Strategy & Planning
Every great project begins with a clear strategy. Learn how to define your goals, build your plan, and set your project up for success from day one.
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What is Project Strategy?
Project strategy is the high level plan that defines why a project exists, what it aims to achieve, and how it connects to the broader goals of your organisation. It is your north star — the reference point every decision should be checked against throughout the project lifecycle. Without a clear strategy, projects drift, budgets overrun, and teams lose direction.
For Irish small businesses and charities, strategy is particularly important because resources are limited. Every hour and every euro needs to be spent on activities that move the project toward its goals. A clear strategy helps you say no to the things that do not matter and yes to the things that do.
According to the PMI PMBOK Guide 7th Edition (2021), projects exist to deliver value — and value is only delivered when the project is aligned to organisational strategy from the very beginning. Meredith and Mantel (2018) reinforce this, arguing that strategic alignment is the single most important factor in determining project success.
Organisational Strategy
The big picture vision and mission of your organisation
Project Strategy
Why this project exists and what it must achieve
Project Plan
The how, when and who — tasks, schedule and resources
Clear Objectives
Every project must have SMART objectives that are measurable and agreed before work begins.
Strategic Direction
Projects must connect directly to your organisation's broader mission and strategic goals.
Measurable Outcomes
Define how success will be measured before delivery begins — not after it ends.
Stakeholder Alignment
All key stakeholders must share a common understanding of the project goals from day one.
Understanding the Difference
Strategy vs Planning — Know the Distinction.
Strategy is your why and what. Planning is your how and when. Both are essential. Neither works without the other.
Strategy
Planning
Many organisations make the mistake of jumping straight into planning without first establishing a clear strategy. This leads to what Turner (2014) describes as activity traps — teams that are busy but not productive, executing tasks that do not contribute to organisational goals.
For Irish charities in particular, this distinction is critical. Funders such as Pobal and Tusla require funded organisations to demonstrate not just what they did but why they did it and how it contributed to strategic objectives. A clear strategy makes this reporting straightforward.
The Five Phases
The Project Lifecycle.
All projects — regardless of size, sector, or methodology — pass through five fundamental phases. Understanding these phases is the foundation of professional project management.
Phase 1 — Initiation
- Define the project purpose, objectives and high level scope in the project charter
- Appoint the project manager and establish the project governance structure
- Identify key stakeholders and gain formal approval to proceed
Phase 2 — Planning
- Build the Work Breakdown Structure (WBS) and detailed project schedule with milestones
- Identify and register all risks and develop your risk response and mitigation plan
- Define the budget, resource plan, quality standards and communication strategy
Phase 3 — Execution
- Mobilise the project team and begin delivering the planned work packages
- Manage stakeholder expectations through regular communication and status reporting
- Ensure quality standards are met and resolve issues promptly to maintain momentum
Phase 4 — Monitoring and Control
- Track actual progress against the baseline schedule and budget using earned value methods
- Manage the formal change control process to handle scope changes without scope creep
- Review the risk register regularly and implement agreed risk responses as needed
Phase 5 — Closure
- Formally hand over all deliverables to the client or operational team with sign-off
- Conduct a structured lessons learned review and document all project knowledge
- Close all contracts, release project resources, and archive all project records
The project lifecycle provides a universal structure that applies equally to a small community group organising a local event and a large Irish corporation managing a complex transformation programme. As the PMI PMBOK Guide (2021) notes, all projects share this fundamental structure regardless of their size, complexity, or industry sector.
Practical Guide
How to Write a Project Brief.
A project brief is the single most important document you will create. It defines your project clearly before any work begins and gives every stakeholder a shared understanding of what you are trying to achieve.
Project Title
Give your project a clear, descriptive name that immediately communicates what it is about. Avoid internal jargon or abbreviations that stakeholders outside your organisation may not understand.
Purpose and Objectives
Define why this project exists and what it will achieve. Use SMART objectives — Specific, Measurable, Achievable, Relevant, and Time-bound.
Scope
Clearly state what is included in this project and what is not. Defining what is out of scope is just as important as defining what is in scope.
Key Stakeholders
List everyone who has an interest in or will be affected by this project. Include internal and external stakeholders from the very beginning.
Timeline
Set a realistic start date, end date, and key milestones. Optimism bias is one of the biggest causes of project delay — be honest about how long things will take.
Budget
Estimate your total budget and break it down into key cost categories. Build in a contingency reserve of at least 10 percent for unexpected costs.
Assumptions and Constraints
Document the assumptions you are making and the constraints you are working within. This protects you if circumstances change during delivery.
Success Criteria
Define what success looks like before the project starts. Make these measurable and agreed with your key stakeholders before any work begins.
PDF format · 2 pages · Aligned with PMI PMBOK 7th Edition
Irish Context
Project Management for Irish Organisations.
Ireland's project management landscape is shaped by a unique combination of factors — a strong multinational presence, a thriving indigenous SME sector, a large and diverse charity sector, and significant EU funding streams that require rigorous project governance and reporting.
For organisations funded by bodies such as Pobal, Tusla, Enterprise Ireland, or the EU Structural Funds, project planning is not optional — it is a contractual requirement. Funders expect to see clear objectives, defined timelines, measurable outcomes, and transparent financial management.
The Charities Regulator Governance Code (2020) explicitly requires Irish charities to have effective systems for planning and monitoring their work. Project Smart Ireland aligns all of its guidance with these requirements so that Irish charities can use this guide directly in their compliance planning.
PMI — Project Management Institute
The global standard for project management knowledge and certification.
Visit pmi.org
Enterprise Ireland
Supporting Irish businesses to grow with structured project frameworks.
Visit enterprise-ireland.com
Charities Regulator Ireland
Governance and compliance guidance for all registered Irish charities.
Visit charitiesregulator.ieWatch and Learn
See Strategy and Planning in Action.
Watch this practical guide to project planning essentials — covering scope, schedule, budget and the key steps every project manager needs to get right from day one.
This video by ProjectManager.com covers the essential building blocks of project planning — directly applicable to Irish small businesses and charities starting any new project. For a deeper dive into project strategy, visit the PMI website at pmi.org where a comprehensive library of free resources is available.
Further Reading and Resources
Go Deeper.
PMI PMBOK Guide — 7th Edition
The global standard for project management knowledge. Essential reading for any serious project manager.
Visit pmi.orgAPM Body of Knowledge
The UK and Ireland standard for project management competence and professional practice.
Visit apm.org.ukDownload Project Brief Template
A free one page project brief template designed specifically for Irish small businesses and charities.
⬇ Download Free PDF