To ensure a project charter remains a living document, it must be actively used, regularly reviewed, and updated to reflect the evolving nature of the project. It's not a static artifact to be filed away, but rather a dynamic guide that provides continuous direction and clarity throughout the project lifecycle.
Why a Living Charter Matters
A project charter serves as the foundational document that formally authorizes a project and provides the project manager with the authority to apply organizational resources to project activities. For it to remain effective, it must evolve with the project. A living charter ensures that all stakeholders remain aligned with the project's purpose, objectives, and scope, adapting to changes as they occur. By consistently refining the charter and proactively addressing any deviations from the initial plan, project managers can leverage it as an effective tool for clear planning, transparent communication, and ultimately, project success.
Key Strategies to Keep Your Project Charter Alive
Maintaining the relevance and utility of a project charter requires proactive measures and consistent engagement.
-
Regular Review and Updates
A fundamental practice for maintaining a project charter's vitality is to regularly review and update it. This ensures its continued accuracy and relevance throughout the project lifecycle. Establish a cadence for review, whether it's monthly, quarterly, or tied to specific project milestones.- Scheduled Reviews: Integrate charter reviews into routine project meetings or leadership check-ins.
- Trigger-Based Reviews: Update the charter when significant changes occur in the project environment.
Review Trigger Description Major Scope Changes Alterations to what the project will deliver or exclude. Significant Budget Shifts Substantial increases or decreases in allocated funds. Timeline Adjustments Major delays or accelerations requiring re-evaluation of project end dates. Key Stakeholder Changes New sponsors, key customers, or critical team members joining/leaving. Strategic Alignment Shift Changes in organizational goals that impact project priorities. External Factors Regulatory changes, market shifts, or technological advancements. -
Ensure Accessibility and Visibility
A document cannot be "living" if no one can find or access it. Store the charter in a central, easily accessible repository, such as a cloud-based document management system or a project collaboration platform. Ensure all relevant stakeholders know where to find the latest version.- Centralized Repository: Use platforms like SharePoint, Google Drive, or dedicated project management software.
- Clear Naming Conventions: Use consistent file naming to easily identify the current version.
-
Promote Its Use as a Reference Tool
Encourage the project team and stakeholders to refer to the charter for guidance on critical decisions. Use it to validate project scope, objectives, and success criteria throughout various project phases.- Meeting Agendas: Include the charter as a reference point for discussions on scope, objectives, or resource allocation.
- Decision-Making: When facing dilemmas, refer back to the charter's initial intent.
-
Involve Key Stakeholders in Reviews
Make charter reviews a collaborative effort. Engaging the project sponsor, key stakeholders, and the project team in the review process ensures broader buy-in and incorporates diverse perspectives. This also reinforces its role as a shared understanding of the project.- Collaborative Sessions: Hold dedicated meetings to discuss proposed changes and their implications.
- Feedback Loops: Establish clear channels for stakeholders to provide input on the charter.
-
Implement Robust Version Control
As the charter is updated, it's crucial to maintain a clear history of changes. Robust version control allows everyone to see what has changed, when, and why, preventing confusion and ensuring everyone is working with the most current information.- Numbered Versions: Use a clear versioning system (e.g., v1.0, v1.1, v2.0).
- Change Log: Include a dedicated section within the charter or a separate document detailing revisions.
-
Integrate with Project Management Processes
Link the charter to other essential project management documents and processes. For instance, when creating the project management plan, ensure it aligns directly with the charter. Use the charter as a baseline for measuring project progress and success.- Alignment with Project Plan: Ensure all subsidiary plans (scope, schedule, budget) stem directly from the charter.
- Performance Baselines: Refer to charter objectives when evaluating project performance.
By consistently implementing these strategies, project managers can ensure their project charter remains a dynamic and invaluable asset, guiding the project from initiation through successful closure.
