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3 elements every project charter needs

Getting started on a new project or initiative can be an exciting feeling. But what about the step right before that, when you need to get your project approved?

The project pitching and approval process can feel like a black box if you’ve never done it before. From gathering the right information to presenting it in a way that works for your project stakeholders, you want to make sure you have the materials you need to succeed. One way to do that is with a project charter.

What is a project charter?

A project charter is an elevator pitch of your project objectives, project scope, and project responsibilities in order to get approval from key project stakeholders. In the charter, you should provide a short, succinct explanation of the main elements of your project before you get started. By creating a project charter before getting started on other, more in-depth project planning documents, you can get approval or course-correct if necessary.

A project charter is one of many project planning materials you can create. Here’s how it compares to other project planning elements:

Project charters vs. project plans

A project charter should only include three elements: your project objectives, scope, and responsibilities. Once your charter has been approved, you should then create a project plan. Your project plan builds on your project charter to provide a more in-depth blueprint of the key elements of your project.

There are seven key elements in a project plan:

Success metrics

Stakeholders and roles

Scope and budget

Milestones and deliverables

Timeline and schedule

Project charters vs. project briefs

A  project brief  is a short document that you should create after your project has been officially approved. The brief is a condensed version of your project plan that your project team and stakeholders can refer back to frequently. Your brief, like the charter, provides context about why this project is a good idea, in addition to what you’ll be doing during the project.

A project brief has four parts:

Background information

Project objectives and success criteria

Project timeline

Target audience

Project charter vs. business case

A project charter and  business case  have the same fundamentals: these are both tools to pitch a project to the appropriate stakeholders. The main difference between a project charter and a business case is scope.

A business case is a formal document that explains the benefits and risks of a significant business investment. For example, if you’re pitching a large-scale investment with an external agency, a significant increase in current business practices, or a new product line or service, you’d want to create a business case. Alternatively, if your project needs approval but it’s smaller in scope—for example, a campaign that’s similar to past campaigns or a product launch that fits within your current go-to-market strategy—create a project charter instead.

Do you need a project charter?

There are a variety of project planning tools, and a project charter isn’t always the best one for the job. Here’s when to create one—and when you might be better off creating something else.

Create a project charter  to pitch and get approval for a project. A project charter gives stakeholders a clear sense of your project objectives, scope, and responsibilities. Key stakeholders can use the project charter to approve a project or suggest changes.

Create a business case  if your project represents a significant business investment. A business case includes additional information and documentation, including the project’s return on investment and any  relevant project risks .

Create a project plan  if your project has been approved. A project plan will build on your project charter to provide additional information, like the project timeline or  key project milestones .

Create a project brief  if you want to create a document that summarizes the key high-level details of your project plan.

Create an  executive summary  if you want to provide a summary of your document to executive stakeholders.

Create a  project roadmap  if you want to view a high-level timeline of your project in a  Gantt chart .

How to create a project charter

In a project charter, you’ll share project details with key stakeholders in order to get approval to kick off your project. There are three main project charter elements:

To begin your project charter, share your  project objectives  and project purpose. In this section, you should outline why this project is important and what the key objectives are for the end of the project. Make sure your project purpose clearly explains why it’s important to work on this project and how this project will support your company goals.

In addition to your project purpose, you should also clarify your project objectives. These are the things you plan to achieve by the end of the project, like deliverables or assets. To create good project objectives, follow the  SMART method . Make sure your objectives are:

The second key element in your project charter is the project scope. Your project scope statement defines exactly what is and isn’t part of the project. When you draft a project scope, you’re setting boundaries and, more importantly, outlining what you won’t do during the project timeline.

As you create your project charter, the most important part of explaining scope is outlining the ideal project budget. Remember, you will use your project charter document to pitch this project to stakeholders—so you need to clearly show what the budget is and where that money will go.

In the final section of your project charter, you should explain who will be working on the project. This includes any key project stakeholders, executive stakeholders, project sponsors , and the general project team. If you haven’t already, draft up a brief resource management plan to illustrate how various resources will be allocated during the project.

Project charter examples

Project charter template

When you’re ready to get started, follow this easy-to-use template to create your next project charter.

Project name

Name your project. Make sure this is descriptive enough that most people will understand what you’re working on.

Project manager

Who is the point of contact for this project?

Last revision date

Your project charter is a living document. Including the last revision date can be helpful for team members who are frequently checking back on the charter.

Project purpose

Why are you working on this project?

Project objectives

What deliverables and assets do you plan to achieve by the end of the project?

Project scope

What are the boundaries of your project deliverables? Which initiatives are not included in the project?

Project team and resources

Who is working on this project? Which resources (e.g. people, tools, and budget) are available for this work.

Stakeholders and approvers

Who are the project stakeholders? Who needs to approve the project charter or any project deliverables?

From project charter to project success

Once your project charter has been approved, you can move forward with project planning. As you create additional project planning documents and get started with project management, make sure you are storing all of your project details in a centralized tool that everyone can access.

Naturally, we think Asana is the best tool for the job. With Asana, you can manage team projects and tasks to stay in sync and hit your deadlines. Learn more about the  benefits of project management .

Related resources

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How To Chart Your Path To Project Success With A Project Charter

Project charters are important documents that describe the scope and objectives of a project. Find out how to get our template to speed up the process of creating one, and get the deets on what to include and best practices from the experts.

Project charters outline the scope and objectives of your project. If you’re a project manager looking to kick off your new project on the right foot, a thoughtful, comprehensive charter is the way to start, and it saves you time down the line.

In this guide, I’ll describe what a project charter is and how a well-crafted one keeps us on track throughout the project management life cycle. You’ll also find project charter samples, a project charter template, and a list of software tools to help you develop and manage your charter.

What is a Project Charter?

A project charter is a formal document that outlines the shared understanding of a project’s scope , development, and project objectives , while also defining the roles and responsibilities of each party involved. It’s generally a fairly short document.

Project charters give the green light for a project to begin. Similar to the legal definition of the word “charter,” a charter in project management authorizes a project to exist and empowers the project manager to execute the work and spend the project budget. If the charter is approved, the project moves into the planning phase.

You might also see a project charter referred to as a brief or project initiation document (PID) .

Here's a quick recap:

When Should I Create the Project Charter?

The project manager should create the project charter during the project initiation phase . Documenting the purpose of the project, what activities will be part of execution, and who is responsible for performing which activities is critical for aligning key stakeholders before the project kickoff.

Project Charter Template & Sample

Download your template here and use this guide as you are completing it—the insights in this article will help you create a rock-solid project charter. We’ve also included a filled-in sample to give you an idea of what yours should look like.

Project Charter vs. Statement of Work and Project Plan

It’s easy to confuse a project charter with a SoW or a project management plan (also known as a project plan), as these documents are closely related. In this section, I’ll define each document and explain when and how you’d want to use it.

Statement Of Work

A SoW addresses the business need for a project, states what is included or not included as part of a project, and describes specific project deliverables. A SoW also typically summarizes project assumptions and proposed acceptance criteria.

A SoW is a crucial point of reference for project stakeholders, and it’s absolutely essential for PMs to know how to create a SoW . While a well-written SOW can save you a world of trouble, on the flip side, even a tiny mistake can have massive repercussions down the line. You can think of the SoW as a precursor to and key source of input for the formal project charter.

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Project Plan

Whereas the project charter explains the “what” and “why” of a project, the project plan describes the “how.” Similar to how the project charter builds on the SoW, the project plan builds on the project charter.

A project plan explains how you will manage the various aspects of a project, including potential risks, the project schedule , communications, etc.

Why is the Project Charter Important?

The project charter document is important because it's purpose is to get your stakeholders to agree on why you’re doing the project, what’s in scope (at a high level), and who’s doing what. Some organizations require a signed project charter before allocating resources , including funding, to your project.

Let’s consider the benefits more in-depth, from the perspectives of each party involved.

Benefits for Project Managers & Teams

• Articulates project value proposition : helps you determine if it’s worthwhile to carry out the project
• Saves time down the road : the time you take to clarify objectives at the beginning of a project is time you won’t need to spend troubleshooting and negotiating later in the project life cycle
• Clarifies the budget : ensures that funding is available and will be released on time. Settling your spending authority and budgets saves time prior to starting the project.
• Sets clear guidelines for your project team : defining success criteria is invaluable for guiding the team as you begin to brief out the project
• Boosts team morale : a team working under a sloppy charter will repeatedly find themselves confused, with their hard work wasted or headed in the wrong direction. A well-written charter gives metrics for a successful project that your team can feel motivated and confident to work toward.

Benefits for Clients & Other Stakeholders

• Creates a shared understanding : stakeholders know what to expect and what constraints the project faces
• Serves as a marketing tool : the project charter can function as a sales document to justify new or existing investments.

What to Include in a Project Charter

Here's what to include in your project charter:

• Introduction : explains the purpose of the charter and provides the project name
• Business case and scope statement : explains the purpose of the project (including business drivers and any related projects), defines high-level activities that are part of the scope of the project (this will help avoid scope creep later), and covers the expected return on investment
• Success criteria : defines what success looks like and how the team will measure success
• Major requirements or deliverables : summarizes high-level requirements and/or key deliverables
• Budget : estimates project costs, ideally by project phase, and defines sources of project funding
• Milestone schedule : estimates project duration and summarizes each major part of the project and all milestones
• Assumptions and constraints : identifies known and unknown parameters upon project initiation
• Project risks : summarizes major known threats or opportunities that may affect project success
• Team and organization : defines project roles and responsibilities
• Approvals : includes a space for stakeholders to record their approval (or disapproval) of the charter.

In addition to these project charter sections, you may also include an appendix with documents such as:

• List of deliverables : if deliverables are already defined, this list contains details about each deliverable—what it is and the associated acceptance criteria
• Scheduling documents : project timeline, calendar, or other documents that sequence project activities and include details about each project milestone or phase
• Communication plan : this includes details about how each person involved will be kept informed about progress, changes, etc.

The Project Management Institute’s Guide to the Project Management Body of Knowledge (PMBOK) is a good reference for more information about each of these key elements.

How to Create a Project Charter

There’s no single right way to create a project management charter, but here is a basic process you could consider:

1.  Discuss With Stakeholders & Team

Gather information about the project by meeting with key stakeholders, including the project manager, sponsors, clients, and representative project team members. Don’t forget that stakeholders may also include other teams that provide specialized support, such as network capacity and security experts.

2.  Take & Organize Notes

In your discussions, ask questions and take notes that help you to fill out each of the sections of your charter. Use your time wisely to collect the most salient information; you can always fill in the supporting details later on.

3.  Use A Template

Take advantage of the myriad project charter templates available online to create the format that best serves your project needs. DPM Members can use our pre-made charter template, along with a bunch of other time-saving resources. Alternatively, you could use one of the sample project charters in this post as a starting point.

Or, if you want to build your own charter from scratch, you can work through this detailed guide from the Treasury Board of Canada , line-by-line.

4.  Include Specific Information

Let’s start with a bad example. For a banking client, a project manager writes the project goal statement in the charter as “improve communication channels.” Yes, good communication is a worthy goal, but the way this is written leaves a lot to the imagination:

• Whose communication channels will be improved? Customers? Internal staff?
• How many users’ needs are we trying to address?
• Will we be updating an existing system or building a completely new system?
• When will it be completed?
• Does the scope extend to training on the new communication tool ?
• Will the contract include any ongoing support for the system?

A complete charter would provide clear, specific information on these questions so that the reader can understand the project purpose . Here’s a better example:

“Create a new communication system to replace ABC system by December 2024, so that customers can chat with their product managers via XYZ bank’s proprietary mobile apps. Train 400 employees to maintain and support the system in-house.”

Of course, this is only the goal statement, not the entire charter. Yet, this example showcases the difference between a sloppily written and a thoughtfully written charter. Apply similar logic to craft other sections of the charter. The goal of this exercise is for the project sponsor to have sufficient information to be able to approve the project.

5.  Review With Team Representatives

After drafting a project charter but before reviewing it with a client, set aside time to review the charter with key members of your team to assess accuracy and completeness.

6.  Present For Approval

Notice that this step is not “send for approval.” The project charter is the key to getting approval to undertake the project, and it’s important that it’s presented properly. Avoid simply attaching your charter as a PDF in an email, only to be ignored or dismissed out of hand.

Instead, present your charter to your sponsors, stakeholders, or clients—do this in a meeting or through a slide presentation that includes supporting media. Make sure you leave sufficient time for questions and answers.

Project Charter Examples

Here are three different examples of project charters to consider:

In this example project charter for an interactive voice response system, the project manager has included some notes on the business case, in addition to a project description and the scope. They've also listed the constraints in priority order, which is useful for providing quick context to whoever is reading this document.

This project charter example clearly lists the project objectives, as well as the milestones and an accompanying timeline. While you don't necessarily need a complete timeline yet (this will be defined in the project plan), this is a good item to include and then update for project status reports , as the team is completing the work in the execution phase.

This one is similar to the above example in that it includes milestones and a timeline. It has also clearly laid out the objectives and what's in scope, and includes some notes on the processes that the project will impact, which is useful as this relates to the constraint of attitude towards change (which is listed in the constraints section).

Expert Tips for Creating a Project Charter

When creating a project charter, keep in mind these tips and best practices:

• Keep it simple . Your project charter should leave no room for interpretation. A layperson with no knowledge of the project or your organization should be able to pick up the document and understand what’s going on.
• Big picture over details . Provide a high level overview of the project purpose and outcomes, and avoid getting bogged down in unnecessary details that hinder alignment or create accountability problems later on.
• Create consensus . You could draft the most eloquent project charter on the planet, but it serves no purpose if stakeholders aren’t willing to agree to it. Remember that the project charter is a tool that supports stakeholder alignment. If your charter doesn’t bring stakeholders together, there’s no point in writing one.

Project Management Tools For Developing & Managing Charters

Software tools offer a simple way to develop and store your project charter in an accessible place where all stakeholders and team members can access it as needed.

Types of project management software tools that can be useful include:

• Project management software : You can enter the details about objectives and scope from your project charter and then measure how you're tracking against them throughout the project.
• Mind mapping software : This software is useful for brainstorming and organizing information about the project before you start creating a charter.
• Gantt chart maker : Use this software for plotting milestones and timelines, which will come in handy after your charter is approved.

What's Next?

Have more questions about RACI charts? Become a DPM member and join the conversation  in Slack with 100s of other digital project managers! You’ll also get access to 100+ templates, samples, and examples of project documents, which will save you time and increase your chances of project success.

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A project charter, also known as a program charter or project plan, is an official document that defines the project’s goals, scope, and stakeholders, while providing a clear outline to align understanding and set expectations for all parties involved. The project charter officially starts a project and empowers project managers to proceed. Read on to learn more about what a project charter is, how it’s used, and how to create one.

What Is a Project Charter?

Project charters are compiled after a project proposal has been created and presented to stakeholders. Once that approval has been granted, the project charter acts as the official sign-off to begin work. The document must be signed by a senior leader who controls funding, as the charter provides explicit permission to begin project work and utilize organizational resources—from team members to financing, to technology, and software.

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Why Are Project Charters Important?

Project charters are an essential part of the project documentation process, as they provide the proof of approval to begin project work and utilize business resources. The project charter acts as a record of stakeholder approval while documenting essential information about the project itself. Here are just a few of the other important purposes a project charter serves:

Informs the Team

More than just serving a formal need for project documentation, the information contained within the project charter—such as an estimated timeline, key deliverables and objectives, project scope, and more—is essential to team members who are being briefed on the project for the first time. 

Highlights Project Value

The project charter highlights the value of the project itself by tying back the project objectives to overall organizational needs and goals. At a glance, stakeholders, both internal and external, can understand the significance of the project and what outcomes it will achieve. 

Creates a Link to Portfolio Management

Portfolio management measures the success of all of the business’s projects against overall objectives and goals across all departments and areas of business. The project charter establishes a clear link between the project itself and the goals and purpose it will serve in the organization, making it easier to identify successes and areas of improvement in an organization’s portfolio management plans.

Prevents Scope Creep

According to the “Pulse of the Profession” study by the Project Management Institute, 50% of all projects experience scope creep. Over time, scope creep contributes to budget overruns, project delays, and ultimately, poor project outcomes. Project charters help combat scope creep before it happens by clearly defining the project scope and communicating project goals clearly to all project stakeholders. 

Establishes a Timeline

When working on a project, it is essential to adhere to the project timeline, but oftentimes, the project schedule is not relayed to internal or external stakeholders until the actual work begins. In this case, the project charter establishes expectations for the project timeline and sets the groundwork to assign individual project tasks. 

Defines the Criteria for Project Success

To measure the success of a project, you first need clearly defined expectations and a metric to measure the project against. The project charter outlines how stakeholders will determine the success or failure of a project, making it easy for the team to understand the expectations ahead.

Read more: 5 Phases of Project Management

What Information Does the Project Charter Contain?

When drafting the project charter, include information that makes it clear what the project aims to accomplish and how you plan on accomplishing it. While the charter may look slightly different for various projects and teams, anyone reading the document should have a thorough understanding of the project and the plan for achieving project goals by the end of the charter.

Read more: What is Project Management?

How Does a Project Charter Differentiate From a Project Proposal or Plan?

Project Charter: A project charter acts as the official sign-off for project work to begin, covering the essential information about what the project will cover and what it will take to accomplish the project successfully. 

Project Proposal: The project proposal is the document that initially proposes the project to stakeholders and decision-makers, outlining the project from a high-level view. This document is used to pitch the project itself. 

Project Brief: Even shorter than the project charter, the project brief is a general overview that describes the bare amount of key information about the project that someone would need to know. While it may seem extremely similar to the project charter, it is a much more brief and high-level description.

Read more: Project Proposal Templates and Examples

Essential Components of a Project Charter

At a minimum, the project charter should include the essential information about the project and what it will require to be successful:

Business Case

The business case highlights how the project serves the organization through its goals, deliverables, and outcomes. It should tie project objectives back to positive outcomes for the organization, especially concerning business-wide goals and initiatives.

Stakeholders

In project management, the term stakeholder can refer to a few groups of people, primarily including internal decision-makers, the team members working directly on the project, and external stakeholders like investors, customers, or third-party contractors. In simple terms, you can consider stakeholders as anyone with a tie to the project who will need to be updated on the project at some point throughout the project lifecycle, regardless of their role. 

Resources Required

Resources in the project are tools that keep project work moving smoothly, from people to technology to software and even charts and project tools. Additionally, resources consider the financial investment needed to complete a project, whether that’s paying external contractors, upgrading to a new project management software solution, investing in learning opportunities, etc. 

The scope section of the project outlines what ground the project will cover. In essence, this segment should clearly outline what the project work will look like and achieve to prevent scope creep and unclear expectations. 

Deliverables

The deliverables portion outlines exactly what stakeholders can expect from the project in terms of tangible outcomes, whether it’s delivering a new product, a measurable outcome, or even things as small as documents and reports. 

Outlining the objectives for the project defines the goals that the project aims to achieve, holding the team accountable to specific metrics so that progress can be tracked throughout the project lifecycle. 

The timeline portion outlines the key milestones for the project, such as dates when deliverables will be completed, and the larger markers such as when the project should begin and end. 

Potential Risks and Dependencies

The risks and dependencies portion of the project charter should project any potential risks or issues that may arise during the project and any task dependencies that need to be addressed before project work can begin. This also includes any potential dependencies that may occur during the project, for example, if multiple departments are working together on the project, a delay in turning over a deliverable from one team to another can create delays and roadblocks.

Read more: Project Management Terms and Concepts

FREE Downloadable Visual Project Charter Template

Tips for writing a strong project charter.

• Explore visuals

Project charters contain a wealth of information, which can be overwhelming to digest at one time. Consider using visual aspects in your project charter in order to break up information and make it easier to understand. For example, when displaying the project timeline, adding a visualization by way of a timeline or Gantt chart view can help readers better understand the information. 

• Don’t forget the project title

While many overlook it, naming your project is an important part of the project charter, as it establishes project details for the first time and creates referenceable information to fall back on throughout the project lifecycle.

• Leverage the resources around you

When drafting the project charter, leveraging the existing resources around you can help you better understand the context of the project and draft a stronger charter overall. For example, reviewing past project charter documents from within your organization can help provide valuable information about drafting your charter for a new project. 

• Lead with the “why”

Understanding the “why” behind your project can not only make it easier to draft the charter but can also help you write more clearly about the project itself. The “why” is a crucial aspect, and without it, drafting the essential information about the project will be a challenge. 

• Step back and reflect

Before wrapping up the project charter, take a step back and come back to the charter later on with fresh eyes. Drafting and editing the project charter is a significant undertaking, and taking the time to carefully edit the document and review it with a new perspective is essential. 

Tools for Preparing a Project Charter

Before you begin drafting the project charter, gather a few tools that can help make the process easier:

• Information about similar projects that have been completed

Taking stock of the projects that your organization has completed in the past can make completing the project charter much easier. Understanding how similar projects were structured and managed gives you a baseline understanding of how to construct a charter for a new undertaking. 

• Planning tools 

Project charters involve a lot of moving parts, and leveraging planning tools can help you organize project details much more easily. Gantt charts, for example, make it easy to map task dependencies while visualizing a larger project timeline against individual tasks and responsibilities. In addition, these types of tools make it easier to present information visually, making it more likely to be received clearly. 

• Project management software

Project management software is one of the best tools for planning and executing projects. Various features, from task assignments to data reporting, multiple project views, and more make project management software a useful tool that can easily be implemented.

Read more: 10 Best Project Management Software for 2023

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{{ title }}, who should draft the project charter.

In most cases, the project charter is written by the project manager and sponsored by a high-level executive who initiates and supports the project.

Can the project charter be edited throughout the project lifecycle?

The project charter cannot be edited unless the scope and goals of the project change without terminating the initial project itself. Because the project charter is the kickoff guide to the project, it needs to remain unchanged or else risk altering the project and its scope unintentionally.

What’s the best way to present the project charter to my team?

The best way to introduce a project charter to the team is to host a kickoff meeting. The kickoff meeting allows you to introduce the project in an approachable way where everyone can ask questions as you review key details. While sharing the charter itself gives team members a tangible document to refer to, meeting with them directly gives everyone space to ask questions and connect on a personal level before project work begins.

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Project Management

How to draft a project charter (with examples).

Erica Chappell

Managing Editor

September 29, 2020

Tired of searching for handy project charter examples ?

A project charter is one of the first documents you create to describe a project’s purpose . It’s an essential piece of information that helps develop a shared understanding among a project’s key stakeholders . 

But if you’re new to drafting this document , don’t worry.

A project charter example will help you understand what goes into it to help you craft one of your own.

But remember, an example can only go so far.

If you really want to draft a great project charter yourself , why not learn about what goes into a charter too?

After all, you’ll have to draft a new one for every project. 

So if you’re familiar with it all, everything’s going to be a piece of cake!

In this article, you’ll understand what a project charter is, its benefits, and how to draft a project charter with the help of an example. We’ll also give you a useful project charter template along with some tips to help you create an excellent project charter . 

• What Is a Project Charter?

The 5 Benefits of Drafting a Project Charter

• How to Create a Project Charter (with a Project Charter Example)

A Project Charter Template You Can Use

The 3 things to avoid in a good project charter, how to create your own project charter template with clickup.

Let’s get rolling. 

Note: The following sections explain the basics of the project charter document . If you’re already familiar with this, click here to jump directly to the project charter example.  

What Is a Project Charter ?

If your project is like a long-planned road trip, the project charter is like kickstarting your vehicle. 

The project charter document formally acknowledges a project and initiates work on it. 

No kickstart = No project. 

Once approved by a project committee, the project manager and team can start the project.

Besides shifting the project into its initiation phase, a charter document answers vital questions such as:

• What’s the project’s objective?
• Who are the key stakeholders involved ?
• What defines project success?
• What are the various project milestones ?

Now, all these may sound like really big questions .

But don’t worry. 

You won’t have to write lengthy, detailed explanations in a project management charter . 

As it only provides a preliminary, high-level overview of things before the project begins, it’s just a short document of up to 2-3 pages. You can work out all the remaining details in the project scope or the statement of work documents at a later stage. 

Bonus: Team Charters & Team Charter Templates !

We know what you’re thinking.

So a charter kick-starts a project with some basic details? That’s all?

Short answer: no.  

The information in a project charter sets the tone for the project’s execution and has long-term effects. 

Here are five key reasons why project charters are super important: 

1. Clarifies the project objective

Working on a project without understanding the project objective is like walking in the dark:  you’re going to progress slowly and possibly even hurt yourself in the process. 

Thankfully, you’ll receive this crucial objective information in the project charter. 

A charter document clarifies why the project should exist by mentioning:

• The strategic objectives a business is achieving by conducting the project
• The larger project goal driving the team
• Specific project milestones to be met along the way
• Nature of deliverables that’ll be covered by the project

So does this mean you’ll need a magnifying glass to read everything in a project charter? 

Absolutely not!

While the project charter does not drill down to the minute details of the project objective , it sets the stage for this analysis. 

2. Sets a rough timeline

Don’t you hate it when the project’s deadline clock starts ticking?

But there’s no need to be nervous because a good charter lays out a generous (yet reasonable) project timeline . 

Why generous?

You can work out specific deadlines when you create a more detailed project plan document, like the statement of work.  

In the short term, a project charter gives you a clear-cut timeline to finish your project. Work backward from the deadline to determine your exact project schedule. 

So while you can’t stop all the clocks in the house, you’ll be able to meet your deadlines on time.

3. Specifies roles and responsibilities in the project team

As any superhero movie will tell you, simply gathering talented people is not enough. 

They need to know their role in the team.

And your project team is no less important than the Justice League. 

Other than the fact that they’re not in charge of battling alien invaders and saving the world every week.

But hey, that app isn’t going to develop itself, right?

The project charter defines the roles and responsibilities of each project stakeholder like the project manager, project sponsor , development team, etc.

This way, everyone knows what they have to do, right from the get-go.

The team can avoid confusion and simply focus on doing their job right!

4. Describes project requirements

The project charter is like a descriptive menu: it clarifies not just what you’re going to achieve, but also how you’re going to do it. 

Most of this is covered in the project requirements section. 

Here, you’ll find answers to what technical and non-technical resources , and what process requirements go into making a project a success. 

Sorta like the ingredients you need to cook an amazing dish! 

The dish being your project, of course. 

With the information a charter provides , you can determine how to allocate existing organizational resources and what new resources you need easily .

5. Serves as a contract

If the superheroes in your project team are to work together, they need to clearly understand what they’re aiming to achieve. And the project charter helps them out here. 

Usually, the charter is discussed and approved by all key stakeholders in the project. 

This helps develop a shared understanding of all important matters among the major stakeholders . 

Additionally, if there are any high-level disagreements or concerns, the respective project stakeholder can clarify it immediately. 

After all, how often is it that everyone agrees on something?

I mean, it’s hard enough finding a restaurant your entire team loves, imagine how hard it is to develop a project plan they all immediately sign off on!

Once everyone agrees with the project’s purpose and approach, the charter carries their seal of approval, and the project team can begin executing the project (or saving the world) with confidence!

How to Create a Project Charter (with a Project Charter Example )

You’re probably sitting with a pen and paper, wondering how to draft a good project charter , right?

Don’t worry.  

We’ll answer that question using a project charter example for a sample project on:

Building team management software .

Here’s how to draft various sections of the project charter document for our sample project:

#1: Project background details

Do you believe in the power of first impressions?

Well, the first section of the project charter is your place to make a good one!

This is where you introduce your project as briefly as possible. 

Pay special attention to your project name: don’t make it too vague or too lengthy. 

Instead, keep it simple and straightforward.

Date: July 2, 2020

Name: Development team management software for XYZ Company

Project purpose : A handy, easy – to – use app that’ll help organizations manage their teams efficiently

Project sponsor : Sansa Stark

Project manager: Jon Snow

#2: Details about the project purpose

In this section, you clarify the project purpose introduced in the previous section. 

However, a project charter is no place for lengthy details and plans. All that can come later in an exhaustive project management plan . 

Here, you describe a business case or the strategic objectives that the project will fulfill. 

If your client has already given you a business case document , you can refer to it. 

If not, determine your client’s business case from the initial discussions you have had. 

Essentially, you have to answer the question: why does the business need the project?  

• Increase team efficiency by 10% over a year
• Help team members collaborate easily
• Improve transparency in teams

#3: Project risks , assumptions, constraints , and dependencies

Whether you’re playing baseball or running a project, you need to cover all your bases. 

As p rojects do not function in a vacuum , you’ll have to work with a number of restricting factors that affect you all along the way.

But that’s no reason to stall your progress, right?

Simply mention these factors as briefly as possible in the project charter. 

This way, the major stakeholders and the project team will be aware of any limiting factor. 

In a project management charter , these factors are divided into:

• Risks : events, factors, or decisions that can negatively affect your project
• Assumptions : conditions that’ll probably remain constant during the project’s course
• Constraints : restrictions that control the scope and pace of your project
• Dependencies : internal/external factors that your project’s success depends on
• Lack of adequate funding
• Product is not ready in time for the launch
• List of product features remain constant for 2 iterations
• The client will revert within a week for feedback and approval
• Development team size in the performing organization
• The first version of the product must be tested in December 2020
• Insights from the user study conducted by a marketing agency 
• Client approval to hire freelancers 

#4: Deliverables  

Just like how a recipe book comes with pictures of the final dish, your project charter will give the stakeholders a taste of the final outcome. 

The deliverables section describes how the project’s objective will translate into the project outcome .

It’s sorta like breaking down your project goal into a SMART ( s pecific, m easurable, a ttainable, r elevant, t imely) goal . But more importantly, you define the project scope and mention what falls outside this scope .   

This helps you avoid one of the biggest project risks : scope creep . 

What’s scope creep ?

When a project’s scope uncontrollably expands beyond its original scope statement , it’s known as scope creep . It can put undue stress on your team in terms of resource costs and time. 

So if you want to avoid resource-intensive changes beyond the original project scope, you need to clearly define your deliverables. 

You can always detail your list of deliverables further when you draft your scope statement later. 

Scope of deliverables for team management software:

• Web-based platform
• Android, iOS, and desktop apps

Out of scope: 

• Video conferencing features in the mobile versions
• On-site training for users

And while you’ll still have to actually deliver on what you promise, your project charter is sure to get your clients excited for what you’re cooking up!

#5: Project requirements

As a project manager, you plan E-V-E-R-Y-T-H-I-N-G.

But don’t worry, you’re guaranteed to have a better success rate than Sylvester here because your project plan will include a list of project requirements . 

This accounts for all the technical and non-technical resources that your project’s success depends on. However, remember that your project charter will only introduce your project requirements briefly.

• Technical requirements: software licenses, mobile devices for testing the software
• Non-technical or human resources : development team, designers, business analysts 
• Process requirements: training team members on new processes like the Agile workflow or Scrum methodology

#6: Success criteria

Don’t you wish project management was as simple as checking things off a lis t?

Well, it almost is. 

Part of the project charter’s function is to create a shared understanding among the major stakeholders about the project’s critical success factors . 

These success criteria are conditions you need to fulfill in order to call your project a success. 

But if the success criteria are weak, vague, or not in line with your project goal , you can set the wrong model for project success . Instead, make your critical success factors into a list of metrics that are easy to calculate and judge .  

Critical success factors for the team management app:

• 100,000 app downloads in the first month
• 40% of total users are daily active users
• A minimum 30% retention rate

#7: Project milestones and timelines

Everyone likes updates. But no one likes the time spent on giving and receiving them.

The project management charter hack for this problem is the same as everything: plan it all!

For long-term projects, make a summary milestone schedule in your project charter. 

This lets your clients know what you’ll be delivering and when. 

With this information in hand, they know exactly when to expect important updates from you. 

And you can plan all your deliveries in advance to meet your summary milestone schedule . 

These project milestones are also opportunities for your team to take stock and restrategize if needed . 

Summary milestone schedule for the team management app:

#8: Key stakeholders and team roles

Remember your team of superheroes ? 

This section of your project charter is dedicated to learning everything about them!

Well, Dopinder, if you read the project charter, you’d already know the answer to that question!

(It’s because Deadpool thinks its slimming #redisthenewblack)

And while an actual project charter might not go into as much detail about your team, it definitely clarifies a lot of things.

Naming key stakeholders will let your project team members know who’s in charge of what during the project. This enhances transparency and accountability in your team. 

Once the charter is approved, you’ll have to build a communication plan to keep the stakeholders and team on the same page. 

Moreover, when it’s time to celebrate your project’s success , everyone will know who to toast to!

Name and designation of each key project stakeholder :

• Project initiator : Ned Stark, Co-founder and CEO
• Project sponsor : Sansa Stark, CTO
• Project manager: Jon Snow, Team Leader

#9: Project budget

Once you’ve mentioned all that goes into making the project, you can answer the biggest question on everyone’s minds: what’s it going to cost?

Here, you can either mention the total project budget or attach it to various phases of delivery. 

Either way, make sure your figures are based on previous project budget estimates and discussions with your client.  

Ultimately, the project plan must reflect how the budget will help your team achieve the project’s objective . 

Note : You may also include a section on ‘project manager authority levels’ to further clarify their role in the project. 

Click here to download this project charter template .

A project charter template is the essential formative document for your project. 

But the process is not going to be rainbows and sunshine throughout!

Most project managers can get stressed out by the documentation demands of a project. 

And this sometimes affects their decision-making abilities and drafting skills.

So here are three key things to avoid when drafting your project charter: 

#1: Detailed explanations

The project charter is only a high-level overview of your project management plan and doesn’t require granular details. 

 Phew! That makes the task super easy, right?

Think again.

While the charter only gives an overview, you’ll still need to maintain absolute clarity about everything because it’ll shape the project’s future. Ideally, there should be a balance between being brief and detailed.

Additionally, you can supplement the charter with additional documents like the client brief or requirements list for reference. This will help the stakeholder or team understand the project’s purpose better, making the charter precise and to the point. 

#2: Including only text and no visuals

Imagine a stakeholder who’s reading your charter after a long, monotonous day. For them, this might just be another piece of information to read and forget. 

Even the hardened company man here can’t keep up with the details!

Avoid this with simple visual hacks. 

Usually, the project charter is no longer than 4 pages. So ditch the boring rulebook format of a simple Microsoft Word document . 

Instead, download a charter template that uses a grid format to place relevant information side by side. This lets your reader get a complete overview at one glance. 

Additionally, add images (graphs, Gantt chart , etc.) for the summary milestone schedule . 

And make sure you use text formatting to highlight the most important details. 

#3: Not involving your team

The project charter is certainly one of the smallest and simplest documents to draft. 

But this does not take away its significance. 

If you draft it all by yourself, without any help, you might end up representing a partial picture of the project.  

You’ll need your team’s support to iron out crucial details. 

I mean, superheroes do their best work as a team , right?

For example, the development team members who attended your client’s training session may have a better idea of their delivery expectations. Whereas the business analyst can offer you some insights into the right time to launch your product. 

So instead of doing it all alone, involve your team members in the process.

If you’re a project veteran, you know what’s about to happen as soon as the project is authorized. 

But if you’re new to the game, brace yourself!

Tasks, deadlines, plans, and more are about to drop on you from the sky. 

So having a project management tool that allows you to create project charter templates can be a lifesaver!

But how do you do that? 

Simple: with a powerful project management software like ClickUp .

The best project management tool for 2021: ClickUp

ClickUp is the world’s leading project and scope management tool that’s used by businesses ranging from startups to giants. 

It’s got a wide variety of features that’ll make everything , from drafting charters to managing projects, a cakewalk. ClickUp is the only firepower your project team needs to work efficiently!

Here’s a quick look at how ClickUp helps you out:

A. Create your project charter in Docs

Want to create your own project charter template ? 

While creating a charter from scratch can be as tiring as running a marathon, it doesn’t have to be.

Just go over to ClickUp’s Docs f or all the functionality and none of the effort!

With its rich collaboration features, you can invite your team members to draft along with you. All without toggling between a dozen windows.

And once you’re done drafting, organize and store your docs safely in your ClickUp project space for future reference. It’ll always be just a few clicks away.

Here’s how it makes drafting an intuitive and collaborative experience for you:

• Embed URLs and customize their appearance
• Nest pages within docs for better categorization
• Customizable access rights for collaboration
• Rich text-formatting 
• Let Google index these docs to show up in search results

B. Set up and assign Tasks , Subtasks , and Checklists

The humble notepad could have been a loyal friend all your life. 

As a project manager, you’ll have to coordinate multiple tasks assigned to your team members. And your pen will surely run out of ink before you can write down all the to-dos.

With ClickUp as your loyal friend, it’s another story. 

Just create: 

• Tasks and subtasks for various project parts and assign them to each stakeholder or team member
• Checklists that simplify the task into steps and check them off as you progress 

You also get bonus features like:

• Nesting : create as many sub-items as you need in the Checklist
• Drag and Drop functionality : simply move the items and reschedule them
• Assigning items : assign Checklist items to any team member directly
• Templates : prepare Checklist templates based on the nature of your project

C. Track progress with Goals

Running a project without an eye on the project goal is like going on a road trip without a map: it’s risky and time-consuming. 

For efficient project management, you need to set strategic objectives and measure progress regularly. 

The biggest advantage?

You can always feel good about how far you have come when you look at your progress. 

And that’s exactly what you get with ClickUp’s Goals feature!

In ClickUp, a Goal is a high-level container broken down into smaller metrics called Targets . 

For example, if your Goal is “build a team management software”, you can divide it into various Targets like:

• True/False : whether a feature has been developed or not
• Tasks : completion rates of the various development cycle stages
• Currency : budgets for the development process
• Number : app downloads

As you complete these Targets, ClickUp automatically updates the overall progress percentage, showing you exactly how far you’ve come.

D. Experience smooth workflows with Automation

Whether you’re planning charters or managing a project, there can be many routines, repetitive tasks. However, these are still essential tasks that you simply can’t ignore. 

If only you had some cutting-edge, alien technology to do these tasks, project management would be much easier…

Well, you don’t need one when you h ave ClickUp’s Automation feature!

This feature lets you automate tasks, helping you save time and focus on things that matter more.

The formula?

If a trigger happens and a condition is true, a specific action is executed automatically.

Access 50+ prebuilt Automations as well as customize your Automation processes according to your needs.

Here are some of the prebuilt Automations ClickUp has in store for you:

• Automatically change the assignee when a task’s status changes
• Apply a template when a task is created
• Update task priority when its checklist is resolved
• Change tags when a task’s due date arrives
• Archive a task when its priority changes

But ClickUp’s feature list is far from over.

This project management software also offers features like:

• Priorities : tackle the most urgent tasks first
• Custom Statuses : create project-specific statuses for your tasks
• Pulse : track your team’s project activity levels during a day
• Multiple Views : choose from Board view , List view , Me Mode , Box view , or Calendar view to suit your project needs
• Gantt Chart : track project progress on an intuitive Gantt chart that can be automated
• Reporting : analyze your team’s performance with detailed reports on their tasks
• Fully functional mobile apps : stay in touch with your projects on the go using ClickUp’s powerful Android and iOS apps

Without a project charter document , you don’t have a project, you just have ideas. 

But drafting one doesn’t have to be a herculean task.

Just use the project charter examples covered in this article to get an idea of what should go into a charter. 

If you’ve downloaded the project charter template from here, you can get started on drafting it right away. 

But beyond documentation, the key to project success lies within efficient management. 

And if you’re looking for help in that department, why not sign up for ClickUp today ?

ClickUp has a comprehensive set of features that’ll help you throughout the project development process. And since the software will be doing most of the legwork, you can focus on making your project a grand success!

Questions? Comments? Visit our Help Center for support.

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Project Charter: A Guide with Examples and Template

Fahad Usmani, PMP

April 9, 2024

In project management, the project charter is a key document that management creates to officially start the project. This document is the basis of the project and is referred to throughout the project lifecycle.

The project charter is a part of the initial business documents; other documents are the business case and benefits management plan.

The Project Management Institute (PMI) insists the project must have a charter. 

In today’s post, I will explain the project charter and provide you with an example and template that you can use for your project.

What is a Project Charter?

According to the PMBOK Guide, “A project charter is a document issued by the project initiator or sponsor that formally authorizes the existence of a project and provides the project manager with authority to apply organizational resources to project activities.”

A project charter establishes the project, names the project manager, and gives them the authority and funding required to execute it. It induces high-level project details.

The project charter is signed by someone external to the project who has access to funds and resources to complete the project. This person can be senior management, the PMO, etc.

Although the project manager does not create or sign the project charter, they can help the project sponsor or management develop the project charter.

In project management, the charter also applies to program and portfolio management with the same purpose – authorization.

Before starting the project, the sponsor conducts a feasibility study , a cost-benefit analysis, and a review of the benefits management plan. If the project fits their long-term goal, they will proceed.

The project charter defines the project and guides stakeholders. Changes to the project charter are rare; only the sponsor or top management can do so.

A project is often known as a “Project Initiation Document (PID)” or a “Project Definition Document.”

Project Charter Template

A project charter template is shown below.

A project charter has the following elements:

• Core Team Members: This lists the key team members, including the project manager.
• Project Summary: This gives an overview of the project (e.g., start date, estimated completion date, and project benefits).
• Milestones: A project milestone is a significant point or event (e.g., a kick-off meeting , site mobilization, phase end, final report submission, deliverable completion, etc.). Milestones are listed alongside their due date.
• Opportunity: This is a problem-solution statement. What is the purpose of the project? What benefits will this project bring to the project sponsor ?
• Goal: Goals are high-level vision statements that provide context for what the project will accomplish.
• Objective: While goals are visions, objectives are missions. These are measurable targets that the project aims to achieve. Objectives must be SMART (i.e., Specific, Measurable, Attainable, Realistic, and Time-Bound).
• Scope: This is the high-level scope of the project .
• Business Case: This justifies the project’s existence. It is usually developed after a feasibility study or cost-benefit analysis has been conducted.
• Constraints: These are limitations on the project objective (e.g., time, budget, scope, quality, etc.). As the project evolves, the constraints may change—especially for highly uncertain projects that use Agile approaches.
• Assumptions: These are conditions that are assumed to be true. They are recorded in the assumption log.
• Deliverables: Project deliverables are specific outcomes the project expects to achieve.
• Stakeholders: These are individuals, entities, or groups of individuals who are interested in the project or its output. A project charter contains the names of the key stakeholders (e.g., project sponsor, project manager, etc.).

Other components of the project charter are the project’s title and description, pre-assigned resources (i.e., people or resources who are assigned to the project before it formally begins), high-level project and product requirements, acceptance criteria, key risks, etc.

Finally, every project has a business justification, assigned budget, and duration, including start and end dates.

Download the Project Charter Template in Word

Download the Project Charter Template in PDF

Let’s discuss the process used to create the project charter. 

How to Write a Project Charter

A project charter development process is shown in the below image.

Input Required to Develop the Project Charter

The following is a basic description of the input elements:

Contracts or Agreements: You will need these documents if the project is the result of a contract or agreement.

Business Case: This outlines the project’s financial justification and cost-benefit analysis. The benefit-management plan describes how the client will benefit from the project’s deliverables.

Other input includes organizational policies, such as human resources policies (which can aid in the selection of project team members), health and safety policies (which can serve as a warning against approving projects that could seriously jeopardize the lives and health of project team members), security and confidentiality policies, and quality policies (which could include the cost of quality ). 

Tools and Techniques for Developing the Project Charter

Expert Judgment: This includes talking to specialists about the project charter. These are people or organizations with expertise in various aspects of project management. Their feedback will help create a solid project charter.

Focus Groups/Brainstorming Meetings: These will help gather ideas or data (e.g., project cost, duration, risks, milestones, stakeholder list, etc.). Brainstorming meetings can help the charter team produce ideas. Brainstorming is a relaxed, informal approach to problem-solving that uses lateral thinking. Although some ideas may sound strange, they should still be noted. A focus group takes a structured approach, and it usually involves subject-matter experts moderated by a facilitator. 

The facilitator must elicit information by asking proper questions, checking responses, and developing new questions based on these responses. Meetings will provide a forum for discussion, planning, and other activities. To be productive, meetings must adhere to fundamental guidelines (e.g., timeliness, agenda, decorum, etc.). You may adopt a more facilitative strategy rather than a directive one. A successful meeting plan must unify all efforts to gather expert perspectives.

Interpersonal Skills: These skills will help drive the above activities. They cover communication, conflict resolution , team building , emotional intelligence, etc. All projects have one thing in common: their workforce. As such, they must lead with relational power rather than force. Additionally, they must innovate, influence, act morally, look to the future, question “what” and “why,” develop ideas, and concentrate on a unified vision, inspiration, and motivation.

Project Charter: The project charter is a key output of this process. After the project charter is approved, the project manager can start the activities.

Assumption Log: Assumptions and constraints that are used to develop the project charter are recorded in the assumption log. The assumption log is updated throughout the project as assumptions change or become invalid.

Tips for Writing a Project Charter

The following tips can help you develop a project charter:

• Keep it Short and Clear: The project charter will provide high-level information, so keep it short and precise. Keep the number of sections to a minimum, organize the information well for easy referencing, and label each section.
• Make it a Collaborative Effort: Involve experts and key stakeholders in developing the project charter. It will make the project charter more robust.
• Use a Template: Every organization has a project-charter template. This is standard and acceptable. Using it will save time and get quick stakeholder buy-in.

Project Charter Example

Let’s see an example of a project charter.

Project Charter Benefits

The following are the benefits of a project charter:

• It gives the project manager the authority to complete the project.
• It explains the project’s existence.
• It shows management’s support for the project.
• It defines the outcome.
• It aligns the project with the organization’s objectives.
• It gives team members a transparent reporting system.
• It helps avoid scope creep and gold plating .
• It helps avoid project disputes.

A project charter builds a solid foundation for the project. It provides a common understanding of the objectives.

Project Charter Vs Business Case

A business case provides reasons to proceed with the project. This document helps the project sponsor decide whether to proceed with the project. 

This document provides the project’s benefits, risks, constraints, cost-benefit analysis, etc.

Project Charter Vs Memorandum of Agreement

The Memorandum of Agreement (MOA) is an agreement between the two parties. When a contractor gets a contract from a client, they both sign an MOA. This is a commercial and legally binding document; changes may only be made with the consent of both parties. An MOA is often a one—or two-page document.

On the other hand, a project charter is only signed by one side. Here, the project manager is chosen and given the responsibility to complete the project. The signing authority may change this document as necessary; it is not legally binding.

Project Charter Vs Project Plan

A project charter is a brief document. It is the project’s initial document, authorizes the project, and gives project managers the power to finish it.

After the project charter is signed, project plans are created. The scope management plan, quality management plan, risk management plan , procurement management plan, and stakeholder engagement plan are just a few of the many subsidiary plans that comprise a project plan.

A project plan may be hundreds or thousands of pages long. It offers all the information necessary to complete the project work.

Project Charter Vs Project Brief

A project brief is created after the project charter is signed, the project is started, and project management plans are developed.

A “project brief” provides a shorter version of the plans, so stakeholders can review it and grasp the planning process.

Project Charter FAQs

Now, let’s discuss some FAQs about the project charter.

#1. Who Signs the Project Charter?

PMP aspirants often get confused and think the project manager signs the charter. 

Note that the project charter appoints a project manager. A person cannot appoint himself.

The sponsor, or someone from top management, signs the project charter. They are external stakeholders and have the authority to provide resources and support.

#2. Can a Project Have Multiple Project Charters?

One project charter is the norm for projects. Large, multi-phased projects, however, may have project charters for every stage. It is preferable to break a project into phases when the scope is too large to manage—for instance, a project to build a refinery.

#3. Who Keeps the Project Charter?

The project charter is an official controlled document. The project administrator or coordinator can keep a copy, which could also be stored for reference at the project management office .

The project charter gives project managers the authority, support, and funds required to complete the project. A project intends to solve a problem, but if launched incorrectly, it may fail and waste resources. A strong project charter will help the team successfully complete the project.

From the perspective of the PMP test, this subject is crucial. Therefore, fully comprehend it.

I am Mohammad Fahad Usmani, B.E. PMP, PMI-RMP. I have been blogging on project management topics since 2011. To date, thousands of professionals have passed the PMP exam using my resources.

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Qualitative Vs Quantitative Risk Analysis

Risk management is key to a project’s success. Regardless of the size and complexity of the project, it helps complete the project with minimal obstruction. However, many organizations ignore it, considering it an additional burden.  The risk management process involves developing a risk management plan, identifying risks, analyzing risks, creating a risk response plan, implementing…

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The project charter is a very important document so why doesn’t every project have one? How can we ensure this on our projects?

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How to write a winning project charter

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What is a project charter in project management?

A project charter is a document that formalizes a project and gives the project manager authority over the project. Project charters act as a contract, holding everyone accountable for their roles and responsibilities.

If you work in operations or project management, you work tirelessly to establish the most efficient ways to accomplish tasks and maintain quality. However, before you can institute a new process or make significant changes to a current process, you need to get approval from stakeholders and get everyone else on board with your vision. You need a project charter.

As you put together your project charter contents, you’ll likely have questions, particularly if your company doesn’t offer a standard form or template to fill out. Find the answers to the most common questions below, and learn how to create a project charter that wows your stakeholders.

Steps to writing a project charter

• Choose a project name
• Identify the purpose, objective (goal), and project specification
• Set a budget
• Define deliverables
• Assess scope and risks
• Create a timeframe or milestones
• List key stakeholders
• Layout team roles and responsibilities  

What is a project charter?

A project management charter states the scope and objectives of a project, as well as the people who will participate in it. You may also hear it called a project definition report or project statement. Project managers should use this document to:

• Authorize the project.
• Serve as a baseline throughout the project and provide shared understanding.
• Act as a contract, holding all participants accountable for their roles and responsibilities.

Your charter is the unquestionable source for details related to the project. It usually remains short but may link to more detailed documents.

Project charter vs. project plan

A project charter is a concise, high-level document outlining the basic goals and scope of the project. It serves as the foundation for your project plan, which goes into more detail on how to execute the objectives laid out in the charter. In other words, the project charter guides the project plan and execution. 

How to write a project charter

If your organization doesn’t have a project charter template, you are free to include the information you find most beneficial. The more thorough your project charter, the more convincing it will be and the better a reference it’ll become. Every charter should include some variation on the following categories.

Project name

Name your project, and make the title as specific as you can. A project name like “HR Initiative” or “Software Update” doesn’t describe why you would like to implement this project and isn’t easy to differentiate from other project charters. Titles like “New Company Wellness Program” or “Software Update to Improve UX for Mobile Payments” define your goal right away. 

Purpose, objective (goal), and project specification

These sections should present your business case and explain: 

• Why the project was proposed, what pain points it will alleviate, and what impact it will have on the organization
• What the project will entail
• What you plan to accomplish with this project and how it fits in with larger organizational goals
• What needs to happen so it works and how it needs to perform

If you haven’t already done so earlier in the project charter, explain how much the project will cost and where the money will come from. This section could also list any additional resources needed to execute your plan.

Deliverables

What product, service, or result will you deliver when you finish the project? Since project charters are more flexible, you could include information in this section about your measurements for success in this project. How will you determine whether you have accomplished your goal? Which metrics will you use?

Scope and risks

Get prepared by implementing a risk assessment process.

Timeframe or milestones

Show when you plan to accomplish each stage of the project. The anticipated start and end dates are the most important pieces of information in this section, but a full timeline will give more context.

Learn more on how to incorporate milestones in your project management strategy.

Learn more on how to incorporate milestones in your project management strategy. Read now

Key stakeholders

While project charters are internal documents, you’ll likely be working with and report to external stakeholders, such as clients but also other project managers or teams in your company. Completing a stakeholder analysis and listing these individuals in the project charter keeps you and your team accountable to the people affected by the project.

Team roles and responsibilities

List the people involved in this project and their roles. Many project charter examples simply list the individual’s title or team, but if that information doesn’t define their responsibilities enough, you could reference a more specific document with the breakdown of responsibilities.

Ways to develop a project charter

Now that you understand what goes into a project charter, here is some additional direction to create a project charter with little hassle and with increased power to persuade and inform stakeholders. 

Make it visual

Your stakeholders will read your document at least once, even if it merely contains a wall of text. However, images or design elements will make your defense stand out and make it easier for people to refer back to key parts of the documents later on.

Separate the different sections of your charter with boxes or accentuated headers for better readability. Then, see which parts of your document would be easier to scan or digest as a visual. For many project charters, the milestones section makes the most sense to convert.

Create a timeline or a Gantt chart in Lucidchart to show the milestones of your project. Take a look at our Gantt chart alternatives as well.

As mentioned previously, your project charter could also reference other documents. If it seems inappropriate to include your process flow or a breakdown of team responsibilities within the charter, build these diagrams separately and add a note or link.

Make it collaborative

You might need to print out your charter to present later, but while you put it together, keep this document in Google Drive or another program where multiple people can view and edit it. Then the teams who will see the largest impact from this project can put in their two cents before you present to other stakeholders.

Whatever format you choose, make sure to share your project charter with everyone who plays a significant role once you finalize and start your project.

When you add visuals using Lucidchart, you can take advantage of our integrations with Google, Atlassian, and Office 365. Download an add-on, and insert your diagrams seamlessly into your documents.

If you submit project charters frequently, consider these tips and put together your own project charter template!

Sign up for Lucidchart and start your project charter now.

About Lucidchart

Lucidchart, a cloud-based intelligent diagramming application, is a core component of Lucid Software's Visual Collaboration Suite. This intuitive, cloud-based solution empowers teams to collaborate in real-time to build flowcharts, mockups, UML diagrams, customer journey maps, and more. Lucidchart propels teams forward to build the future faster. Lucid is proud to serve top businesses around the world, including customers such as Google, GE, and NBC Universal, and 99% of the Fortune 500. Lucid partners with industry leaders, including Google, Atlassian, and Microsoft. Since its founding, Lucid has received numerous awards for its products, business, and workplace culture. For more information, visit lucidchart.com.

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How to write a project charter

A good project charter can decide whether the project even gets started. It gives authorization for the project to become active, so the project manager needs it before they can access resources. Here’s everything you need to know to make the perfect project charter.

Project charter definition

A project charter sets out the scope, objectives, and people involved in the project. This formal document uses all that information to authorize the project. So the charter lets the project manager use organizational and outsourced resources to complete the project.

Can a project charter be changed?

Like any project document, the charter can be amended and updated. Sometimes, it’s even necessary to meet the project objective and Statement of Work.

The project initiator, sponsor, or Change Control Board has to approve changes. Before the project manager proposes changes to the charter, they need to consider the effect on these:

How to make a project charter

Use these headers to build your charter so it covers all the essential elements:

Introduction – explains the project’s purpose. Includes the project name, a brief description, and the formal authorization.

Project business case, goals and scope – sets out the scope of the project and any unique characteristics.

Success criteria – the critical factors that determine the project’s success. This is a list of deliverables expected on project completion.

Deliverables – more detailed primary project requirements or key deliverables.

Budget – the cost estimate for the project, including information about who can approve expenses, both from the allocated budget. Includes any additional spending the project may require.

Schedule/milestones – a comprehensive schedule with project milestones, or stages, for measuring its progress and success.

Constraints and assumptions – detail the known and unknown parameters of the project.

Summary of risks – summarize any potential or real major threats to the success of the project.

Team and organization – list the people and stakeholders who will work on the project (the project team). Outline their roles and who is appointed the project manager. An organization chart is a good way to show the project team framework.

Approvals – finally, set aside a section for the project’s sponsor/client and stakeholders to record their approval (or disapproval) of the project charter document.

How to present a project charter

It’s important to present the project charter properly to guarantee project approval. Just attaching a PDF or slideshow to an email isn’t really sufficient, but you can do this after a formal presentation.

Create a slideshow and present your project charter to the sponsor, client, or stakeholders in a meeting. Give them time to ask questions. It’s a good idea to include team leads and some team members in the presentation. Here are some presentation tips:

• Be prepared to adjust your presentation style according to your audience, and tailor it to fit.
• Pass out 1-2 page printout summaries of the presentation
• Analyse your audience – who are the primary and technical decision makers? What are their preferences? How do they feel about the project?
• Expect people to ask questions and talk during the presentation, and be prepared to answer questions prior to the conclusion.
• Make eye contact with your audience and adopt an open body language style, but avoid extravagant body and hand movements.
• Avoid reading your presentation from notes in your hand.

Project charter example

Write a Successful Project Charter With Our Project Charter Template

70% of projects fail, and the cost of this failure is a staggering $50-75 million .

Project breakdown can be mitigated via a project charter , and in this article, we at Process Street will show you how.

By following our Project Charter Template , you will target project failure from the root. Our template will guide you through the recognized process needed for successful project completion.

Click here to access our Project Charter Template!

From this article, you will learn what a project charter is and why you need one. The key elements that make a successful project charter and how you can implement these elements using our free Project Charter Template.

Click on the relevant subheader below to jump to the section of choice. Alternatively, scroll down to read all we have to say regarding project charters .

What is a project charter?

Elements that make a good project charter, why do you need to create a project charter, project charter examples: when projects go wrong and how a project charter could have helped.

Let’s get started!

A project charter is a formal document used in business that states a project’s objectives, and how the project aligns with an organization’s vision . The project charter is produced during the initial steps of a project, issued by the project initiator or sponsor, to formally authorize a project’s existence.

Only 58% of organizations fully understand a given project’s value. Fortunately, project charters close this gap in understanding, which is vital if the initiative is to be fully backed and executed to completion.

Producing a project charter is easy with a template like Process Street’s Project Charter Template . Our template has been built to guide you through the process needed to deliver a good project charter.

Before you jump in and use our template, take the time to familiarize yourself with the term project charter , the elements that make a good project charter, and why a project charter is needed. Having this foundation of knowledge will prevent confusion, and keep you and your team motivated and on top of your project planning processes.

If you follow Process Street’s Project Charter Template , all essential elements for an effective project charter will be included – elements are as given by Project Engineer .

For clarity, and to emphasize the point, these elements are explained below.

Producing a project charter: Element #1, project purpose and justification

Firstly, you need to state the business need that a given project is addressing. This gives direction and clarity, building a foundation for strong leadership . Think about it, when everyone in your team knows why the project is being performed, they are more likely to be focused on making the result happen.

You can edit this template to include Process Street’s Stop Task feature . This will ensure that the project’s purpose and justification are determined before any other task in the process is available. A simple action that superpowers your workflow .

Producing a project charter: Element #2, measurable project objectives, and related success criteria

Defining a project’s goals and criteria for success creates a strong statement for what the company is expecting from the project. It ensures everyone is working towards the same goals and are clear on what those goals are.

Producing a project charter: Element #3, project requirements

Project scope defines the features and functions of a project and all the work and requirements needed to complete the project.

Separating project in-scope requirements gives clear thinking for exactly what is needed for project completion. This prevents the over-allocation of resources. Defining the project in-scope is covered later, under element #5.

Producing a project charter: Element #4, assumptions and constraints

Many project issues arise due to unclear assumptions. A lot of the time, assumptions are understood by upper management but there is a failure to communicate these assumptions down the organizational hierarchy . Defining project assumptions in the project charter uses the platform as a means for clear communication regarding assumed criteria for a given project.

Producing a project charter: Element #5, high-level project description and boundaries

When thinking about producing a high-level project description with boundaries, we are determining the project’s scope. The scope is generally defined before the project becomes a project. Documenting the project scope is vital for clarity over what the project creators were thinking.

However, it must be noted that the project scope outlined in the project charter should not be used as the final project scope .

For more information on project scope , read : Project Scope: How to Meet Deadlines and Keep Stakeholders Happy .

Producing a project charter: Element #6, high-level risks

It is normal for a given project to have 1 or 2 significant risks that must be accounted for. For instance, setting up a new website poses risks such as website glitches and security threats.

Risks documented in the project charter are fundamental to the project’s success, and again, generally thought-out way before the project becomes a project. Bear in mind that documenting project risks in the project charter should not take the place of a detailed risk analysis.

For more information on risk analysis and how to perform one, read :

• The Ultimate Risk Management Guide: Everything You Need to Know
• Why You Need a Risk Management Process (+ Free Template)
• Risk Mitigation: What It Is and How to Implement It (Free Templates)
• What Is ISO 31000? Getting Started with Risk Management
• Business Risk: The 3 Main Threats to Your Business and How You Can Manage Them

Producing a project charter: Element #7, milestone schedule summary

The determination of project milestones is completed by project executives.

Project milestones: A project milestone has no duration applied and is used to show the importance of a project’s achievement. Project milestones are incremental events, that build-on one-another until final project completion .

For instance, let’s say an access road needs to be completed before further construction on a given site continues. This is because, without the access road, essential equipment cannot be moved onto the site. The completion of an access road is therefore a milestone to overcome for the completion of the entire project.

It must be noted that a detailed description of project milestones in the project charter does NOT mitigate the need for a detailed project schedule .

Producing a project charter: Element #8, summary budget

Budgets will constrain a project regarding scope. It is important to maintain work inline with a given budget, which should be added to the project charter and communicated in the project’s planning phase.

Producing a project charter: Element #9, stakeholder list

Most projects have one or two major stakeholders. However, a project charter is not the place to list all stakeholders beholden to a given project.

Producing a project charter: Element #10, project approval requirements

Most projects require approval by external stakeholders and other authorities. The project charter should explicitly state approvals that will have a major impact – although a fully comprehensive list of approval requirements is not necessary.

Our free Project Charter Template utilizes Process Street’s approvals feature . This feature allows external stakeholders to approve or reject (or reject with comments) a given task. Continuation in the checklist is not possible until the appropriate approval is obtained. This prevents errors and the continuation of a process that is not in line with stakeholder needs.

Producing a project charter: Element #11, assigned project manager

The project manager should be named to assign responsibility. 3/4 of projects fail due to a lack of involvement from upper management. The assignment of a project manager in the project charter prevents managerial project neglect.

In our Project Charter Template, to assign the relevant project manager an email form-field has been used. By entering the manager’s email into this form field, managerial tasks can be assigned later on in the checklist using Process Street’s role assignments feature. With this feature, you can dynamically invite the relevant managers to a specific task as appropriate. With automatic reminders, you can see how such a feature supports managerial involvement in a given project.

Producing a project charter: Element #12, project/executive sponsor

The project sponsor is one level above the project manager. The project sponsor should be named and their responsibilities made clear regarding the project.

Regarding the above 12 elements, we saw how Process Street features – namely, stop tasks , role assignments , and approvals – support each element for the creation of a successful project charter. However, there are more features you should consider for the creation of your checklists via Process Street. Such features include:

• Dynamic due dates : Adjust when a given task is due via a dynamic due date. In our Project Charter Template, dynamic due dates have been set to ensure checklist completion 1 day before the project charter deadline.
• Webhooks : Webhooks can send automated messages or information from one app, directly to another app. For instance, you could use Process Street’s email widget to send the final project charter summary to a given Gmail account.
• Conditional logic : Incorporate if-this-then-that logic into a given checklist to build paths into your workflows that change depending on the actions that occur.

70% of projects fail. The top reasons for this failure include:

• A lack of involvement by senior management,
• Poor communication,
• Lack of effective project management systems ,
• Poor alignment between the project and the organization’s strategy ,
• Out-of-sync stakeholders, and excessive rework.

The cost of project failure is a staggering $50-$75 million annually.

A project charter prevents project failure by targeting the issues from the root. The above 12 elements needed for a project charter are vital in that they work to prevent project failure.

For instance, element #10 approval requirements maintains involvement from senior management. Detailing the project purpose or justification (element #1) maintains a constant stream of communication between executives and employees .

Our Project Charter Template has been designed using the 12 key elements, and so by using this template you will write a successful project charter.

If you read some of my previous posts, you will know how I like to communicate the need for a particular process by exposing what happens in the absence of pre-set, established workflows . In this instance, we are referring to following a recognized process for the creation of a project charter. I have listed 3 examples of projects gone wrong due to poor project planning. The mistakes acknowledged in these examples could have been avoided via a successful project charter.

Project charter examples: Projects gone wrong case study #1, Ford Edsel

Ford carried out intensive 10-year market research , spending $250 million before releasing the new Edsel product . However, due to a lack of motivation backing the product, project velocity was slow. An opportunity was missed, as when the Edsel project was ready for commercialization, the market had moved on with compact cars.

With an effective project charter, strong communication channels would have been planned for and maintained throughout the project. As we have learned, a project charter will communicate the need for a given project to maintain motivation across the entire organization.

Project charter examples: Project gone wrong case study #2, TAURUS

TAURUS (Transfer and Automated Registration of Uncertified Stock) was a program created to transfer settlements for the London Stock Exchange System. The system aimed to move from paper share certificates to an automated system. In doing this, it was thought that the cost and time taken for settlement would be reduced, in addition to increasing convenience and reducing settlement risk.

However, the pre-planned project’s scope – the work needed to meet the pre-set objectives – was bypassed. That is, scope creep caused cost overrun, stopping the project before completion.

If you want to find out more about scope creep, read : How Scope Creep Negatively Impacts Project Success (& How to Fix It) .

With a project charter, the scope of a given project is clearly defined along with out-scope (project boundaries) to prevent over-budget costs and scope creep.

Project charter examples: Projects gone wrong case study #3, my experience

Before Process Street, I worked for an environmental testing laboratory as a Technical Administrator. My role involved overseeing environmental testing projects from start to end. One such project focused on how the pond ecology in a given area was impacted by surrounding clay pigeon shootings.

This project had a tight budget, and there was a miscommunication regarding this budget between the laboratory and the project’s manager. As such, the first invoice charged more than budgeted, putting the project to a grinding halt until enough funds were raised once more. On top of this, the results obtained from these first samples taken were noncomparable and therefore deemed useless. These samples needed to be re-sampled and re-tested.

If the budget was communicated to the laboratory more effectively i.e. via a project charter, we could have selected relevant but cheaper testing and wasted time , effort, and resources would have been prevented.

How to use Process Street to ensure the success of your project

Process Street is superpowered checklists .

You can use Process Street to create a checklist for any process. Whether this is for the management of your project as a whole, or to create checklists for unique sub-processes.

For more information on how you can create and edit checklists using Process Street , watch the below video: Basics of Creating and Editing Templates .

Before you begin creating your checklists, why not take the time to consider our pre-made templates designed to assist in project planning, management, and execution. These templates are free and ready for you to use right away

I have detailed out top 10 project-related templates below. All you have to do is sign up for Process Street for free and get started!

“ Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward .” – Project auditor Joy Gomez

Continuation Project Proposal Template

Run this checklist when you need to submit a continuation proposal and update the client on the progress of your project.

Click here to access our Continuation Project Proposal Template!

Financial Management For New Projects

Run this process whenever you need to manage your finances for a new project so that you’re never again left in the mud whilst your golden idea crumbles around you from lack of funding.

Click here to access our Financial Management For New Projects checklist!

Project Management Process

Run this checklist to manage and complete each project in your pipeline. From project conception and planning to the final stages of closing, this template provides the basic framework to keep every one of your projects on track and target.

Click here to access our Project Management Process !

Project Proposal Template Checklist

A project proposal outlines your project’s core value proposition . Use this template when you are planning to submit a project proposal.

Click here to access our Project Proposal Template Checklist!

Project Report Checklist

Ever wanted an easy way to present a project for review? Well, that’s exactly what this project report checklist is designed to do. Run this checklist before each meeting to report project status.

Click here to access our Project Report Checklist!

Project Request Form Template

Run this project request form template to clearly document your projects before they begin. This is a good template to be used alongside our Project Charter Template .

Click here to access our Project Request Form Template!

Renewal Project Proposal Template

Run this checklist when you need to submit a renewal proposal to renew your contract and continue to work on a project.

Click here to access our Renewal Project Proposal Template!

Scrum Project Management

Although practices vary from company to company, having a regular process to follow during your scrum project management is crucial. Run this checklist for every sprint you undertake.

Click here to access our Scrum Project Management checklist!

Solicited Project Proposal Template

A solicited project proposal is a written document that establishes the concept of a project and what it will accomplish. Use this template to submit project proposals and get approval.

Click here to access our Solicited Project Proposal Template!

Supplemental Project Proposal Template

A supplemental project proposal is created and sent when more resources are needed to complete a project than originally proposed. It’s a request for more funds, supplies, materials, or labor. Run this checklist when you need to request changes or additional resources for the project.

Click here to access our Supplemental Project Proposal Template!

Ensure project success using Process Street’s Project Charter Template

This article has emphasized the importance of a project charter for the successful completion of a given project. However, to avoid common project pitfalls, a project charter must include:

• Project proposal and justification,
• Measurable project objectives and related success criteria,
• Project requirements,
• Assumptions and constraints,
• High-level project description and boundaries,
• High-level risks,
• Milestone schedule summary,
• Summary budget,
• Stakeholder list,
• Project approval requirements,
• An assigned project manager,
• Project/executive sponsor

Using Process Street’s Project Charter Template will ensure all the above elements are included in your project charter.

How do you ensure the success of your projects? Do you use a project charter? What successes and failures have you experienced? Please comment below as we would love to hear from you. Who knows, you may even get featured in an upcoming article!

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Jane Courtnell

Hi there, I am a Junior Content Writer at Process Street. I graduated in Biology, specializing in Environmental Science at Imperial College London. During my degree, I developed an enthusiasm for writing to communicate environmental issues. I continued my studies at Imperial College's Business School, and with this, my writing progressed looking at sustainability in a business sense. When I am not writing I enjoy being in the mountains, running and rock climbing. Follow me at @JaneCourtnell.

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Project Charter: Guide With Examples and Template

• 1.  Project Management Basics
• 2.  Project Management Methodologies
• 3.  Project Management Life Cycle
• 4.  Best Project Management Software
• 5.  Team Collaboration Tips
• 6.  Agile Methodology Basics
• 7.  Agile Project Management Tools & Techniques
• 8.  Project Management Frameworks
• 9.  Resources
• 10.  Glossary
• Advanced Terminology
• Methodologies
• PM Software Features
• Basic Terminology
• Professional Development
• Agile Project Management

What Is a Project Charter?

A project charter is a formal document delineating the project’s purpose, scope, stakeholders, objectives, and comprehensive plan. It’s an important document for anyone who runs projects, because it’s designed to guide all subsequent decisions and actions.

Essentially, a project charter works like a project’s roadmap. It communicates exactly what the project is about, who’s involved, and how it will be done. It’s the go-to guide for all project decisions, helping keep the project on track and aligned with its original goals.

It helps prevent scope creep and budget overruns by providing a written reference throughout the project. It also emphasizes stakeholder consideration, ensuring the project aligns with expectations and standards.

What is a project charter in project management?

In project management, a project charter is the foundation of a successful project, offering clarity and direction to the team and ensuring everyone is on the same page.

When starting a new project, it’s essential to have a clear plan in place to ensure project success. That’s where a project charter comes in.

As a primary project timeline reference document, the project charter is there to help you navigate issues that arise proactively. In a sense, it’s to the project manager what a blueprint is to an architect. It gives you an overview of the project in its entirety.

In this article, we’ll take a closer look at the project charter definition and what it entails. We’ll talk about the benefits it brings as well as tips for writing one. And we’ll also share a project charter example, with all the essential components.

With Wrike, you can easily create and customize project charters to suit your specific project needs, streamlining the planning process and increasing productivity for an improved return on investment. Try Wrike for free today and experience the benefits for yourself.

Jump to video transcript

Project charter vs. project plan: What’s the difference?

Easy to confuse, the project charter and project plan share similarities but serve different purposes.

The project charter is a high-level strategic overview that seeks to lay out the terms of the project, along with other key details such as relevant stakeholder information. It provides the parameters within which your team must operate in order for the project to be a success.

A project charter is typically created at the initiation stage of the project. When pitching a project, the project charter helps stakeholders understand the rationale behind the project and its potential value.

The project plan is more of a nuts-and-bolts outline that explains how you’ll go about executing the project on a tactical level. It is developed after the project charter has been approved. In the project plan, there should be a greater emphasis on specific actions, processes, and workflows that will help you complete your work efficiently and to a high standard.

What’s the purpose of a project charter?

The main reason for putting together a project charter is to establish the direction, framework, and guidelines for an upcoming project. Throughout the project life cycle, everyone on the team will be able to refer back to it for guidance, which can help to avoid costly mistakes and setbacks. 

A project charter is similar to an essay plan.

Before writing an essay, you would normally:

• Research to find data that supports your claims
• Create a skeleton structure for your argument
• Identify and address reader objections so you can answer the questions that might emerge in the reader’s mind

Contained within a project charter document, the data incorporates all relevant details that are necessary to complete the project. Using that data, you follow a similar process to an essay, where you identify potential objections, which then become challenges that need to be overcome . These objections could come from team members, sponsors, clients, or other project stakeholders.

For example, objections might include budget constraints, conflicting priorities, resource limitations, or technical problems. By identifying these potential objections early on and acknowledging them in the project charter, the team can proactively plan how to overcome challenges during the project’s execution.

Without the benefits of a project charter , you’re forced to fumble your way through the project, finding solutions for emerging problems on the fly.

Another goal of a project charter is to sell the project to stakeholders by demonstrating its worth related to business needs. This helps stakeholders understand the value proposition and potential return on investment of the project. It also serves as a communication tool, ensuring transparency and alignment among stakeholders regarding project expectations and commitments. In essence, it’s like making a pitch to get stakeholders firmly on board and excited about the project.

The project charter overview

The project charter typically documents the following parts of the project:

• Project objectives and constraints 

Key stakeholders

Risks identified, benefits of the project, general overview of the budget, success metrics, project objectives and constraints.

First, outline what your main objectives are for the project. These objectives should be SMART : specific, measurable, achievable, realistic, and time-bound. 

Having SMART objectives helps guide the project team. It also serves as a persuasive tool when selling the project to stakeholders, making them more likely to understand the project’s purpose and feel confident in its feasibility.

Then, identify potential constraints or obstacles that could prevent you from achieving them.

When considering constraints, think about your available budget, team member capacity and general resource management, and other factors such as stakeholder requirements.

Map out the estimated start and end dates for the project, along with any milestones you should hit along the way. You can then translate this information to a dynamic timeline model in your project management software to track project progress in real time.

Identify and list every stakeholder with a vested interest in the project and its success. Detail what their role is in relation to the project, what you might need from them, and how you can contact them.

Create a risk management plan for mitigating or avoiding risks that pose a threat to the completion of your project. First, identify what they might be, then figure out what the best course of action would be for each.

Consider and describe how the project will positively impact:

• Stakeholders

Be as specific as possible, as it’s important to keep the benefits in mind as you work through the project to prioritize effectively.

Write a high-level financial overview in which you break down your budget for the project, factoring in the funds available and any anticipated costs. This can help you avoid going over budget and also provide stakeholders with a summary of the project finances.

Define the success criteria or metrics of the project, which might include things like key performance indicators (KPIs) or other specific targets for project outcomes. Success metrics are not always included in a project charter, but they can help ensure clarity and alignment among team members and stakeholders regarding project objectives and expectations right from the start.

How to write a project charter

There are four clear steps to creating your own project charter document.

Step 1: Understand key project goals and objectives

Identify and clearly define the vision and scope of the project. This step is essential for creating a project charter, as it establishes the project’s objectives and outlines any constraints or limitations within its scope.

Step 2: Define project organization

List all of the essential roles for the project, including customers, stakeholders, and the day-to-day project team. The project charter should clearly outline the responsibilities of each team member, as this helps to ensure everyone involved in the project is aware of their respective roles and can work together effectively.

Step 3: Create an implementation plan

Outline major milestones, dependencies, and the timeline for the entire team and stakeholders. Dependencies are crucial to consider as they point out tasks or activities that must be completed before others can start, influencing the project’s overall schedule. 

The implementation plan is a critical component of the project charter, as it provides a roadmap for how the project will be executed, including key deliverables. This allows the project team to stay on track and ensure that the project schedule is met.

Step 4: List potential problem areas

This isn’t about being a downer — it’s more about being realistic. By identifying potential problem areas in advance, the team can develop contingency plans to mitigate risks and address challenges as they arise, ultimately helping to keep the project on track.

What do I do once I finish writing my project charter?

Once you’ve finished writing your project charter, you should have a clear process in place for making sure your project execution goes to plan.

Step 1: Authorize the project

Once the project charter is complete, it will need to be presented to stakeholders for approval. This step gives the team the green light to kick off work on an approved project. Stakeholder approval is a critical aspect of the change management process because it ensures they are informed about and supportive of the project. 

Step 2: Develop a scope statement

The project scope statement should clearly define what the project will accomplish and what it will not. This helps to establish a baseline for ensuring the project stays on track and that the project team and stakeholders have a clear understanding of the project’s goals and objectives. Any changes to a scope statement will impact the work breakdown structure by potentially requiring adjustments to tasks, deliverables, and project components to align with the revisions in scope.

Take your project charters to the next level

3 key tips for writing a project management charter.

As you work through the above steps, you might also benefit from some of these tips.

1. Rely on insights from your team

It’s tough to figure out all of the intricate project information on your own. Instead, pull together your project team members to pick their brains about goals, milestones, and potential problem areas. Gathering their insights will help you create a far more accurate project charter thanks to their diverse viewpoints.

2. Keep it short and straightforward

It’s tempting to get lost in the amount of information available. But keep in mind that your project charter is supposed to be a high-level overview of your project and not a breakdown that covers every detail. Each section of your charter should only require a sentence or two. Additionally, charts and bulleted lists will help you present the information in an organized and digestible way. 

3. Create a template

After you realize how helpful a project charter is, you’ll want one for all your team’s projects. Don’t waste time reinventing the wheel. Instead, create a simple template that you can copy, edit, and use for all your project charters. Not only will it eliminate lots of manual effort, but it will also make sure you don’t miss any of the key elements you need.

Your project charter template

As an alternative to crafting your own template, we’ve prepared a free project charter template that you can use right now. In this template, you can find all the key elements of a project charter and modify the components according to your scope and needs.

You can download our free project charter template below, available in a variety of formats:

• Wrike’s project charter template in PDF format
• Wrike’s project charter template in Microsoft Word format
• Wrike’s project charter template in Google Docs format (please make a copy)

And to help you even more, we’ve put together some project charter examples — which you can find below:

Project charter examples

For the first example, imagine that you and your team are putting together a webinar to generate some new leads. Here’s what a simple project charter could look like.

Company XYZ Project Charter

Project Name: “Building a Positive Company Culture” Webinar

Project Description: A one-hour webinar featuring insights from three employee engagement experts 

Business Case: Supports our company-wide goals of:

• Increasing sales by 28% this quarter
• Establishing Company XYZ as a thought leader in the employee engagement space

Project Deliverables:

• Landing page for webinar signups
• One-hour webinar
• Webinar recording for continued lead generation

Project Benefits:

• Boosted reputation
• Lead generation
• Resource we can continue to promote

Project Risks: 

• Technical difficulties
• This is our first webinar, and the team lacks this expertise

Project Budget: Not to exceed $3,000

Project Milestones: 

• Landing page launched: October 15, 2024
• Slides completed: October 26, 2024
• Live webinar: November 4, 2024

Project Team Members:

• Project Manager: Thai V.
• Designer: Greta K.
• Webinar Participant/Expert: Jason B.
• Webinar Participant/Expert: Safiya M.
• Webinar Participant/Expert: Rachel C.
• Webinar Host: Tom S.
• Social Media Coordinator: Ander B.
• Email Marketing Coordinator: Nancy R.

To visualize your project charter with all the deliverables and risks, you can make use of a Gantt chart as well.

For the second sample project charter, imagine that your company is launching a mobile app for time management. What would the project charter look like?

Company ABC Project Charter

Project Name: Launching an Innovative Mobile App for Time Management

Project Description: Developing and launching a mobile app that allows users to manage their time effectively using AI-powered features

Business Case: Supports the following company-wide goals:

• Expanding the product portfolio in the productivity tools market
• Establishing company presence as an innovator in AI-driven time management solutions
• Fully developed mobile app for iOS and Android
• App store listings and promotional content
• User guides and tutorial videos
• Post-launch customer support plan
• Increased market share in the industry
• Improved brand reputation as a technology innovator
• Revenue growth from app sales and subscriptions

Project Risks:

• Potential delays in the launch due to technical challenges
• Competition from existing apps in the market

Project Budget: $50,000

Project Milestones:

• App prototype completed: May 1, 2025
• Beta testing initiated: June 15, 2025
• App store listings and promotional content prepared: July 20, 2025
• Official app launch: August 1, 2025
• Project Manager: Raj P.
• Lead Developer: Kim L.
• UI/UX Designer: Fiona S.
• QA Tester: Martin H.
• Marketing Coordinator: Aaron M.
• Technical Writer: Lisa T.
• Customer Support Specialist: Diane W.

Create your own project charter with Wrike

Having premade templates is a huge time-saver when you’re starting a new project, particularly when it comes to the standard documents that are essential for every project. Creating a project charter template for your organization eliminates the need to start one from scratch whenever a stakeholder or project sponsor presents a new project idea.

Wrike has a diverse selection of templates for different tasks, such as creative briefs and sprint planning . Additionally, Wrike empowers users to design their own templates for repeated processes and requirements, such as project charters. By using Wrike’s customizable templates, project managers can quickly draft comprehensive project charters that align with their organization’s objectives and needs.

With Wrike, project planning and execution are simplified, enhancing efficiency and productivity. Sign up for a free trial to get started today.

Video transcript: 

“Hey, what are you working on?” “Just ordering tables and chairs for next week’s launch.” “Were those in the project charter? I thought it was going to be standing room only.” “Well, I heard the RSVPs aren’t coming in like we thought, so I figured I’d fill in the space a little better.” “Maybe, but we’ve got a budget to think about too.” This is why you always need a project charter in project management. It’s a short document that helps keep the project’s priorities and budget front and center for everyone on the team. You see, project charters describe your project in its entirety. Your project charter will include the reasons for the project, the objectives and constraints of the project, how the project will be carried out, and who the stakeholders are. You’ll also outline the benefits of the project, any risks you’ve identified, and a general overview of the budget. When you have a project charter, the whole team can refer back to it. Like say, when you’re about to make a change to how the project will be carried out before getting approval from any of the stakeholders. It’s not hard to put a project charter together. You call a little meeting, make sure the coffee’s hot, and get down to brass tacks. There are four simple steps to create your project charter. First, identify the project vision and outline the scope. Then, list all the essential roles for the project’s organization, like customers, stakeholders, and your project team. Next, write your project plan with milestones, dependencies, and a timeline. And the last and most important part: list potential risks and problem areas, like the potential for low attendance that might require you to pivot and order tables and chairs. With a robust project charter in place, your entire team will have access to the same information, and you’ll be able to avoid costly mistakes and delays.

Further reading:

10 Steps to a Kickass Project Kickoff: A Checklist for Project Managers

Project Management Basics: 6 Steps to a Foolproof Project Plan

10 Reasons the Death Star Project Failed (Infographic)

Basic Project Management

• Project Charter
• Project Management Stakeholders
• What is a Project?
• Work Breakdown Structure
• Project Objectives
• Project Baseline
• Project Management Scheduling
• Project Management Work Packages
• Project Management Scope
• Scope Creep

Advanced Project Management

• What is PERT?
• Network Diagram
• Risk Management
• Cost Estimation
• Feasibility Study
• Monte Carlo Analysis
• Project Integration
• Cost Management
• PMI Project Management
• What To Do With Certification
• Certification
• Become Certified
• PMP Certification
• Best Certification

Software Features

• Critical Success Factors
• Capacity Planning
• User Role Access Permissions
• Time Tracking
• Budget Tracking
• Request Forms
• Work Assignments
• Version Control
• Dependency Managements
• Project management Milestones
• Project Management Software
• Project Management Tools
• Project Management System
• Gantt Charts

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Chapter 5 – Project Life Cycle, Scope, Charters, Proposals

5.12. Example of a Simple Project Charter

Example of a simple project charter, identification section.

List the project name, the date of the current version of the project charter, the sponsor’s name and authority, and the project manager’s name.

Project Name: Rice University Computer Store Creation

Project Sponsor: Jane Ungam, Facilities Manager

Date: Jan 12, 2010

Revision: 1

Project Manager: Fred Rubens

Overview of the Project

Provide a simple but precise statement of the project.

State the objectives of the project clearly and ensure they contain a measure of how to assess whether they have been achieved. The statement should be realistic and should follow the SMART protocol:

• Specific (get into the details)
• Measurable (use quantitative language so that you know when you are finished)
• Acceptable (to stakeholders)
• Realistic (given project constraints)
• Time based (deadlines, not durations)

Specify the scope of the project by identifying the domain or range of requirements.

Example: The scope of the Rice’s school supplies store project includes the activities listed below:

• Determine what supplies will be sold in the store.
• Establish competitive prices for the computer supplies.
• Source and secure supply vendors.
• Establish marketing, procurement, operations, and any other necessary departments, schools, centers, and institutes

It is equally important to include in the scope what is not included in the project.

Example: The scope of the project does not include:

• Development of any other school store departments
• Store design or construction

Major Milestones

List all major milestones needed to ensure project completion successfully.

• All vendors selected
• Contracts or orders completed with all vendors
• Supplies delivered to the store
• Pricing determined

Major Deliverables

List and describe the major deliverables that will result from the project.

• Operations, procurement, marketing, and other teams established
• Store supplies stocked and displayed
• Store staffing completed, including work schedules
• Store operations policies, including hours of operation, established

Assumptions

Outline the assumptions made in creating the project. An assumption is a fact you are unsure of but can either confirm at a later time or are simply stating so that the project can proceed as if the statement were true.

• Only computer supplies will be sold in the store.
• Customers will be the Rice University student body and faculty.
• Rice University students will manage the project and be responsible for ongoing operations.
• A store sponsor from the university faculty or staff will be assigned to mentor students and provide oversight.
• Store hours of operation will be approved by the Rice University students or store sponsor.
• Supplier deliveries will be arranged or the store sponsor will pick them up with students.
• Students will be empowered to contact vendors for order placement and inquiries via telephone.

Constraints

Define any and all constraints on the project or those working on the project. This is an important part of the project charter. A constraint is anything that limits the range of solutions or approaches.

• Student availability to meet for project planning is limited to school hours.
• Software is not available for project planning and control.

Business Need or Opportunity (Benefits)

Provide a concise statement of the business need or opportunity that led to the creation of the project. Why was it created? What are the benefits? How does the project contribute to organizational objectives?

Preliminary Cost for the Project

Provide a statement indicating how the cost of the project will be defined and controlled.

Project Risks

A risk is anything uncertain that may occur that will reduce or decrease the chances of project success.

• There is a state election coming and the new government may change the taxation rules for private university retail outlets.
• The cloud is changing student demand for media such as flash drives in somewhat unpredictable ways. If this happens faster than we forecast, we may be building a store that students don’t need.
• Deliveries of items, such as store shelves, will be delayed if a major hurricane occurs.

Project Charter Acceptance

Provide the names, titles, and signature lines of the individuals who will sign off on the project charter.

Project Stakeholders

Provide the key stakeholders and team members by function, name, and role.

Strategic Project Management: Theory and Practice for Human Resource Professionals Copyright © 2022 by Debra Patterson is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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BUS605: Strategic Project Management

Components of a Project Charter

As you read this chapter, notice how the project charter defines the preliminary scope, schedule, and budget for the project, effectively paying out the project's anticipated "triple constraint".

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How to Write a Business Case (Template Included)

Table of Contents

What is a business case, how to write a business case, business case template, watch our business case training video, key elements of a business case, how projectmanager helps with your business case.

A business case is a project management document that explains how the benefits of a project overweigh its costs and why it should be executed. Business cases are prepared during the project initiation phase and their purpose is to include all the project’s objectives, costs and benefits to convince stakeholders of its value.

A business case is an important project document to prove to your client, customer or stakeholder that the project proposal you’re pitching is a sound investment. Below, we illustrate the steps to writing one that will sway them.

The need for a business case is that it collects the financial appraisal, proposal, strategy and marketing plan in one document and offers a full look at how the project will benefit the organization. Once your business case is approved by the project stakeholders, you can begin the project planning phase.

Projects fail without having a solid business case to rest on, as this project document is the base for the project charter and project plan. But if a project business case is not anchored to reality, and doesn’t address a need that aligns with the larger business objectives of the organization, then it is irrelevant.

Get your free

Use this free Business Case Template for Word to manage your projects better.

The research you’ll need to create a strong business case is the why, what, how and who of your project. This must be clearly communicated. The elements of your business case will address the why but in greater detail. Think of the business case as a document that is created during the project initiation phase but will be used as a reference throughout the project life cycle.

Whether you’re starting a new project or mid-way through one, take time to write up a business case to justify the project expenditure by identifying the business benefits your project will deliver and that your stakeholders are most interested in reaping from the work. The following four steps will show you how to write a business case.

Step 1: Identify the Business Problem

Projects aren’t created for projects’ sake. They should always be aligned with business goals . Usually, they’re initiated to solve a specific business problem or create a business opportunity.

You should “Lead with the need.” Your first job is to figure out what that problem or opportunity is, describe it, find out where it comes from and then address the time frame needed to deal with it.

This can be a simple statement but is best articulated with some research into the economic climate and the competitive landscape to justify the timing of the project.

Step 2: Identify the Alternative Solutions

How do you know whether the project you’re undertaking is the best possible solution to the problem defined above? Naturally, prioritizing projects is hard, and the path to success is not paved with unfounded assumptions.

One way to narrow down the focus to make the right solution clear is to follow these six steps (after the relevant research, of course):

• Note the alternative solutions.
• For each solution, quantify its benefits.
• Also, forecast the costs involved in each solution.
• Then figure out its feasibility .
• Discern the risks and issues associated with each solution.
• Finally, document all this in your business case.

Step 3: Recommend a Preferred Solution

You’ll next need to rank the solutions, but before doing that it’s best to set up criteria, maybe have a scoring mechanism such as a decision matrix to help you prioritize the solutions to best choose the right one.

Some methodologies you can apply include:

• Depending on the solution’s cost and benefit , give it a score of 1-10.
• Base your score on what’s important to you.
• Add more complexity to your ranking to cover all bases.

Regardless of your approach, once you’ve added up your numbers, the best solution to your problem will become evident. Again, you’ll want to have this process also documented in your business case.

Step 4: Describe the Implementation Approach

So, you’ve identified your business problem or opportunity and how to reach it, now you have to convince your stakeholders that you’re right and have the best way to implement a process to achieve your goals. That’s why documentation is so important; it offers a practical path to solve the core problem you identified.

Now, it’s not just an exercise to appease senior leadership. Who knows what you might uncover in the research you put into exploring the underlying problem and determining alternative solutions? You might save the organization millions with an alternate solution than the one initially proposed. When you put in the work on a strong business case, you’re able to get your sponsors or organizational leadership on board with you and have a clear vision as to how to ensure the delivery of the business benefits they expect.

Our business case template for Word is the perfect tool to start writing a business case. It has 9 key business case areas you can customize as needed. Download the template for free and follow the steps below to create a great business case for all your projects.

One of the key steps to starting a business case is to have a business case checklist. The following is a detailed outline to follow when developing your business case. You can choose which of these elements are the most relevant to your project stakeholders and add them to our business case template. Then once your business case is approved, start managing your projects with a robust project management software such as ProjectManager.

1. Executive Summary

The executive summary is a short version of each section of your business case. It’s used to give stakeholders a quick overview of your project.

2. Project Definition

This section is meant to provide general information about your projects, such as the business objectives that will be achieved and the project plan outline.

3. Vision, Goals and Objectives

First, you have to figure out what you’re trying to do and what is the problem you want to solve. You’ll need to define your project vision, goals and objectives. This will help you shape your project scope and identify project deliverables.

4. Project Scope

The project scope determines all the tasks and deliverables that will be executed in your project to reach your business objectives.

5. Background Information

Here you can provide a context for your project, explaining the problem that it’s meant to solve, and how it aligns with your organization’s vision and strategic plan.

6. Success Criteria and Stakeholder Requirements

Depending on what kind of project you’re working on, the quality requirements will differ, but they are critical to the project’s success. Collect all of them, figure out what determines if you’ve successfully met them and report on the results .

7. Project Plan

It’s time to create the project plan. Figure out the tasks you’ll have to take to get the project done. You can use a work breakdown structure template  to make sure you are through. Once you have all the tasks collected, estimate how long it will take to complete each one.

Project management software makes creating a project plan significantly easier. ProjectManager can upload your work breakdown structure template and all your tasks are populated in our tool. You can organize them according to your production cycle with our kanban board view, or use our Gantt chart view to create a project schedule.

8. Project Budget

Your budget is an estimate of everything in your project plan and what it will cost to complete the project over the scheduled time allotted.

9. Project Schedule

Make a timeline for the project by estimating how long it will take to get each task completed. For a more impactful project schedule , use a tool to make a Gantt chart, and print it out. This will provide that extra flourish of data visualization and skill that Excel sheets lack.

10. Project Governance

Project governance refers to all the project management rules and procedures that apply to your project. For example, it defines the roles and responsibilities of the project team members and the framework for decision-making.

11. Communication Plan

Have milestones for check-ins and status updates, as well as determine how stakeholders will stay aware of the progress over the project life cycle.

12. Progress Reports

Have a plan in place to monitor and track your progress during the project to compare planned to actual progress. There are project tracking tools that can help you monitor progress and performance.

Again, using a project management tool improves your ability to see what’s happening in your project. ProjectManager has tracking tools like dashboards and status reports that give you a high-level view and more detail, respectively. Unlike light-weight apps that make you set up a dashboard, ours is embedded in the tool. Better still, our cloud-based software gives you real-time data for more insightful decision-making. Also, get reports on more than just status updates, but timesheets, workload, portfolio status and much more, all with just one click. Then filter the reports and share them with stakeholders to keep them updated.

13. Financial Appraisal

This is a very important section of your business case because this is where you explain how the financial benefits outweigh the project costs . Compare the financial costs and benefits of your project. You can do this by doing a sensitivity analysis and a cost-benefit analysis.

14. Market Assessment

Research your market, competitors and industry, to find opportunities and threats

15. Competitor Analysis

Identify direct and indirect competitors and do an assessment of their products, strengths, competitive advantages and their business strategy.

16. SWOT Analysis

A SWOT analysis helps you identify your organization’s strengths, weaknesses, opportunities and threats. The strengths and weaknesses are internal, while the opportunities and threats are external.

17. Marketing Strategy

Describe your product, distribution channels, pricing, target customers among other aspects of your marketing plan or strategy.

18. Risk Assessment

There are many risk categories that can impact your project. The first step to mitigating them is to identify and analyze the risks associated with your project activities.

ProjectManager , an award-winning project management software, can collect and assemble all the various data you’ll be collecting, and then easily share it both with your team and project sponsors.

Once you have a spreadsheet with all your tasks listed, you can import it into our software. Then it’s instantly populated into a Gantt chart . Simply set the duration for each of the tasks, add any dependencies, and your project is now spread across a timeline. You can set milestones, but there is so much more you can do.

You have a project plan now, and from the online Gantt chart, you can assign team members to tasks. Then they can comment directly on the tasks they’re working on, adding as many documents and images as needed, fostering a collaborative environment. You can track their progress and change task durations as needed by dragging and dropping the start and end dates.

But that’s only a taste of what ProjectManager offers. We have kanban boards that visualize your workflow and a real-time dashboard that tracks six project metrics for the most accurate view of your project possible.

Try ProjectManager and see for yourself with this 30-day free trial .

If you want more business case advice, take a moment to watch Jennifer Bridges, PMP, in this short training video. She explains the steps you have to take in order to write a good business case.

Here’s a screenshot for your reference.

Transcription:

Today we’re talking about how to write a business case. Well, over the past few years, we’ve seen the market, or maybe organizations, companies or even projects, move away from doing business cases. But, these days, companies, organizations, and those same projects are scrutinizing the investments and they’re really seeking a rate of return.

So now, think of the business case as your opportunity to package your project, your idea, your opportunity, and show what it means and what the benefits are and how other people can benefit.

We want to take a look today to see what’s in the business case and how to write one. I want to be clear that when you look for information on a business case, it’s not a briefcase.

Someone called the other day and they were confused because they were looking for something, and they kept pulling up briefcases. That’s not what we’re talking about today. What we’re talking about are business cases, and they include information about your strategies, about your goals. It is your business proposal. It has your business outline, your business strategy, and even your marketing plan.

Why Do You Need a Business Case?

And so, why is that so important today? Again, companies are seeking not only their project managers but their team members to have a better understanding of business and more of an idea business acumen. So this business case provides the justification for the proposed business change or plan. It outlines the allocation of capital that you may be seeking and the resources required to implement it. Then, it can be an action plan . It may just serve as a unified vision. And then it also provides the decision-makers with different options.

So let’s look more at the steps required to put these business cases together. There are four main steps. One, you want to research your market. Really look at what’s out there, where are the needs, where are the gaps that you can serve? Look at your competition. How are they approaching this, and how can you maybe provide some other alternatives?

You want to compare and finalize different approaches that you can use to go to market. Then you compile that data and you present strategies, your goals and other options to be considered.

And then you literally document it.

So what does the document look like? Well, there are templates out there today. The components vary, but these are the common ones. And then these are what I consider essential. So there’s the executive summary. This is just a summary of your company, what your management team may look like, a summary of your product and service and your market.

The business description gives a little bit more history about your company and the mission statement and really what your company is about and how this product or service fits in.

Then, you outline the details of the product or service that you’re looking to either expand or roll out or implement. You may even include in their patents may be that you have pending or other trademarks.

Then, you want to identify and lay out your marketing strategy. Like, how are you gonna take this to your customers? Are you going to have a brick-and-mortar store? Are you gonna do this online? And, what are your plans to take it to market?

You also want to include detailed information about your competitor analysis. How are they doing things? And, how are you planning on, I guess, beating your competition?

You also want to look at and identify your SWOT. And the SWOT is your strength. What are the strengths that you have in going to market? And where are the weaknesses? Maybe some of your gaps. And further, where are your opportunities and maybe threats that you need to plan for? Then the overview of the operation includes operational information like your production, even human resources, information about the day-to-day operations of your company.

And then, your financial plan includes your profit statement, your profit and loss, any of your financials, any collateral that you may have, and any kind of investments that you may be seeking.

So these are the components of your business case. This is why it’s so important. And if you need a tool that can help you manage and track this process, then sign up for our software now at ProjectManager .

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The Definitive Guide to Six Sigma Project Charters

By Kate Eby | June 14, 2022

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In Six Sigma, a project charter is the first step toward the successful completion of a project. We’ve gathered expert tips and examples to help you understand why and how to get the most out of Six Sigma project charters. 

On this page, you’ll find the fundamentals of Six Sigma project charters and learn how to prepare one effectively . Plus, download free Six Sigma project charter tools, including a customizable template and pre-filled industry examples .

What Is a Project Charter in Six Sigma?

A project charter in Six Sigma is a two-page document that outlines a process improvement project. The charter contains data-driven information explaining the need for the project. Once approved, the document becomes the Six Sigma team's primary reference.

Like traditional project charters , a Six Sigma charter is the initial document that communicates a project’s purpose. It is also a living document that the team will update and review throughout the lifecycle of the project. 

Both traditional project charters and Six Sigma project charters share these key elements:

• Agreement: Document an agreement between the project team and management.
• Alignment: Align project goals with the goals of the entire organization.
• Business Case: Present the business case for the project. 
• Outline: Provide a broad outline of the project.
• Overview: Describe the project’s objectives, necessary resources, and timeline. 
• Project Scope: Define the project scope. 
• Reference Point: Act as a reference point throughout the project. 

Unlike a traditional project charter, a Six Sigma charter requires a team certified in Six Sigma methodology to prepare and execute it. 

In addition to achieving the goals outlined above, the Six Sigma project charter will contain: 

• Six Sigma Certifications and Roles: Designate the  team members assigned to the project, and include their Six Sigma certification and project role.
• Six Sigma Methodology: Identify the Six Sigma tools and methods you plan to use to refine the business processes.
• Six Sigma Statements: Identify the process improvements the project will accomplish, and outline any potential implementation issues.

What Is a Lean Six Sigma Project Charter?

A Lean Six Sigma project charter looks the same as a Six Sigma charter. Some experts believe that there is no significant difference between the two. Others explain that Lean charters focus on preventing issues rather than making incremental improvements. 

The difference between the two is subtle. Similar to a Six Sigma charter, Lean Six Sigma methods and tools help teams eliminate waste in a process. The Lean charter reflects this approach in the goals. 

“Both charters are the same in the structure, but they are different in the goals,” explains Mahmoud Al-Odeh, Professor of Operations and Technology Management at Bemidji State University. “The Lean Six Sigma charter includes goals related to eliminating waste and non-value-adding activities. The Six Sigma project charter includes reducing variation in the process to reach a Six Sigma level, or 3.4 defects per 1 million opportunities.” 

To prepare a Lean Six Sigma project charter, start with a standard Six Sigma project charter template . Craft a Lean goal statement that targets issue prevention or preemptive waste avoidance. A Lean goal statement might say, “We will identify and remove all non-essential steps between intake and examination, such as repetitive forms and paperwork, to reduce patient wait time by 10 minutes.” 

However, George Eckes , the author of five books on Six Sigma who has over 30 years of consulting experience in Lean Six Sigma, process management , and process improvement , does not believe there is a significant difference between the two charter types. 

“To some purists, Six Sigma is aimed at reducing variation exclusively, while Lean is aimed at improvement,” he explains. “I am not a purist. Of the thousands of project teams I have coached, 100 percent of their charters reflected an improvement of effectiveness (i.e., reduction of variation around some target), while at the same time improving efficiency (e.g., reducing cycle time). Thus, there is no difference to me between a Lean Six Sigma Charter and a Six Sigma charter.”

Who Prepares a Six Sigma Project Charter?

A project champion prepares the Six Sigma project charter. This team member owns the process and coordinates a team of certified Six Sigma Green and Black Belts. They also rely on subject matter experts (SMEs) to provide relevant project information. 

With the exception of the SMEs, all team members working on the charter must have a Six Sigma certification . 

These are the different team roles, according to Eckes: 

• Project Champion: The project champion is the process owner and a liaison between management and the project team. The assigned champion’s primary responsibility is creating the charter. Eckes suggests calling the charter the preliminary charter in order to reinforce the concept that “the charter is a living document and will be modified by the champion over time with newly collected data.” 
• Black Belt or Green Belt: The project champion designates one Black Belt or Green Belt as the team leader. A Black Belt leads projects full-time, whereas a Green Belt leads projects part-time. Eckes explains that “more resources are needed for companies to have Black Belts. Most teams do not have these resources, so they use Green Belts. The Green Belts hold down regular jobs and become a Green Belt for the duration of the project.” 
• Team Members: Many of the team members who contribute to the Six Sigma charter do not train in Six Sigma methodology. These team members are SMEs and conduct most of the project work. They work closely with the team leader and project champion. 
• Master Black Belt: A Master Black Belt advises the organization on Six Sigma practices. “Most organizations have a handful of Master Black Belts who can act as ad hoc team members assisting each team member, Black Belt, or Green Belt with the more difficult Six Sigma tools,” says Eckes. 

Each organization will have a unique team structure depending on their resources. For example, some businesses might have several Green Belts and no Black Belts. In this case, the Green Belts will work with the project champion and Master Black Belt.

How to Prepare a Six Sigma Project Charter

A Six Sigma project charter takes up to six weeks to prepare, depending on the project size. The project champion organizes the team and assembles the data into a short document. Champions liaise with management and stakeholders for each activity.  

The steps to writing a Six Sigma project charter are similar to the process for other project charters. A key difference is that Six Sigma project charters will designate roles and responsibilities based on Six Sigma methodology.

As they would for any project, the champion organizes and assembles the charter during the first project phase. This is true whether they are using either of the Six Sigma methodologies : DMAIC (define, measure, analyze, improve, control) or DMADV (define, measure, analyze, design, verify). 

DMAIC is the most popular method for Six Sigma projects. During the define phase, the project champion leads the following activities:

Collect Data

The project champion assigns data collection responsibilities to Green or Black Belts. This team works for a few weeks to gather any data that supports the project. The champion then inputs the gathered information into a charter template and works with the team to fine-tune the document.

Weigh Competing Priorities

The team identifies, weighs, and prioritizes all project tasks. This activity helps to maximize the team’s time and to manage scope creep . Teams use a quadrant chart, called a PICK chart (possible, implement, challenge, and kill) or a payoff matrix, to determine which actions deliver the highest payoff while using the fewest resources. 

To use a PICK chart, create a chart with four quadrants, as you see in the image above. Then discuss and place each project activity on the chart. 

These are the four quadrants of a PICK chart and what they represent:

• Possible: Low-difficulty, low-payoff items that are possible to accomplish. 
• Implement: Low-difficulty, high-payoff items that are a must for the project. 
• Challenge: High-difficulty, high-payoff items that will be a challenge but might be worth the risk. 
• Kill: High-difficulty, low-payoff items that do not make sense to take on and should be killed.

Include any items in the Implement section in your project activities. Remove any items in the Kill section. Finally, lead a team discussion on the items in the other two areas before deciding which to include in the project.

Before presenting the document to management, the project champion edits and reviews the charter and requests any further supporting data from stakeholders.

Submit for Approval

The champion submits the finalized charter to the project sponsor. The sponsor seeks consensus from all stakeholders before signing off on the project.

Schedule Formal and Informal Updates

Once management approves the project, the champion must be diligent about revisiting the charter regularly. Eckes stresses the importance of keeping the document up to date. “It is important for the project champion to constantly revisit the charter to make changes so that it remains a vibrant, living document rather than something that is done early in the project team lifecycle and gathers dust,” he says.

Eckes recommends scheduling formal and informal updates to the charter: “Once the team collects the data, about four to six weeks out, the project champion should formally revisit the charter and make modifications based on the collected data.”

What to Include in a Six Sigma Project Charter

A Six Sigma project charter includes six major elements: business case, problem or opportunity statement, goal statement, scope, timeline and milestones, and team members. Some charters combine the timeline, milestones, and team members into a single category. 

Six Sigma project charter elements use the same titles as traditional project charter elements . These are overviews of the different project charter elements with expert tips on writing each one.

Six Sigma Business Case

A Six Sigma business case describes the issue the project will address. It’s an argument for why the company should take on the project. The case includes how the project impacts the organization and what will happen if the project is not selected. 

A business case is a non-quantitative statement establishing the Six Sigma team’s purpose and direction. It details the project’s necessity and the opportunity cost of declining the project. A compelling business case is brief, usually a two-sentence statement, and articulates the project vision. 

According to Eckes, a business case should answer the following questions: 

• How does this project impact the strategic business objectives of the organization?
• Why is this project worth doing now?
• What are the consequences of not doing this project now?

Tip: Eckes cautions against using data in the business case. “Most champions try to do too much and start sharing data in the business case. The business case is non-quantitative,” he says.

Six Sigma Problem Statement

A Six Sigma problem statement articulates the central problem the project will solve. The statement quantifies an existing process issue. If the statement identifies a new improvement opportunity instead of an existing pain point, it is called an opportunity statement . 

Eckes encourages teams to create the problem statement, even if they’re missing some information. “It’s totally fine to have blanks in the problem statement since the team may not have specific data at the beginning of the project,” he says. “For example, here is a problem statement from one of our clients: Since______, Gamma Alpha has spent __________ processing loan applications with an accuracy of ________. This has resulted in _______increase in labor costs, ________negative achievement of growth objectives and ________ operating margin.”

He also discourages teams from trying to identify the source of the issue in the problem statement. “One of the most common mistakes a project team will experience when creating the problem statement is not stating the problem in neutral terms,” he says. “They will jump to include their experience of what is the cause or perceived solution. Any time you see the phrase due to, the team has jumped to root causation.”

Six Sigma Scope Statement

The scope statement defines the project boundaries for the Six Sigma team. It details what is in and out of scope. An effective scope statement is precise about what work the team will and will not do for the project. 

A poorly constructed scope statement leads to scope creep, which Eckes says is the second most common reason projects fail, after poor team dynamics. Use a scope statement template , include the deliverables, and state what is inside and outside the project team’s boundaries. 

Eckes also recommends including information the project team should know so that they can quickly recognize when they are working on something outside the boundaries of the project. Brainstorm the criteria first (i.e., geography, types of suppliers, types of customers, types of products, elements of the process), then divide the criteria into an inside scope group and an outside scope group. Be specific about what is outside the scope. For example, if geography is a criterion, the scope statement needs to specify which countries are inside and outside the scope

Six Sigma Goal Statement

A Six Sigma goal statement pinpoints the project’s target and articulates what will occur once the team solves the problem. This portion of the project charter should include quantifiable, measurable information. 

Your goal statement should focus on the anticipated result of the project, not on the approach you will take to solve the problem. Write the goal using a tool such as SMART goals . 

Eckes emphasizes the importance of making sure each charter element has a clear connection to the preceding elements. The goal statement should refer back to the problem statement and business case. “In our business case example,” says Eckes, “we stated we had a problem with loan decision accuracy and loan decision time. Therefore, our goal statement should reflect improvement in accuracy and decision time.”

Six Sigma Timeline and Milestones

A Six Sigma timeline outlines the schedule and identifies all project team members. Divide the timeline into phases and milestones. This will help you track progress once you begin the project.

Apply the DMAIC framework when estimating the timeline. For each phase, include a high-level overview of the relevant resources and people who influence the work. Determine major milestones within and at the end of each phase. 

If you are the project champion, set a reasonable timeline with realistic team expectations. Eckes reminds leaders that “their team is not only working on a project but learning new tools and techniques. Give them proper time to complete the project successfully. Project teams members have day jobs that are not going away, and they now have the responsibility of doing two things. They can expect to spend 20 to 30 percent of their time on the project, given that they have some project management experience or knowledge.”

Six Sigma Team Members

Six Sigma team members are everyone working on the project. Document each member’s role, responsibility, and contact information. Team members include Green Belts, Black Belts, sponsors, and subject matter experts. 

Pro Tip: Al-Odeh recommends developing a communication plan to pre-emptively influence effective team dynamics and project success.

Additional Project Charter Elements

Like traditional charters, the Six Sigma charter will include:    

• General Information: Note the project title, start date, and anticipated end date. Add any clarifying information the team may find useful.
• Critical Success Factors: List potential factors that might impact your project’s successful completion (i.e., financial, resource, or time constraints or time to train and develop the team). 
• Financial Benefits: Specify any financial benefits the project will have for the company, as well as the opportunity cost of not completing the project.  
• Risks, Constraints, and Assumptions: Forecast potential events or dependencies that might impact the project’s execution, timeline, budget, or quality. Assess the team’s assumptions.

Six Sigma Project Charter Format

You can format a Six Sigma project charter in several ways. The team usually collects data in the order presented on the charter. All charter formats contain the general project information, business case, milestones, stakeholders, scope statement, and problem statement. 

Al-Odeh recommends using the following format:

Tip: Use the DMAIC framework to help break your timeline into the following phases:  

• Define: Articulate the project goals, scope, and how to fix a problem.  
• Measure: Collect data to measure the current state of the process. 
• Analyze: Analyze the collected data in order to understand the root causes of the problem.
• Improve: Make changes to the process to improve productivity. During this phase, the team tests and verifies any changes to monitor their effectiveness. 
• Control: Ensure future projects implement the process changes.

Six Sigma Project Charter Industry Example Templates

We’ve assembled a comprehensive list of sample Six Sigma project charters, as well as a blank template. Each charter includes an industry-specific example of a business case, problem statement, scope, and goal statement for a Six Sigma process improvement project

Healthcare Six Sigma Project Charter Example

Download Healthcare Six Sigma Project Charter Example — Microsoft Word

This sample healthcare Six Sigma project charter describes an initiative to improve patient discharge time rates from a hospital’s cancer care unit.

Manufacturing Six Sigma Project Charter Example

Download Manufacturing Six Sigma Project Charter Example — Microsoft Word

This sample manufacturing Six Sigma project charter sample describes a project that aims to fix a defect-causing process for a general assembly line.

Pharma Six Sigma Project Charter Example

Download Pharma Six Sigma Project Charter Example — Microsoft Word

This sample pharma Six Sigma project charter demonstrates how you can use Six Sigma methods to improve procurement processes and requisition documents between distributors and companies.

Retail Six Sigma Project Charter Example

Download Retail Six Sigma Project Charter Example — Microsoft Word

This sample retail Six Sigma project charter describes a national retail store’s plan to modify on-floor sales tactics and training methods in order to improve regional sales conversions.

IT Six Sigma Project Charter Example 

Download IT Six Sigma Project Charter Example — Microsoft Word

This sample IT Six Sigma project charter describes an effort to improve an internal IT department’s work order ticketing system.

Aviation Six Sigma Project Charter Example

Download Aviation Six Sigma Project Charter Example — Microsoft Word

This sample aviation Six Sigma project charter outlines a plan to update and scale an airline’s voucher program.

Nonprofit Six Sigma Project Charter Example

Download Nonprofit Six Sigma Project Charter Example — Microsoft Word

This sample nonprofit Six Sigma project charter sample shows how a social impact organization uses Six Sigma to capitalize on a youth program expansion opportunity.

Higher Education Six Sigma Project Charter Example

Download Higher Education Six Sigma Project Charter Example — Microsoft Word

This sample higher education Six Sigma project charter describes an effort to streamline a small private college’s admissions funnel process in order to increase prospective student engagement and enrollment.

Restaurant Six Sigma Project Charter Example

Download Restaurant Six Sigma Project Charter Example — Microsoft Word

This sample restaurant Six Sigma project charter outlines a local restaurant’s plan to improve a disorganized and wasteful supply ordering process in order to increase profit margins.

Real Estate Six Sigma Project Charter Example

Download Real Estate Six Sigma Project Charter Example — Microsoft Word

This sample real estate Six Sigma project charter describes an effort to improve a real estate agency’s document signing and client onboarding processes.

Media Six Sigma Project Charter Example

Download Media Six Sigma Project Charter Example — Microsoft Word

This sample media Six Sigma project charter outlines a plan to make a growing media company’s marketing campaign and channel selection process more efficient.

Construction Six Sigma Project Charter Example

Download Construction Six Sigma Project Charter Example — Microsoft Word

This sample construction Six Sigma project charter describes a project that aims to make a construction company’s build crew work more efficiently.

Six Sigma Project Charter Blank Template

Download Blank Six Sigma Project Charter Template Microsoft Excel | Microsoft Word | Microsoft PowerPoint  

Create a Six Sigma charter for your project with this comprehensive Six Sigma project charter template. Include your business case, problem statement, goal statement, timeline, team, and scope statement. Download the template in Microsoft PowerPoint to create a visually dynamic presentation of your Six Sigma project charter.

For more ideas, check out this selection of traditional project charter templates .

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• Project Management

Top 15+ Project Management Case Studies with Examples 2024

Home Blog Project Management Top 15+ Project Management Case Studies with Examples 2024

Having worked for more than 9 years in the dynamic field of project management, I would strongly refer to real-world case studies as invaluable resources for both budding and experienced professionals. These case studies provide critical insights into the challenges and triumphs encountered in various industries, illustrating the application of project management principles in practical scenarios.   I have curated the project management case studies as a part of this article in such a way that it delves into a selection of compelling case studies, ranging from the healthcare sector to infrastructure and technology. Each case study is a testament to the strategic planning, adaptability, and innovative problem-solving skills necessary in today's fast-paced business environment. These narratives not only highlight past successes but also offer guidance for future projects, making them essential tools for anyone eager to excel in project management.

What is Case Study?

A case study refers to an in-depth examination of a specific case within the real-world context. It is a piece of content that sheds light on the challenges faced, solutions adopted, and the overall outcomes of a project. To understand project management case studies, it is important to first define what a project is . A project is a temporary endeavor with a defined beginning and end, aimed at achieving a specific goal or objective. Case studies are generally used by businesses during the proposal phase. However, they are also displayed on the websites of companies to provide prospects with a glance at the capabilities of the brands. It can even serve as an effective tool for lead generation. In simple words, case studies are stories that tell the target audience about the measures and strategies that the organization adopted to become successful.

What is Project Management Case Study?

A project management case study is a piece of content that highlights a project successfully managed by the organization. It showcases the challenges that the organization faced, the solutions adopted, and the final results. Keep reading in order to explore examples of successful project management case studies.

Top 15 Project Management Case Studies and Examples 

Are you looking for some project management case study examples? If yes, here are some of the best examples you can explore. Let’s dive in! Before diving in, here is the list of top 15 project management case studies: 

• Mavenlink Helps Improve Utilization Rates by 15% for BTM Global
• Boncom Reduces Billing Rate Errors by 100%
• whyaye! Reaches 80% Billable Utilization
• Metova Increases Billable Utilization by 10%
• Appetize Doubles Length of Forecasting Outlook
• RSM Improves Client Satisfaction and Global Business Processes
• CORE Business Technologies Increases Billable Utilization by 35%
• Health Catalyst Improves Business Processes and Increases Consistency in Project Delivery
• Optimus SBR Improves Forecasting Horizon by 50%
• PlainJoe Studios Increases Projects Closing Within Budget by 50%
• RPI Consultants Decreases Admin Time by 20%
• CBI's PMO Increases Billable Utilization By 30%
• Butterfly Increases Billable Time by 20%
• TeleTracking Increases Billable Utilization by 37%
• Taylors Improves Utilization Rates by 15%
• Hospital El Pilar improves Patient Care With implementing Disciplined Agile
• British Columbia’s Ministry of Technology and Infrastructure (MoTI)

1. Mavenlink Helps Improve Utilization Rates by 15% for BTM Global

The case study is all about how Mavenlink helped BTM Global Consulting to save hours of work and enhance utilization with resource management technology. BTM Global Consulting offers system development and integration services to diverse clients. The challenges that the company faced were that tools like Netsuite OpenAir and Excel spreadsheets were not able to meet the customization needs as the company grew. It impacted their overall productivity.

BTM Global saw the following benefits: 

• 15% increase in utilization for project managers
• 10% increase in companywide utilization
• 4-hour resource allocation work reduced to 10 minutes
• 100% Company-wide time tracking adoption

In order to overcome the challenge, the solution they adopted was to switch to Mavenlink. The result was that it increased the utilization of the company by 10% and enhanced project manager utilization by 15%. It also reduced resource allocation work from 4 hours to just 10 minutes.

2. Boncom Reduces Billing Rate Errors by 100% With Mavenlink

Boncom is an advertising agency that collaborates with different purpose driven brands to create goods worldwide. The challenge was that the company relied on several-point solutions for delivering client-facing projects. However, the solutions failed to offer the required operational functionality. An ideal solution for Boncom was to adopt Mavenlink. The result was that the billing rate error got reduced by 100%. Accurate forecasting became possible for Boncom, and the company could generate reports in much less time.

3. whyaye! Reaches 80% Billable Utilization with Mavenlink

Here are the top benefits whyaye got: 

• 6% increase in utilization
• Tripled company size
• Doubled in number of new clients every quarter
• Support through constant business scaling

whyaye is a digital transformation consultancy delivering IT transformation solutions to businesses operating in diverse sectors. The challenge was that whyaye used to manage resources and projects using tools such as emails, PowerPoint, and Microsoft Excel. However, with the growth of the company, they were not able to access project data or gain insights for effective management of the projects . The ultimate solution to this challenge was to make a switch to Mavenlink. The result was an increase in the utilization by 6%, doubling of new clients, tripling of the company size, and seamless support through business growth.

4. Metova Increases Billable Utilization by 10% With Mavenlink

If you are looking for a project planning case study, Metova can be the right example. Metova is a technology firm, a Gold Partner of Microsoft, and an advanced consulting partner of AWS. The challenge was that the company handled several projects at a time. However, its heavy dependence on tools like Google Sheets limited the growth capabilities of the organization. So, the company looked for a solution and switched to Mavenlink. The result was that it was able to increase its billable utilization by 10%, increase its portfolio visibility, and standardize its project management process.

5. Hospital El Pilar improves Patient Care With implementing Disciplined Agile

If you are looking for an example of one of the best hospital related project management case studies, then Hospital El Pilar can be the ideal one. Hospital El Pilar is a private hospital in Guatemala City, Guatemala, that provides comprehensive care to patients in various medical specialties. The challenge was that the hospital’s application development team faced several obstacles in managing and delivering projects, such as unclear priorities, a lack of visibility, little interaction with users, and competing demands. The solution that the team adopted was to use Disciplined Agile® (DA™), a flexible and pragmatic approach to project management that optimizes the way of working (WoW). The result was improved project outcomes, increased user satisfaction, greater transparency, and more trust from stakeholders and customers.

6. British Columbia’s Ministry of Technology and Infrastructure (MoTI) gets its principal corridor for transportation up in 35 days

Reconnecting Roads After Massive Flooding (2022) is a case study of how the British Columbia Ministry of Transportation and Infrastructure (MoTI) used a project management approach based on the PMBOK® Guide to restore critical routes after a catastrophic weather event. It is one of the examples of successful project management case studies you can look into. The challenge was that an atmospheric river caused severe flooding, landslides, and bridge collapses, cutting off the lower mainland from the rest of Canada2. The solution was to prioritize the reopening of Highway 5, the principal corridor for transportation of goods and people, by creating scopes, work breakdown structures, and schedules for each site3. The result was that Highway 5 was reopened to commercial traffic in 35 days, despite additional weather challenges and risks4. The construction project management case study we discussed demonstrated the benefits of flexibility, collaboration, and communication in emergency response.

7. Appetize Doubles Length of Forecasting Outlook with Mavenlink

Here the the benefits Appetize got with Mavenlink: 

• Forecasting horizon increases to 12 weeks
• Management of 40+ major projects per quarter
• Support for rapid companywide scaling
• Salesforce integration supports project implementation

Appetize is one of the leading cloud-based points of sale (POS), enterprise management, and digital ordering platform that is trusted by a number of businesses. The challenge of the company was that its legacy project tracking systems were not able to meet the growing needs of the company. They experienced growth and manual data analysis challenges. The solution they found was to switch to Mavenlink. The result was an increase in the forecast horizon to 12 weeks, support for effective companywide scaling, easy management of over 40 major projects, and Salesforce integration for project implementation.

8. RSM Improves Client Satisfaction and Global Business Processes with Mavenlink

RSM is a tax, audit, and consulting company that provides a wide array of professional services to clients in Canada and the United States. The challenge of the company was that its legacy system lacked the necessary features required to support their work- and time-intensive projects and delivered insights relating to the project trends. An ideal solution to this challenge was to switch to Mavenlink. The result was better to risk mitigation in tax compliance, improved client-team communication, templatized project creation, and better use of the KPIs and project status.

9. CORE Business Technologies Increases Billable Utilization by 35% with Mavenlink

Here are the top benefits CORE Business Technologies got with Mavenlink: 

• Simultaneous in-progress projects doubled
• 100% company-wide time entry compliance
• 35% Increase in Billable Utilization
• 50% Increase in Team Productivity

Another top project management case study is the Core Business Technologies. CORE Business Technologies is a reputed single-source vendor self-service, in-person, and back-office processing to the clients. It offers SaaS-based payment solutions to clients. The challenge faced by the company was that its tools like spreadsheets, Zoho, and Microsoft Project led to a hectic work schedule owing to a huge number of disconnected systems. The solution to the challenge was to switch to Mavenlink. The result was the enhancement of team productivity by 50%, time entry compliance by 100%, and enhancement of the billable utilization rate by 35%.

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10. Client Success: Health Catalyst Improves Business Processes and Increases Consistency in Project Delivery with Mavenlink

Here are the top benefits Health Catalyst saw with Mavenlink:   

• Consistency in Successful Project Delivery 
• Improved Interdepartmental Communication 
• Deeper Resource Data Insights 
• Stronger Resource Forecasting

Health Catalyst is a company that delivers data and analytics services and technology to different healthcare organizations. The firm provides assistance to technicians and clinicians in the healthcare sector. The challenge of the company was that the tools like Intacct and spreadsheets that is used for project management were not able to provide the required data insights and clarity for better project management. It also limited effective resource management. The solution was to embrace Mavenlink. The result was better resource forecasting, enhanced interdepartmental communication, consistency in project delivery, and better resource data insights .

11. Client Success: Optimus SBR Improves Forecasting Horizon by 50% with Mavenlink

Optimus SBR is a leading professional service provider in North America. It offers the best results to companies operating in diverse sectors, including healthcare, energy, transportation, financial services, and more. The challenge was that legacy software tools that the firm used gave rise to project management issues. The company was not able to get a real-time revenue forecast or gain insights into its future financial performance. The solution that the company adopted was to switch to Mavenlink. The result was better data-driven hiring decisions, efficient delivery of remote work, and enhancement of the forecasting horizon by 50%.

12. Client Success: PlainJoe Studios Increases Projects Closing Within Budget by 50% With Mavenlink

Here are the benefits how Mavenlink helped PlainJoe: 

• Improved data insights for project success
• Enablement of fast shift to remote work
• Improved budgeting
• Increased rates in billing

PlainJoe Studios is an experimental design studio that focuses on digitally immersive and strategic storytelling. The company has a team of strategists, architects, and problem solvers to create value for the clients. The challenge of the company was that the manual processing of the company affected its ability to grow and manage the diverse project effectively. They lacked clarity about their project needs and profitability. The solution to deal with the challenge was to switch to Mavenlink. The result was an enhancement in the billing rates by 15%, better project closing within budget by 50%, better data insights for the success of different projects, and a faster shift to remote work.

13. Client Success: RPI Consultants Decreases Admin Time by 20% With Mavenlink

If you are looking for an example of one of the best software project management case studies, then RPI Consultants can be the ideal one. RPI Consultants offer expert project leadership and software consulting services for enterprise-level implementation of solutions and products. The challenge was that the task management solutions adopted by the company gave rise to a number of complications. It resulted in poor interdepartmental transparency and time-consuming data entry. The ultimate solution that the company embraced was to switch to Mavenlink. The result was a rise in the utilization rate by 5%, lowing of admin time by 20%, better forecasting and resource management, and a single source for gaining insights into the project data.

14. Client Success: CBI's PMO Increases Billable Utilization By 30% With Mavenlink

CBI is a company that is focused on protecting the reputations, data, and brands of its clients. The challenge that the company faced was that the solutions used were unable to meet the growing needs of the organization. The systems were outdated, data sharing was not possible, and time tracking was inconsistent. The solution to the challenge was to switch to Mavenlink. The result was better interdepartmental alignment, enhancement of time tracking to support business growth, an increase in the billable utilization rate by 30%, and detailed insights for a greater success of the projects.

15. Client Success: Butterfly Increases Billable Time by 20% with Mavenlink

Butterfly is a leading digital agency that provides digital strategy, website design and development services, and ongoing support to businesses across Australia. The challenge was that the different legacy systems used by the agency limited its capability of effective project management and reporting. The systems were time consuming and cumbersome. In order to deal with the challenge, the solution was to make a switch to Mavenlink. The result was the enhancement of billable time by 20%, fast reporting insights, enhancement of productive utilization by 16%, and better Jira integration.

16. Client Success: TeleTracking Increases Billable Utilization by 37% With Mavenlink

TeleTracking Technologies is a leading provider of patient flow automation solutions to various hospitals in the healthcare sector. The challenge of the company was that it used different systems such as Microsoft Excel, Sharepoint, MS Project, Jira, and Netsuite. The use of a variety of solutions created a number of challenges for the company. It had poor forecasting capability, an insufficient time tracking process, and unclear resource utilization. The solution was to switch to Mavenlink. The result was the enhancement of time tracking compliance by 100%, rise in hours to date by 18%, and enhancement of billable utilization by 37%.

17. Client Success: Taylors Improves Utilization Rates by 15% with Mavenlink

This is a perfect example of a construction project management case study. Taylor Development Strategists is a leading civil engineering and urban planning organization in Australia. The challenge that the company faced was that the systems that it used were not able to support the growth of the business. There were a lot of inefficiencies and limitations. The solution to the challenge was to switch to Mavenlink. The result was better global collaboration, an increase in the utilization rate by 15%, consistency of timesheet entry, and in-depth insights relating to utilization and project targets.

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Start Creating Your Project Management Case Study

Not that you have a detailed idea about project management case studies, it is time to prepare your own. When doing the project management case study exercise, make sure to focus on covering all the important elements. Clearly stating the challenges and the solutions adopted by the company is important. If you want to get better at project management, getting a PMP Certification can be beneficial.

Case Study Best Practices and Tips 

• Involve your clients in the preparation of the case study. 
• Make use of graphs and data. 
• Mix images, texts, graphs, and whitespace effectively.

Project Management Case Study Template 

To create a well-crafted and highly informative case study template in the realms of project management, you should start by providing a brief overview of the client's company, focusing on its industry, scale, and specific challenges. Follow with a detailed section on the challenge, emphasizing the unique aspects of the project and obstacles faced. Next, you might want to describe the solution implemented, detailing the strategies, methodologies, and tools used. Then, you would need to present the results, quantifying improvements and highlighting objectives achieved. Finally, please conclude the case study with a summary, encapsulating key takeaways and emphasizing the project's success and its implications for future endeavors. By following this structure, you can present a comprehensive yet concise analysis that is ideal for showcasing project management expertise and insights. You can also refer to the template for crafting a better case study on project management – Template for writing case studies .

By now, you must have gained a comprehensive knowledge of preparing a project management case study. This article elaborately explains the significance of real life project management case studies as vital tools for demonstrating a company's expertise in handling complex projects. These case studies, showcasing real-world scenarios, serve as compelling evidence of a firm's capability to navigate challenges and implement effective solutions, thereby boosting confidence in potential clients and partners. They are not only a reflection of past successes but also a lighthouse guiding future project endeavors in the discipline of project management within the fields of construction, pharmacy, technology and finance, highlighting the importance of strategic planning, innovation, and adaptability in project management. If you are aspiring to excel in this field, understanding these case studies is invaluable. However, you would also need to learn from project management failures case studies which would provide a roadmap to mastering the art of project management in today's dynamic business landscape.

Frequently Asked Questions (FAQs)

In order to write a project management case study, keep everything brief but mention everything in detail. Make sure to write it with clarity and include graphs and images. 

A project study must include information about the client, how your company helped the client in resolving a problem, and the results.

The best-case studies on project management have been listed above. It includes BTM Global, Butterfly, Boncom, and more.

Kevin D.Davis

Kevin D. Davis is a seasoned and results-driven Program/Project Management Professional with a Master's Certificate in Advanced Project Management. With expertise in leading multi-million dollar projects, strategic planning, and sales operations, Kevin excels in maximizing solutions and building business cases. He possesses a deep understanding of methodologies such as PMBOK, Lean Six Sigma, and TQM to achieve business/technology alignment. With over 100 instructional training sessions and extensive experience as a PMP Exam Prep Instructor at KnowledgeHut, Kevin has a proven track record in project management training and consulting. His expertise has helped in driving successful project outcomes and fostering organizational growth.

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• Small-business IT strategy

project charter

• Alexander S. Gillis, Technical Writer and Editor

What is a project charter?

A project charter is a formal short document that states a project exists and provides project managers with written authority to begin work. A project charter document describes a project to create a shared understanding of its goals, objectives and resource requirements before the project is scoped out in detail.

Project charters are an important part of project management , as they help plan out the basics of a project and can be referenced throughout the project's lifecycle. The formal document can also show a project's viability and possible return on investment, helping the work get approved.

The project charter helps project managers explain to participants and stakeholders the scope of a project, project objectives, who will participate in the project, along with other details such as possible risks. Depending on a company's culture and management style, a charter may serve the same purpose as a business case . In a large organization, the charter may be a multipage document, but in smaller organizations, it may just be a few paragraphs with bulleted items.

What should a project charter include?

Project charter templates often include the following parts of the project:

• Project goal. This documents the reasons for undertaking the project in clear, concise language. This should determine the project's scope .
• Project participants. This identifies who will be involved in the project and clearly states their roles.
• Stakeholders. This identifies project sponsors or other people who will be directly affected by the project and need to know about its progress.
• Requirements. This identifies the resources required for the project's objectives to be achieved.
• Constraints. This documents potential roadblocks or bottlenecks and should help prepare participants for the potential issues of the project.
• Implementation milestones. This identifies the start and ideal completion dates, as well as dates for other potentially important checkpoints, like a project schedule.
• Communication. This specifies how the project manager will communicate with project owners, participants and key stakeholders throughout the project.
• Deliverables. This documents what specific products, processes or services the project provides upon completion.
• Cost. This identifies a general overview of the project budget.

The project manager should create the project charter at the beginning of the project. Signing the document can also act as a way to authorize the project -- giving the project manager the go-ahead to officially begin executing the project. This includes the authority to begin employing organizational funds and resources. For larger projects that are multiphased, project managers can create a charter for each phase.

Tips to create a project charter

To successfully create a project charter, project managers should do the following:

• Keep it short. Each section of the charter can be just a few sentences. The project charter should be a high-level overview of a project and not an in-depth breakdown.
• Seek team insights. Communicating to the project team members should aid in creating realistic goals and milestones and identifying possible project risks.
• Create and use a charter template. A charter template helps keep the charter clear and concise and can be used to create future project charters.
• Keep it clear. Organize the charter so its structure is clear at a glance. Label each component of the charter.
• Create an implementation plan. After organizing the charter, project managers should begin planning how to implement it. This includes talking to project members and stakeholders and gathering and collecting funds and resources.

This document should help make the project management process go smoother, as it can be referenced and reviewed throughout the course of the project.

Project charter template

A project charter template includes the following components:

These are the general entries found in a project charter, although the order of each component may be changed. The beginning of the charter typically includes the project's general information, like the project's name, description and those involved. The charter should also document each team member's role and responsibilities in the team member section.

Other tips include the following:

• The project name should be the title of the project and it should be descriptive enough that others will understand what the project is.
• The project scope should also include any boundaries or limitations to the project's deliverables -- for example, what the project provides when finished.
• The risks section should include the most probable and impactful events that could occur.
• The starting, milestone and completion dates also function as a project timeline.

Continue Reading About project charter

• Project management tools and strategies: Gantt charts, PERT charts and PM planning tools
• ERP implementation success: Program management vs. project management
• AI for project management makes projects more strategic
• Project management is key to driving business success
• What You Need to Know About the 5 Phases of Project Management

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Six Sigma Study Guide

Study notes and guides for Six Sigma certification tests

AAF Case Study: Creating a Project Charter

Posted by Ted Hessing

Create a Project Charter

We’ve been covering a fictional Six Sigma case study for AAF. If you’re joining us, here’s a quick recap:

• We’ve set the context for the Case Study.
• I had a Six Sigma project kick-off.
• We’ve secured executive support .
• Now, we are crafting a Project charter .

We are not that far off from completing a charter. Items that have been suggested throughout the conversation occurring in this case study so far are:

Problem Statement

• Measurable Goals and Objectives

Business Case

Some items that haven’t been discussed so far are:

• Project Scope
• Roles & Resources
• Schedules & Deliverables

“Begin documenting information stated in a project charter, hone in on the problem statement and business case and once completed, get sign on by leadership.” Antonia

” We need to create a problem statement and then a goal statement. We then need to determine what is in scope and out of scope. Lastly we need to state our primary and secondary metrics; primary to determine how we will track our progress and secondary what we want to prevent from going wrong.” -LJ

Let’s dive in.

• Joshua suggested an organizing statement: “Leadership has identified improving bottom-line results for their vacation business as a strategic imperative.”
• Nicole suggested, “The AAF is involved in various travel-related business and offerings and has spent hundreds of thousands of dollars adding marketing into their business.
• Executives are upset that their 2018 addition of voice marketing has yielded poor results.

For a Problem Statement, I like something along the lines of clearly stating what problem the team is addressing. I also like including a baseline performance number.

Two good references for creating problem statements are:

• How to Write a Problem Statement (ProProject Manager).
• How to Write a Problem Statement (Dummies).

In this case, let’s try a problem statement of:

Problem: AAF: Travel is only converting 0.3% of Voice Marketing exposures, well s hort of the industry standard of 3%, and incurring licensing costs well in excess of returns. Additionally, AAF: Travel’s revenue is down 66% over the same period from $12M to $4M. This is both a revenue and expense issue, resulting in decreased sales and missed revenue targets over the past three months. AAF is committed to returning AAF: Travel to previous levels of revenue.

We had some great direction on expanding our business case and setting specific goals and objectives.

• ” Define the primary, secondary & tertiary business measures and derive the business case components. ” – Nicole Greyling
• Christopher suggested, “Voice marketing has been yielding poor results in a market that strategically yields X” and stated, “Project charter should set a target to achieve from the baseline by identifying a key goal.”

When setting the goals, we need to keep finances in mind; they should also follow the SMART format . How could we write the target of this project so that it is, at minimum, self-funding?

We could make assumptions on how much it will cost to fund a Six Sigma team for the period we think the engagement will last. Then, we could make assumptions about the costs of whatever materials or activities we will need to use or complete over the course of the project, including common control activities of deploying new processes and training staff.

In short, a projected ROI.

For this Case Study, let’s make the blanket statement that we need $1 Million US to cover the project’s cost.

That means that we need the program to return at least that much in savings. This particular case study involves lessening the impact of a previous process change, so, in a practical sense, perhaps our first course of action would be to revert to the original process in the hopes of reversing the 40% decline.

Without such a reversal, we would have to account for the ongoing depression of revenue. For the sake of simplicity, let’s assume we can revert to the old process seamlessly.

Let’s state that the old, non-voice Marketing process yielded a conversion rate of 1%, hence why the VM process of 3% was so enticing.

The new goal would be then to leverage the information on the Voice Marketing process to see if we can raise the conversion rate non-VM process baseline of 1% ($12M revenue) to 3% ($36M revenue).

An anticipated change of $24 Million is far in excess of our anticipated $1M spend, and our sponsors are willing to make that spend in pursuit of the goal.

Adding this information into our business case in the form of SMART goals will complete half of our project charter.

Next time, we will focus on defining our process and refining our stakeholder list. This will inform scope and help us outline our schedules and deliverables, completing the project charter step.

From there, we will focus on completing the Define Phase by:

• Building the team, assigning roles and responsibilities, and defining our stakeholder management process.
• Obtaining the Voice of the Customer
• Completing formal project selection.

Active Participation Questions

How would you write business goals for this scenario?

If the business case was defined as the intersection of the problem statement and the process goals, how would you summarize what this project will do for the business?

What steps would you take to define the process and establish boundaries?

Let us know in the comments.

I originally created SixSigmaStudyGuide.com to help me prepare for my own Black belt exams. Overtime I've grown the site to help tens of thousands of Six Sigma belt candidates prepare for their Green Belt & Black Belt exams. Go here to learn how to pass your Six Sigma exam the 1st time through!

Comments (2)

Thank you Ted. Lots of supplemental subject matter to emphasize key terms in your explanations.

You’re welcome, Melvin. I’m glad it’s helping!

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