constraints will influence planning decisions, making it essential to identify them during project definition.
Component 7: Risks and Issues
Identify significant risks and issues that could affect project success early in the definition stage.
Risks are uncertainties that could affect outcomes—things that might go wrong.
Issues are certainties that will affect outcomes—things that have happened or will definitely happen that require attention.
One way to think about the relationship: an issue is essentially a risk with 100% probability of occurrence.
Document all major concerns that need to be addressed or accounted for to establish a strong foundation for success.
Component 8: Uncertainties and Assumptions
These two concepts are intimately connected: uncertainty about something leads to making assumptions about it.
Uncertainties are things you need to clarify as you move from definition to planning. What information is missing or unclear?
Assumptions are things you believe to be true but have not verified. Assumptions require validation as you transition from definition to planning.
Making assumptions is not inherently problematic—it is often necessary when building project plans. The mistake lies in forgetting that assumptions are not certainties. Document everything you are assuming to be true but do not know to be true, and everything that requires clarification.
Component 9: Stakeholders
Stakeholders are people with any interest in your project. They often serve as judges of project success or failure.
During the definition stage, identify key stakeholders:
- Those with the biggest impact
- Those most affected by the project
- Those most likely to oppose the project
- Those with the greatest ability and willingness to provide support
As you progress from definition to planning, you will identify additional stakeholders with lesser stakes. However, early identification of key stakeholders is essential because their needs, preferences, priorities, and desires may significantly influence your project’s goal, objectives, and scope.
Component 10: Project Team
At the outset, you may not be able to identify all team members, but you should identify:
Key Roles: What positions need to be filled?
Essential Personnel: Which specific experts are absolutely necessary?
Governance Roles:
- Who will serve as project manager?
- Who will be the sponsor or project director?
- What part of the organization will provide oversight (project board or steering group)?
This component demonstrates your awareness of the project’s priority level and shows you have considered the skills and personnel needed for success.
Conclusion
These ten components comprise a complete project definition. Properly defining your project creates the foundation for effective planning and successful execution. Each component contributes essential information that guides subsequent project stages and helps ensure all stakeholders share a common understanding of what the project will accomplish and how it will operate.