The Initiate & Identify phase is where projects are won or lost before the real work even begins.
Most project problems that show up later, misaligned expectations, surprise resistance, unclear scope, trace back to a weak start. This phase is about building a solid foundation by getting aligned with your Sponsor, understanding the landscape, and making sure everyone knows the project is happening and why it matters.
By the end of this phase, you'll have a draft charter that defines what success looks like, a clear picture of your stakeholders, and an official announcement that puts the project on everyone's radar.
Initiate & Identify Phase Objective
The following activities must be completed during this phase.
Initiate Project with Sponsor: Prepare for and conduct the Sponsor Kickoff Meeting to introduce sponsor to their role on the project, establish shared understanding of the project purpose, expectations, and next steps, and an initial list of key stakeholders and potential team members.
Draft Project Charter: Using input from the Sponsor Kickoff Meeting, complete as much of the One-Page Charter as possible. Refine until ready for Sponsor review and approval.
Send Initial Project Announcement: The Project Sponsor sends the Initial Project Announcement to key stakeholders, marking the beginning of the Awareness stage of the change curve.
Browse the activities below to find guidance, templates, and tools.
ACTIVITY #1: Initiate Project with Sponsor
A well-run Sponsor meeting sets the foundation for everything that follows. It gives you the context, clarity, and connections you need to hit the ground running. By the end of this activity, you'll have the information you need to start drafting your charter, an initial list of key stakeholders, and a clearer picture of who should be on your project team.
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Establishes shared understanding of project purpose, expectations, roles, and next steps between the Project/Change Manager and Sponsor. Produces a draft One-Page Charter and an initial stakeholder and team member list. |
Your first job is to get aligned with your Sponsor before the project gains momentum. Start by reviewing any available project information and drafting a rough version of the One-Page Charter based on what you already know. Use the Sponsor Interview Template to build your question list. The gaps in your draft are your agenda.In the meeting, focus on listening. Your goal is to walk out with three things: enough information to finalize the charter, a list of key stakeholders, and a starting list of potential project team members. Don't try to finalize anything in the room. This is a listening and learning meeting. |
Tip 1: Use your draft charter as a preparation tool, not just a deliverable. Every blank field is a question you need to ask. The more complete your draft going in, the sharper your questions will be and the more productive the meeting.
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Sponsor Invitation Email |
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Sponsor Interview Template |
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ACTIVITY #2: Draft Project Charter
The charter is the single most important document on your project. It creates a shared understanding of what you're doing, why it matters, and how you'll measure success. Think of it as the contract between you, your Sponsor, and your team.
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A draft One-Page Charter capturing the problem statement, business case, objectives, measures of success, scope, milestones, and risks. This is the project's foundational alignment document. |
Start with what you already know. Using notes from your Sponsor Kickoff Meeting, fill in as much of the One-Page Charter as you can. Don't wait for perfect information. Every blank field is a signal of what you still need to find out.From there, use the stakeholder and team member list your Sponsor provided to gather additional input. These conversations will help you refine the charter and surface any assumptions or risks you haven't accounted for yet. Keep refining until the charter is ready for Sponsor review and approval in the Plan and Prepare phase. |
Tip: The charter is never finished in one sitting. Draft what you know, flag what you don't, and use your stakeholder conversations to fill the gaps. Sponsor approval is the finish line, not perfection. |
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ACTIVITY #3: Send Initial Project Announcement
The first announcement sets the tone for the entire project. It signals to stakeholders that something is happening, who is behind it, and why it matters. Sent by the Sponsor, it carries organizational weight that a project manager simply can't replicate. This is the first step in building awareness and it starts the change curve.
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A project announcement sent by the Sponsor to all key stakeholders that officially launches the project, establishes its importance, and sets expectations for what comes next. |
Draft the announcement on behalf of your Sponsor using the Project Announcement Template. Don't wait for the charter to be fully approved before drafting it. You have enough from your Sponsor meeting to write a solid first version.The announcement should cover four things: what the project is, why it's happening, what stakeholders can expect, and who to contact with questions. Keep it concise. Stakeholders don't need every detail at this stage, they need enough to understand what's coming and feel confident that leadership is behind it.Once drafted, review it with your Sponsor, incorporate their edits, and get it sent before the project gains too much momentum without people knowing about it. |
Tip: The announcement should always come from the Sponsor, not the project manager. Stakeholders pay attention to who sends a message, not just what it says. A message from leadership signals this project is a priority. A message from the PM signals it's an administrative update. |
Project Announcement Template |
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