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In project management, simplicity doesn’t mean losing structure. At Pathfinder, we’re often asked whether the large-scale stage gate process is suitable for small, in-plant project portfolios. The answer is yes, it’s applicable, and no, it isn’t overkill, as long as it’s applied appropriately.
Every project, regardless of size, needs a solid foundation to succeed. The key is using the right level of structure and clarity to guide planning and execution without unnecessary complexity. Pathfinder calls this foundation The Project Delivery Magic Four, a set of core deliverables that form the backbone of every successful project.
1. Business Case / Project Charter
Defines why the project exists and what success looks like. It focuses on the purpose and outcomes, ensuring everyone understands the need before deciding how to achieve it.
Defines why the project exists and what success looks like. It focuses on the purpose and outcomes, ensuring everyone understands the need before deciding how to achieve it.
2. Detailed Scope of Work (Work Breakdown Structure)
Clarifies what is being delivered. The Work Breakdown Structure evolves during planning but must be finalized at authorization. Once locked, it provides stability and keeps cost and schedule under control.
Clarifies what is being delivered. The Work Breakdown Structure evolves during planning but must be finalized at authorization. Once locked, it provides stability and keeps cost and schedule under control.
3. Project Execution Plan (PEP)
Describes how the work will be carried out. It outlines responsibilities, timing, and approach, aligning the team from planning through execution.
Describes how the work will be carried out. It outlines responsibilities, timing, and approach, aligning the team from planning through execution.
4. Project Control and Reporting Template
Establishes how progress and performance are measured. It defines the format and timing of updates, ensuring information flows smoothly from the field to management.
Establishes how progress and performance are measured. It defines the format and timing of updates, ensuring information flows smoothly from the field to management.
Even the smallest projects benefit from these four essentials. They create alignment, accountability, and clarity from start to finish. The real art of project leadership lies in knowing when these four are enough and when a project’s complexity calls for additional deliverables.
At Pathfinder, our belief is simple: structure drives success, no matter the project size. The Project Delivery Magic Four provides the clarity and control that allow teams to deliver with confidence and consistency.
