The 6 Gate Project Approach

2. After Initial Investigation, does it look Feasible?

Here is where you do a quick assessment:

• What are the benefits?
  
• What are the rough costs?
  
• How long is it likely to take?
  
• What options are there?
  
• What are the risks?

This stage can be with just yourself and one or two others. The result should be a clear YES/NO decision on whether to go ahead.


3. After Full Assessment with all the Proper Experts, is it Viable?
This is the stage where you need to get the "experts" in. For a small business, that will be the owner plus his key people - who may be the accountant you pay each year. Or a supplier who understands the detail.

Now's the time you need to choose which option to go for, and find out detailed costs. Timescales are now key, as you might be spending a large sum of money to get sales - realistic timescales are very important, rather than the macho impossible targets that cause so many projects to be "late". If you plan this right, then your cashflow will be more sensible, with no crisis with the bank!

Detailed scheduling of what should be done, by when, by whom. This is the plan which can be referred to for progress. A full risk analysis to assess what could go wrong, and what you can do about it if it does - including abandoning the project if necessary.

If it is written as a "Business Case", then you have a document to refer to as the project rolls out if and only if the case shows benefits outweighing costs, even in the worst case, can you pass this gate with a yes.

Because now you will be committing serious money.


4. During the Project, is it going to Plan?

This is my "favorite" gate. It is the step most often missing from projects. Time and again, a project is over-running in cost and time, but no-one wants to call "time out" and soberly assess what is happening and what can be done. It is key to have points during any project where you review how the project is going against the plan.

If it is not going to plan, then your RISK assessment (you did do the risk assessment, didn't you?) will help on action to be taken. If you need to re-visit the Business Case, go through stage 3 again - it has a yes/no gate and if the answer is no, then you have lost the money spent so far - but not any more. Don't fall into the trap of throwing good money after bad.


5. Is it "Ready for Service"?

However, let's assume everything has gone according to plan, or near enough for the project to be a winner.

You need a clearcut "completion". If it is a new piece of equipment, is it complete when it's installed, or when someone has been trained to operate it? Does it work to spec?

These last stages are often forgotten, with a sudden bill for training and wasted time that was not planned for.

If all is OK, this Gate is passed. The project is complete.


6. Did it Achieve the Objectives?

Some time after project completion, take time out to look at the whole project. Were the benefits realized? Did you get the costs right? What problems did you have? What lessons can you learn for next time.

After all, you don't want to repeat any mistakes made, so let's learn from them.

Only now can you close the final gate.