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What is a Project Charter? Complete Guide & Examples

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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

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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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.

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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 .

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The Power of a Project Charter: Purpose, Creation, and Best Practice

The project charter is an essential component of project management, and in addition, for a Project Management Professional (PMP) candidate, a complete understanding of the project charter is critical for success on the PMP exam. This blog post will explore the role of a project charter, its key components, the process of project charter creation, and best practices.

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What is a Project Charter ?

A project charter is an important document that formally authorizes the existence of a project. It outlines the project’s purpose, objectives, scope, high-level requirements, key deliverables, project sponsor, and project manager’s responsibilities and authority levels.

The project charter serves as a reference point and guide for stakeholders throughout the project, providing a clear understanding of the project’s goals and boundaries. The project charter is typically signed off by the project sponsor, symbolizing the organization’s commitment to the project.

Role of a Project Charter

The project charter serves as an overview of the project’s high-level constraints, project risk, boundaries, and stakeholders. Additionally, it helps with gathering requirements to create the project scope statement.

The project charter is defined at the very beginning of a project, during the project initiation phase. It ensures that everyone involved in the project is aligned from the start and provides a reference point for making decisions throughout the project lifecycle.

Once the project charter is developed and signed off by the project sponsor, it grants the project manager the authority to proceed with the project planning process and to apply organizational resources.

Why is a Project Charter Useful?

A project charter is useful because it acts as a cornerstone for initiating and defining a project. By formally authorizing the existence of the project and allocating necessary resources, the project charter aligns stakeholder expectations and facilitates effective communication.

Project charters also empower project managers by establishing their authority and responsibilities, fostering efficient decision-making and resource management. Additionally, the project charter serves as a starting point for detailed planning and the development of the project management plan, ensuring a clear direction and the necessary support for project success.

Who Signs and Issues the Project Charter?

The project charter is typically created by a combination of stakeholders, including the project initiator or sponsor, project manager, business analyst, and potentially some members of the project team. Input from these stakeholders helps ensure that the project charter accurately reflects the project’s purpose, objectives, and scope.

The project sponsor, who is usually a high-ranking member of the organization with decision-making authority, is responsible for signing and approving the project charter. By signing the project charter, the project sponsor formally authorizes the project to proceed and grants the project manager the authority to utilize organizational resources for the project’s execution.

Project Charter vs. Project Scope vs. Project Management Plan

The project charter initiates the project and provides high-level information, while the project management plan and project scope statement build upon and refine this information, providing more detailed guidance for the project’s execution and management.

Project Charter:  This formal document provides a high-level overview of the project’s purpose, objectives, scope, and key stakeholders. It also establishes the project manager’s authority and serves as a foundation for the project.

Project Management Plan:  The project management plan is a comprehensive document that outlines how the project will be executed, monitored, controlled, and closed. It builds upon the information provided in the project charter and includes more detailed plans for scope, schedule, cost, quality, resources, communication, risk, procurement, and stakeholder management.

Project Scope Statement:  The project scope statement is a detailed description of the project’s scope, including the project’s boundaries, deliverables, and acceptance criteria. It refines and elaborates on the scope information presented in the project charter and serves as a reference for the project team and stakeholders throughout the project lifecycle.

Key Components

To create a project charter, you typically need input from various stakeholders and project team members. The specific inputs may vary depending on the organization and project, but here are the common elements required to create a project charter:

• Business Case : Present a compelling justification for the project that outlines the expected benefits, costs, and return on investment. It demonstrates the value and feasibility of the project.
• Project Purpose : Clearly state the reason for initiating the project, highlighting the problem or opportunity it aims to address.
• High-Level Requirements : Identify and document the key requirements or outcomes that the project must achieve to be considered successful.
• Defined at Organizational Level : Ensure that the project aligns with the organization’s strategic objectives, goals, and priorities. It should contribute to the organization’s overall mission and vision.
• Overall Project Risk : Assess and communicate the main risks and uncertainties associated with the project. This includes potential challenges, dependencies, and external factors that may impact the project’s success.
• Summary Key Milestone Schedule : Provide a high-level overview of the key project milestones, deliverables, and important deadlines. This helps to establish a timeline and identify critical points in the project’s progress.
• Pre-Approved Financial Resources : Secure confirmation or allocation of the necessary financial resources for the project. This includes budget approvals, funding sources, and any financial constraints or considerations.
• Project Approval Requirements : Define the criteria and process for obtaining project approval. Specify the decision-making authority and any required approvals from stakeholders or governing bodies.
• Project Exit Criteria : Identify the conditions or criteria that must be met for the project to be considered completed and ready for closure. This may include deliverables, quality standards, customer acceptance, or other relevant factors.
• Assigned Project Manager : Appoint a project manager who will be responsible for the overall planning, execution, and control of the project. Specify their role, authority, and responsibilities.
• Name and Authority of Project Sponsor : Identify the individual who will provide project sponsorship and support. Clarify their role, responsibilities, and decision-making authority levels.

How Do You Create a Project Charter?

To create a project charter, you typically need input from various stakeholders and project team members. Follow the steps outlined below, which align with the key components mentioned earlier:

• Define the Purpose and Project Scope:  Clearly articulate the purpose of the project based on the business case and establish its boundaries, deliverables, and exclusions.
• Set Project Goals and Objectives:  Identify and document the specific goals and objectives that the project aims to achieve. Ensure they are specific, measurable, attainable, relevant, and time-bound (SMART).
• Establish Project Manager and Team Roles:  Assign a project manager who will be responsible for overall project coordination and leadership. Define the roles and responsibilities of the project team members.
• Define High-Level Project Schedule:  Develop a high-level project schedule that outlines the major milestones and key deliverables. This helps to provide an overview of the project’s timeline.
• Develop a High-Level Timeline and Budget:  Create a timeline that identifies important project dates and milestones. Establish a high-level budget that outlines the estimated financial resources required for the project.
• Establish a High-Level Risk Management Plan:  Identify potential project risks and uncertainties that may affect the project’s success. Develop a high-level plan to manage and mitigate these risks.
• Define Communication Protocols:  Establish clear communication protocols and channels for effective information exchange among project stakeholders. Define how communication will be conducted, who needs to be involved, and the frequency and methods of communication.
• Obtain Formal Authorization:  Seek formal approval and authorization for the project charter. This may involve obtaining sign-off from relevant stakeholders or governing bodies.

By following these steps, you can create a comprehensive project charter that outlines the purpose, scope, objectives, roles, schedule, budget, project risks, communication plan, and formal authorization of the project. Remember to tailor the project charter to the specific needs and requirements of your project and organization.

Tips and Best Practices

• Use a standardized project charter template:  Employ a project charter template specific to your organization or industry to ensure consistency and adherence to organizational guidelines.
• Be clear and concise:  Focus on high-level information and avoid getting into excessive detail. The project charter should provide a clear overview of the project without overwhelming the reader with unnecessary details.
• Involve key stakeholders:  Collaborate with relevant stakeholders, such as the project sponsor, project manager, business analyst, and potentially some members of the project team, to gather input for the project charter and ensure that all perspectives are considered.
• Define project purpose and scope:  Clearly articulate the project’s purpose and scope, outlining what the project aims to achieve and its boundaries. This helps provide a shared understanding among stakeholders.
• Establish project milestones:  Create a summary milestone schedule to keep the project on track and measure progress.
• Establish roles and responsibilities:  Clearly define the roles and responsibilities of the project manager and other key team members. This helps to create accountability and ensure that everyone understands their role in the project.
• Develop a high-level timeline and budget:  Estimate the project’s timeline and budget, providing a baseline for tracking progress and managing resources.
• Identify risks and mitigation strategies:  Proactively identify potential risks and develop high-level plans for addressing and mitigating those risks throughout the project.
• Establish communication protocols:  Set communication channels and protocols for sharing information among stakeholders and keeping everyone informed about project progress.

By following these best practices, you can create an effective project charter that sets the foundation for successful project planning and execution.

Common Mistakes When Creating a Project Charter

Common mistakes in creating a project charter include:

• Getting too detailed:  The project charter should focus on high-level information, providing a clear overview of the project. Including excessive detail can overwhelm the reader and make the document less effective as a reference point.
• Overloading the charter:  Trying to include more information than necessary can make the project charter confusing and difficult to navigate. Stick to the essential elements to keep the project charter focused.
• Blending team charter elements:  Mixing team charter elements, such as individual roles and responsibilities, with the project charter can dilute the document’s purpose. Keep the focus on the project’s high-level goals and objectives.
• Lack of stakeholder involvement:  Failing to involve stakeholders in the creation of the project charter can lead to misaligned expectations and potential conflicts later in the project. Ensure that all relevant stakeholders contribute to the charter development.
• Unclear objectives and scope:  Ambiguous or poorly defined project objectives and scope can lead to confusion and scope creep. Clearly articulate the project’s purpose, goals, and boundaries to avoid misunderstandings.
• Unrealistic timelines and budgets:  Overly optimistic timelines and budgets can set the project up for failure. Ensure that your estimates are realistic and achievable to avoid disappointment and frustration later.
• Insufficient risk identification:  Failing to identify and address potential risks can lead to unexpected issues during the project. Proactively identify risks and develop high-level plans for mitigating them.
• Inadequate communication protocols:  Poorly defined communication channels and protocols can hinder information sharing and collaboration. Establish clear communication guidelines for the project.
• Skipping formal authorization:  Neglecting to obtain formal approval from the project sponsor can result in a lack of authority for the project manager to proceed. Ensure that the project sponsor signs off on the project charter.
• Not revisiting the charter when needed:  While the project charter should remain relatively stable, it may occasionally require clarification or adjustments. Failing to revisit the charter when necessary can lead to confusion and misaligned expectations.

By avoiding these common mistakes, you can create a more effective project charter that serves as a solid foundation for your project.

Project Charter and the PMP Exam

The PMP exam assesses your knowledge, skills, and experience in project management. To succeed in the exam, you need to have a comprehensive understanding of the project charter and its role in project initiation. Some aspects you should focus on include:

• The purpose of the project charter
• Components of a project charter
• The process of creating a project charter
• Inputs to the project charter
• The relationship between the project charter and other project documents, such as the project management plan and project scope statement
• Best practices and common mistakes in creating a project charter
• Integration with other knowledge areas in the PMBOK Guide

Tips for PMP Exam Success

To succeed on the PMP exam, make sure to study the Project Management Body of Knowledge (PMBOK) Guide , which serves as the foundation for project management best practices. In addition, consider attending PMP exam preparation courses, participating in study groups, and utilizing online resources such as practice exams and discussion forums. A strong understanding of project charters will not only help you on the PMP exam but also enable you to apply this knowledge effectively in real-world project management situations.

The project charter is a vital tool in helping to define the project’s purpose, scope, and key stakeholders. By following best practices and involving all relevant stakeholders in its creation, a project charter can lay a strong foundation for successful project planning and execution.

Erin Aldridge, PMP, PMI-ACP, & CSPO

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Project Charter: Guide with Template and Examples

The project charter is an essential part of any project. This article explains its importance and goes into further instruction on what makes good charters and how to make one yourself. A well-written project plan, with all its key elements, is a way to ensure a project's success.

What is a Project Charter?

The project charter is one of the first tasks of a project manager ahead of the new project. It is a document that serves to formally announce the selection and approval of the project. Also, it grants the project manager authority to meet project objectives while using organisational resources. It also contains the main project goals and the designation of roles and responsibilities.

Its purpose is to help the involved project managers & the stakeholders understand what the given project is supposed to accomplish. It defines the project's success, offers deadlines, and provides information on identified risks and the budget. Serves as the basis for the project planning. It maps out each step of the way so that any changes can be implemented easily and smoothly.

Sometimes, there is confusion about what a project charter really is. Many times it goes by synonyms e.g. project plan or project brief or even by the name of the business case. However, the differences are not just in names but in their purposes as well.

Difference between Project Charter and Project Plan

A project plan is a formally approved document that is supposed to guide through project execution. It also controls by detailedly explaining how and when to fulfil the project objectives by showing the major products, milestones, activities, and resources required for the project.

A project charter, on the other hand, is an unapproved proposal and the first deliverable of the project. It is used to secure stakeholder approval of project goals. It establishes the authority of the project manager . Once the top management approves it, the project manager prepares the project plan. The project plan shows how to achieve the approved project goals. So essentially, it is a draft that is later used for developing a formal document (project plan).

Difference between Project Charter and Project Brief

A project brief is created after the project has officially been approved. The project brief is a shorter, simpler version of the project plan. It is used by the project team and stakeholders for reference. This short document contains background information, project objectives and criteria for success as well as project timeline and target audience - each brief depends on the project scope and the project's complexity. The similarity is, that they both explain why the project is a good idea and what everyone's tasks during it are.

Difference between Project Charter and Business case

A business case is about understanding what the project's impact on the business will be. Essentially it's imagining a scenario where we evaluate if the completed project's goals are worth pursuing. But it is important to note that it is only about setting the financial parameters, not about making a decision whether to invest in it. So a project manager might create many business cases but only make a project charter for some of them. It draws from the business case for the financial parameters in which the project needs to operate. It is also the key assumption from the business case as well, most likely about the scope and timeline.

So the whole project process usually contains all three of these documents: the business case is a document that is created first; then, following it, a project charter gets drafted. According to a project charter, a simple and short document used for reference is made - a project brief. And lastly, a project plan is created. The project plan is the most important part as it contains all the guidelines the project team and project manager should follow.

Why is a Project Charter used in Project Management?

Using a project charter has many benefits. It is helpful to not only project managers and project team members but to stakeholders and clients as well. Firstly, a project charter is helpful for determining project value - if is it worth carrying out the project. The most obvious benefit is that it helps in avoiding future problems because everything is already planned out. By addressing everything before starting the project, you are avoiding future conflicts and saving time that would have been spent on negotiation. It also ensures that there is enough available funding and sets the project budget outline. Most importantly, it helps the team have clear guidelines and confidence that by following them and hitting those milestones, they are reaching the needed criteria for the project's success. This also boosts team morale because they are working under effective and well-organised management, avoiding confusion and frustrations.

As for the project charter's benefits for stakeholders and clients - it helps them understand what to expect. This way they know exactly what they are approving and this makes it easier to avoid conflict and alternations to the project later on (also avoiding problems regarding cost and resources).

Why Project Charter is so Important?

The main reason for creating a project plan is to have a formal authorisation of the project & proof of agreement. Otherwise, without it, a project could be cancelled or audited anytime for any reason. It serves as a contract for the project team by containing information about everyone's roles in a way everyone can understand and agree on. The importance of this "contract" does not only benefit the project manager. It is also used to ensure that the project manager understands stakeholders' needs and requirements. It also provides them with vital information about the project's process. Because of these reasons, we can say the importance of a project plan is reflected in its three main benefits:

It Helps a Project Manager's Relationship with Stakeholders

A project charter has a huge role in the formulation of the project plan. It is especially helpful when it comes to project stakeholder relations. While creating the project charter, a project manager should think about what roles stakeholders need to play or what is needed from them. For this, it is important to do a stakeholder analysis. Once the stakeholder analysis is complete, utilize the gathered knowledge to identify key stakeholders involved in the project. Ensure their active involvement in creating the project plan.

It Grants Authority to the Project Manager

Keeping too much meddling of stakeholders in the project can sometimes be difficult. Some of the key project stakeholders might try to persuade project management to alter projects towards something that benefits them more. But having this "contract" to refer back to, to show them what they originally agreed on keeps project managers in charge. Officially having authority assigned to the project managers is why the project charter has that much importance for them. By planning and controlling the project, the importance of their role and the power they hold is established to the team members and main stakeholders.

It Guides the Project

The project charter is "an essence" of the project- it is used for referencing the plan and making sure everything is going according to it. Most of the time this is the reason people confuse it with the project plan itself but a proper project plan is much more complicated and contains a lot more information than the charter does. When you just want to make sure everything is going in the right direction, a project charter is more useful as you don't need to see the whole project life cycle . This is useful for comparing whether doing a certain task is actually doing something that will impact the overall business objectives.

How to Write a Successful Project Charter

Writing the project charter may be a challenge, especially for the less-experienced project managers. The following tips can help create a backbone structure for the document:

Start with the Vision

A clear vision is an absolute must when it comes to the initial charter. Determining what the project aims to accomplish is as important as writing it out in the form of an easy-to-understand, all-encompassing vision statement. It should include measurable and realistic objectives and all relevant information about the project. Likewise, it should focus on the outcome and list the tangible ways that the project will influence the company or organization.

Manage the Stakeholders, Customers, and their Roles

It is essential to identify and include information on all the roles in the project. This includes the list of stakeholders and their connection to the project and the customers or end-users. All the other persons involved should be identified the project manager, the board, and the sponsors. What are their relationships, and how do they interact? Outlining everyone’s responsibility will help with troubleshooting in the future.

Develop a Timetable

Once the vision and roles are established, it is time to describe the project unfolding. This includes a plan with all the activities and individual phases of the project . A detailed outline of the project development serves to provide clarity at any time of the process and helps gain the confidence of the stakeholders and customers in the project. This part of the project charter document can include individual milestones, and due dates and list all necessary equipment and resources used.

Assess the Risks

Risk assessment is an important part of any project planning. The project charter should list any possible constraints and challenges the project may face in different phases of its development. The risk assessment should also include problems and issues that have already occurred and are related to the project. Such information will prove useful once the project runs and encounters any difficulties.

Project Charter Template

The project charter's elements are more or less dependent on the nature of the project and its requirements. Usually, every project consists of the following elements:

Project Name

The project name should be something that contains the very purpose of the project. Keep it simple and relevant.

Project Objectives and Specifications

Project objectives are the key element of the project charter. It explains why the project was proposed, what solution it brings to a problem and how it will impact the organisation and help bring it closer to achieving goals.

Deliverables

This element of a project management charter describes what the result of the project will be delivered - what is the finished product or service? This part, other than key deliverables, can also include success criteria - what metrics are used to measure the project's success and has the end product really accomplished everything that was planned.

Scope and Risks

The scope provides boundaries that help maintain focus and avoid scope creep . Scope management is helpful for following the planned timeline and achieving goals set out for each phase. Simply put, the scope statement in a project charter is a reference point for project managers to allow or reject a request during the process of a project.

Another very important thing for reaching the planned due dates is avoiding as many risks as possible. That is the reason why a project charter should also state all the potential risks and constraints as well as plans for analysing and solving them through the project.

Timeframe or Milestones

Timeframes and milestones in the project charter should also be considered as a part of the project scope's timeline. They are used to show when each phase of the project should be completed. If not stated next to deliverables, this element of the project charter can also include measures .

Project Budget

This section of a charter borrows from the business case. It should explain all of the project's costs, and where the money will come from and it should also contain a list of any additional resources (such as, for example, project management software) needed to execute the project.

Key Project Stakeholders and Clients

During the project, there will probably be a need for reporting to external stakeholders such as clients or project sponsors. Knowing which project sponsor or end user should be notified of the key information related to the charter project is why it is important to keep a list of those individuals. Completing stakeholders analysis allows you to know who are the main stakeholders that play key roles in the project's purpose and keep them updated regularly.

Team Roles and Responsibilities

List out everyone who is involved in the project as well as their roles and responsibilities. Usually, this list contains everyone - end user, key stakeholder, project sponsor and development team. It outlines the role, the person assigned to it, and the responsibilities of that role. The breakdown of each team member's responsibilities will eliminate the confusion about who is responsible for which aspect of the project. It will also allow for an easier communication process. This brings us to another important element to keep in mind when creating the project charter - the communication plan.

The communication plan outlines the way the development team will contact the customers or key stakeholders and the way they will communicate between themselves as well as how often that will be -daily updates, weekly, optional or mandatory meetings... Every preference depends on the project manager's style of management, the project team's preference as well as the type of project they are working on.

Sometimes having resources, objectives, stakeholders, deliverables and everything else overlapping in your thoughts may become confusing. Hence it is easier to think about three influential factors and then divide them into these elements. The three most important questions to answer while making a project charter are who, what and why?

Example of Project Charter

The project charter is an important part of any project planning and knowing how to make one is a necessity in the project management field. If you wish to learn more about project charters and other project management aspects, take a look at the Institute's PMP course. This course is designed to help you understand the role of a project manager and just how important a project charter really is.

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Project Charter: Example, Template, Definition, & Purpose [PMBOK]

A project charter is a formal document that authorizes the existence of a project and gives authority to the manager to use organizational resources for achieving the project objectives.

A project charter is generally prepared at the start of a project. It is signed by the project sponsor. Usually, it is an internal document but it can be issued by an external sponsor (customer) also.

I have written this article to explain every possible detail of a modern project charter. You will understand the definition, and meaning of a charter with the help of an example in this article. It will also tell you about the purpose and importance of this document in project management. You will also find a sample project charter template that can be downloaded as pdf document.

Different project management standards and methodologies define project charter differently. I have taken PMBOK Guide’s standard for project management for creating a project charter template. You can use it for your projects.

Table of Contents

Definition of Project Charter from 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 a project manager with the authority to apply organizational resources to project activities.

PMBOK Guide

You can also refer to Max Wideman Glossary to read some other definitions of project charter.

Other Definitions

Refer to the following diagram for understanding the relationship between a client organization and a project performing organization.

Customer is the person(s) or organization(s) that will pay for the project’s product, service, or result. Customers can be internal or external to the performing organization.

A person or group who provides resources and support for the project, program, or portfolio and is accountable for enabling success.

Project Manager

The person assigned by the performing organization to lead the team that is responsible for achieving the project objectives.

Performing Organization

An enterprise whose personnel are most directly involved in doing the work of the project or program.

You can read my other articles to understand the difference between Project Sponspor vs Customer and Project Charter vs Contract .

Purpose of Project Charter

The most important purpose of the project charter is to establish the existence of a project and to assign the project manager to deliver on project objectives. It is a very important & critical document and serves few other purposes as well.

• It recognizes the existence of the project.
• It authorizes the project manager to use the organizational resources to meet the documented objectives of the project under the given constraints.
• It defines the authority level of the project manager.
• It ensures that all major project stakeholders formally agree on the project description and are fully committed towards the project goal.
• It provides a bird’s eye view of the project by documenting project’s goal, objective, description, and purpose.
• It contains high level information that is available at the start of the project e.g. scope, schedule, budget, resource estimates, risks, and deliverables.
• It lists all the major project stakeholders and their role in the project.
• It defines high level role and responsibilities of the major project stakeholders.

How to Prepare a Project Charter?

The Project Charter should ideally be prepared by the Project Sponsor but often this responsibility is delegated to Project Manager and the team. Sometimes the Charter is collectively prepared by a group of people that includes both the Sponsor and Project Manager.

Once PC is prepared, it is signed and issued by the Sponsor.

Ideally the PC should be prepared before the Project Kickoff meeting and presented to all major stakeholders during the meeting. This brings everyone on the same page and ensures commitment towards project goal.

The author of the Project Charter generally uses information contained in the following documents to prepare the Charter:

• Client agreements including but not limited to signed contract, Memorandum Of Understanding (MOU), Ltter Of Intent (LOI), and pre-bid documents.
• Business Case
• Statement of Work

Major Elements and Components of Project Charter

Description.

• High level Scope & requirements
• High level duration & effort estimates
• High level schedule and major milestones

High level budget

• High level assumptions
• High level constraints
• High level dependencies
• High level risks
• List Of major stakeholders and their respective high level role & responsibilities
• Project Organization Chart
• Name of the Project Manager
• Name of the Project Sponsor

Project Charter Example for Attaining PMP Certification

I have used the above components to create a sample PC for a person who wants to attain PMP certification. It does not contain all the elements but it gives a fair representation of a real PC. The sample PC may look like:

To complete the PMP Certification within a period of 2 months.

PMP Certification is an industry recognized credential for project managers. PMP demonstrates the experience, skill and competency required to lead and direct projects.

High level scope

• Complete 35 contact hour project management education/training.
• Study the PMBOK Guide.
• Study a good exam prep book.
• Do some practice tests.
• Fill online application form.
• Take the certification exam.
• Pass the exam.

USD 1000 – Reference taken from How Much Does It Cost To Fo PMP?

High level schedule

2 months – Reference taken from How Much Time Is Required For PMP Prep?

This is just a small example. A real world PC would include much more details.

Over To You

Does your organization use Project charter? Do you think PC is an important document?

I would love to hear from you.

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How To Write A Good Project Charter: Templates and Examples

April 15, 2024 · 7 min read

A project charter is an essential document in project management , providing a clear framework for a project's execution. This article aims to offer a comprehensive understanding of what a project cfharter entails, importance of project charter, and how to effectively craft one. Plus, you will find a project charter example to implement it in your projects.

The Soccer Game Metaphor

Imagine you're a middle school student eagerly waiting to play soccer after school. The bell rings, and you and your friends rush to the schoolyard. You have a ball and form teams, but there's a problem: you don't have goalposts. You use backpacks instead, and the game begins. However, the ball frequently flies into the neighboring yard, causing interruptions, and some players stand by the goalpost, making the game frustrating.

In this scenario, setting clear rules beforehand would have made the game more enjoyable. Similarly, in project management, a project charter summarizes all the "rules of the game," ensuring everyone knows their roles and responsibilities, preventing disruptions, and facilitating smooth project execution.

What is a Project Charter?

A project charter is not just a filled-in template but a strategic document that defines the project's objectives, scope, and guidelines. The purpose of project charter is to ensure that all stakeholders have a shared understanding and agreement on what the project entails. 

What does a project charter include?

Here are the key project charter elements:

• Project Purpose: Clearly defines the project's objectives and the problem it aims to solve.
• Scope and Deliverables: Outlines what is included in the project scope and the expected deliverables.
• Roles and Responsibilities: Specifies the roles of everyone involved in the project, from team members to sponsors.
• Budget and Resources: Details the budget, including financial limits and available resources.
• Timeline: Provides a high-level timeline or milestones for the project.
• Risk Management : Identifies potential risks and strategies for mitigating them.

▶️ Download Project Charter Template for Free

How to Describe Goals in a Project Charter

The title of a project charter.

A project charter begins with a title that should be informative and easily understandable because it's something you'll live with for the duration of the project. It has to resonate with you and the project's essence.

Defining Project Goals

Setting project goals is essential for ensuring that the project serves a purpose beyond mere activity. To measure success, we need to assess whether the system is efficient, effective, and meets the needs it was designed to address. It's crucial that the project goal is not just a restatement of the project's activities but rather a clear, purposeful objective.

The “5 Whys” Rule

Verifying the goal is the next critical step. Once a goal is formulated, apply the "5 Whys" rule. This involves starting with the initial requirement and asking "Why?" five times to drill down to the core reason for the project. Using a 5 Whys template can streamline this process, providing a structured way to track and document the answers as you work toward uncovering the root cause. This iterative questioning helps ensure that the goal is well-considered and addresses the root issue.

For example, if a client states, “We need to implement an electronic document management system,” the next step is to ask why. The response might be, “It will speed up the document flow within the company.” Continue asking why until you reach the fifth answer. This method helps differentiate genuine goals from superficial ones.

However, there is an exception: if any of the "Whys" ends with "money," you've reached a fundamental objective and can stop there. This rule effectively identifies genuine goals and ensures that project objectives are meaningful and well-founded.

Setting Deadlines in the Project Charter

The most critical aspect of a project charter is establishing boundaries. By signing the charter, you and the sponsor agree on certain parameters, then the sponsor steps back to await results. When defining these parameters, consider what you've committed to and ensure it includes realistic deadlines. 

The charter outlines major milestones rather than a detailed schedule. Include only the most critical, project-defining deadlines to avoid cluttering your charter with unnecessary milestones.

Estimating Timelines

The most common question when making an agile project charter is how to assess timelines at this stage. Often, project initiation provides a rough timeline of the milestone schedule in the project charter. At this stage, involving team experts is crucial for a realistic assessment.

The initiation phase itself usually lasts very short, maybe 2–3 days, sometimes even hours. That's why here we have quick expert assessments. We simply won't have time to create a schedule. 

Why is that? Because initiation is a stage where no one is responsible for anything yet. The company is still not sure if it can take the project. So, it might end up leading to nothing. Hence, we cannot afford to spend many resources on assessment. It's too costly for us.

In IT projects, capital expenses are not significant; they are proportional to programmers' salaries. There's nothing like spending huge amounts at the beginning, and everything is only useful if we reach the end. It's more advantageous to start working faster than to think for a long time. 

The Role of Knowledge Base

Expert judgments form the basis of early-stage estimates, reflecting the team's subjective opinions and experiences. But also, there is one more thing that you can rely on when making estimations —  a knowledge base. 

It's crucially important. But unfortunately, it often doesn't work, becomes cluttered, or remains unused. But even if you're unlucky with the corporate knowledge base, nothing prevents you from creating your personal knowledge base, where you will reflect personal life experience, deposit successful project charters, risk registers. 

All these artifacts are tremendously reusable. For example, in the risk register, up to 90% can be reused if it's the same company or a similar customer. 70-80% of hierarchical structures can also be reused.

Understanding the Margin of Error

It's essential to understand that estimates at the initiation stage are rough estimates. 

According to PMI statistics, the error margin of such estimates is about 50%. It's good accuracy for the initiation stage. 

Later, you will make a more accurate plan, where accuracy is about 25%. And as the project progresses, the accuracy increases. To manage this uncertainty, project charters often include a contingency of plus 50% to the initial estimates when negotiating with sponsors.

How to Navigate Resources

From our previous articles , we remember that not all managers directly handle financial aspects across every project. Often, managers get human resources instead and sometimes don’t even know how salaries are distributed. Also, there is a hybrid scenario where both personnel and a budget are provided. What, then, should be documented in the charter? The straightforward answer is: everything.

Budget-Only Projects

For projects with a budget as the primary resource, it’s quite simple. It's sufficient to state that the project's budget shall not exceed a certain amount. In larger corporate environments, it's equally vital to specify payment schedules to ensure timely fund disbursement and plan for the rhythm of cash flow.

Resource Requirements Beyond Finances

What if you get resources for your project? Let’s start with equipment and materials rather than personnel. In this case, it's important to list what is needed and by when, especially if timing is critical. 

When human resources are involved—say, the need for five developers and two testers—it's crucial to understand that a charter is a fixed plan. Listing individuals by name can backfire if changes in personnel occur, necessitating a project reboot. 

A more practical approach is to describe needed roles as clearly as possible. For example, specifying the need for five Java programmers, with at least two at a senior level and the rest at a middle level, helps in defining necessary skills without tying the project to specific individuals. 

There are exceptions, such as when a project is uniquely dependent on a specific individual's expertise, like an engineer who designed a system being upgraded. In such cases, the project's timeline and budget might be tailored to that individual's involvement, making their participation non-negotiable. Otherwise, it’ll be the other project with other timing and budget, as it’ll require reverse engineering and lots of time to get how the system functions. 

How to Define the Project Scope

Shifting focus to the project content statement, it's evident that this section is typically the most voluminous. Despite the charter's limited page count—often three to five pages—it's imperative not to conflate it with a more fluid document like a technical specification, which many managers opt to forego. A charter's essence lies in concisely and accurately detailing the project's core elements.

The content section should clarify two primary aspects: what will be done and what will not. 

Using the example of building a house, you may come up with endlessly detailing the construction nuances. However, the content's purpose is to safeguard project objectives and clarify initial expectations. It's about stating the construction of a brick house with ten floors, while explicitly excluding tasks like landscaping, interior decoration, and the building's handover process.

Keeping the description succinct yet comprehensive ensures that the charter remains focused and avoids dwelling on variables that should not constrain its scope.

How to Identify Stakeholders

This section typically identifies two primary stakeholders : the sponsor and the manager . It's essential to clearly understand who initiates the project and who implements it, noting that their roles are complementary rather than contradictory. 

But what happens if there's a change in management or sponsorship? Such changes are viewed as significant disruptions, necessitating a project restart.

Should the customer be included in the charter? Engaging customers can be beneficial. However, there are clear situations where the charter should not be shared with them. For example, revealing the budget details in the charter can lead to complications, especially as the project budget usually does not match the customer's payment. Similarly, disclosing the team's composition might raise concerns if the customer feels the investment does not align with the team's size.

How to Determine Risk Section

The charter should specify "terminal non-mitigable risks" — those that could spell the end of the project if they materialize, such as natural disasters or regulatory changes.

This distinction helps sponsors understand situations beyond the project team's control. Conversely, issues like key team members leaving are not considered terminal risks, as managing such scenarios falls within the manager's purview, particularly in strong matrix organizational structures .

How to Understand Delivery Outcomes

Besides the mandatory sections, the charter can include segments that refine the project's goals and scope. A common addition is the "Delivery Outcomes and Key KPIs" section. 

Let's assume we have a project for creating and implementing an Electronic Document Management System (EDMS) at a company. The content outlines the key tasks we will undertake, and what we will not. Following this, we need to decide how we will verify that the system has been created and implemented. This is where these two points come in.

In the delivery outcomes, it is specified what constitutes the system's creation physically. This is usually a flash drive or another data storage device. But what does it mean for the system to be implemented? It means that it has been installed at workstations, tested, and official documents, such as training logs, have been created. Essentially, these are artifacts for legal or accounting purposes.

How to Set Key KPIs

When will we truly consider the system to be created and accepted? For creation, we can develop some test programs. But what does it mean for the system to be implemented? Can installing it on a single workstation be considered as an implementation? Does training two people count? 

Usually, digital criteria are used to assess implementation. For example: the system is installed on no fewer than 100 workstations, at least 200 users have been trained, and these users have entered no less than 10,000 documents into the system.

Documenting the Charter: How to Write a Project Charter

The format of the charter is crucial. Since it is immutable, it is best maintained as an uneditable electronic document or printed on paper. Bringing a paper document to a sponsor/director for signature, it is generally the most reliable way to ensure they have actually read it. 

Afterwards, the charter can be scanned and uploaded as an electronic document. Importantly: the entire team sees the charter. Because it contains goals, constraints, everyone understands whether the system has been implemented or not, what the KPIs are, what we are doing, and what not.

Project Plan vs Project Charter

As the final step, let’s make sure you see a clear difference between a project plan and a project charter. While they are both essential documents, they serve distinct purposes and are utilized at different stages of a project.

A project charter is the foundational document that formally authorizes the existence of a project. It is created early in the project initiation phase and serves as an official statement of the project's scope, objectives, and stakeholders. The charter outlines the project's purpose, the business need it addresses, and the expected outcomes. 

The project charter is essential for gaining approval and securing the necessary resources to move forward. It provides a high-level framework and sets the stage for detailed planning.

The project plan, on the other hand, is a comprehensive document that guides the execution and control of the project. It is developed during the project planning phase after the charter has been approved. The project plan dives into the specifics of how the project will be executed, monitored, and controlled. Key components of a project plan include:

• Detailed Scope Statement: Expands on the high-level scope defined in the charter, providing more granular detail.
• Work Breakdown Structure (WBS) : A hierarchical decomposition of the total scope of work to accomplish the project objectives.
• Schedule and Timeline: Detailed timeline with phases, tasks, durations, dependencies, and milestones.
• Resource Plan: Identification and allocation of resources, including personnel, equipment, and materials.
• Budget and Cost Management: Detailed budget estimates and cost management plans.
• Risk Management Plan: Identification, analysis, and mitigation strategies for potential risks.
• Quality Management Plan: Standards and processes to ensure project deliverables meet quality requirements.
• Communication Plan: How information will be disseminated to stakeholders.
• Change Management Plan: Procedures for managing changes to the project scope, schedule, and budget.
• Procurement Plan: Strategies for acquiring necessary products and services from external vendors.

The project plan serves as the roadmap for the project team , providing detailed instructions and guidelines for managing the project from start to finish. It is a living document, often updated as the project progresses and new information becomes available.

Business Case vs Project Charter

Now let’s see the difference between the business case and the project charter 

While both are critical documents, they serve distinct purposes and are used at different stages of the project lifecycle . 

The primary purpose of a business case is to justify the investment in a project. It provides a comprehensive analysis of the business need, potential benefits, costs, risks, and alignment with organizational objectives whereas the project charter authorizes the project and sets the foundation for detailed planning and execution. 

 Let’s explore the key differences:

• Business Case: Developed during the initiation phase before the project is formally approved.
• Project Charter: Created after the business case is approved and the project is authorized.
• Business Case: Focuses on the 'why' of the project, providing a rationale for investment.
• Project Charter: Focuses on the 'what' and 'how,' outlining the project's objectives, scope, and high-level plan.
• Business Case: Includes detailed analysis, such as cost-benefit, risk assessment, and alternatives.
• Project Charter: Includes high-level project scope, objectives, milestones, and roles.
• Business Case: Used to gain initial project approval and funding.
• Project Charter: Used to formally start the project and assign resources

Six Sigma Project Charter

What is six sigma.

Six Sigma is a set of techniques and tools for process improvement, developed by Motorola in 1986. It aims to improve the quality of process outputs by identifying and removing the causes of defects (errors) and minimizing variability in manufacturing and business processes. The Six Sigma methodology follows two project methodologies inspired by Deming's Plan-Do-Study-Act Cycle:

• DMAIC (Define, Measure, Analyze, Improve, Control) - used for improving existing business processes.
• DMADV (Define, Measure, Analyze, Design, Verify) - used for creating new process designs or products.

What is a Six Sigma Project Charter?

A Six Sigma Project Charter is a formal document that outlines a Six Sigma project. It serves as a roadmap for the project, defining its objectives, scope, and participants. The charter ensures that all stakeholders have a clear understanding of what the project aims to achieve and how it will be conducted. Key elements of a Six Sigma Project Charter include:

• Project Title: A concise name that identifies the project.
• Problem Statement: A clear description of the problem that the project aims to address.
• Business Case: Justification for why the project is important, including the potential financial and strategic benefits.
• Goal Statement: Specific, measurable objectives that the project aims to achieve.
• Scope: Boundaries of the project, specifying what is included and what is not included.
• Timeline: Key milestones and deadlines for the project.
• Team Members: Names and roles of the project team members, including the project leader and any other key stakeholders.
• Resources: Resources required for the project, including budget, equipment, and personnel.
• Stakeholders: List of individuals or groups with an interest in the project and its outcomes.
• Assumptions and Constraints: Any assumptions or constraints that might affect the project.
• Metrics: Specific metrics that will be used to measure the success of the project.

Crafting a project charter is a critical step in ensuring the success of project management . With all elements of a project charter and project charter assumptions, it serves as a foundational document that aligns all stakeholders, defines clear objectives, and sets the parameters for execution. By establishing a shared understanding through the project charter, teams can minimize disruptions and maintain focus on their goals.

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Project Charter: Complete Guide with Examples

Have you ever started a project only to see it spiral out of control? Critical or high-priority deadlines are missed, resources are mismanaged, and team members are confused about their roles.

The root cause? The absence of an effective project charter!

A well-prepared project charter document is crucial for setting the foundation of any successful project. It describes the goals, stakeholders, scope, and other details of the project and offers a clear road map for all parties involved.

A well-crafted project charter document is essential for pitching to stakeholders and establishing clear boundaries for the project, which ultimately leads to more effective project management.

So, when you prepare a comprehensive project charter, you ensure alignment, clarity, and direction from the outset, thus significantly increasing the likelihood of your project’s success.

In this guide, we’ll walk you through the key components and steps to create a project charter that sets you up for effective project management.

What is a project charter?

A project charter is a document that acts as an essential reference point throughout the project lifecycle, providing purpose and clear direction at every step. Project charters are foundational elements in project management, outlining objectives, scope, and stakeholder involvement to facilitate effective communication among all parties involved.

The charter typically includes details like the project’s goals, timeline, deliverables, and team members’ roles and responsibilities. It is usually authorized by a project sponsor or senior management, ensuring alignment with organizational goals.

Having this document prepared is crucial because it officially approves the commencement of the project. It denotes that the project manager has been given the power to assign tasks and make important decisions.

Without a project charter, projects can lack clarity and direction. This often leads to miscommunication, scope creep , and resource mismanagement. Moreover, without this document, projects are more likely to face delays, cost overruns, and, ultimately, failure.

What Is a Project Charter in Project Management?

A project charter is a fundamental document in project management that formally approves the start of a project. It details the project’s goals, scope, key stakeholders, and key roles, offering a clear framework for the project’s successful execution.

For project managers, the charter equips them with the authority to allocate necessary resources, define tasks, and set milestones. It helps them ensure that everyone involved in the team is on the same page from the outset.

Identifying and managing project risks within the project charter is crucial. Detailing potential threats and including risk registers and management strategies can significantly enhance the chances of project success.

The project charter serves as a sourcebook for team members, clarifying their roles, responsibilities, and the overall course of the project. This document helps prevent confusion and ensures that all activities align with the project’s specific objectives.

Let’s take the example of a new software development project. Without a project charter, the project manager would struggle with undefined goals, leading to confusion and misalignment among team members.

However, with a project charter in place, the project manager can outline the goal of creating a user-friendly app within a specific period, define the budget, mention key stakeholders, and assign roles such as developers, testers, and designers.

Team members, aware of their specific roles, can collaborate effectively to meet milestones. A project manager uses the charter to keep an eye on developments, control risks, and make sure the project stays on course, all of which will contribute to a timely and successful app launch.

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Difference Between Project Charter and Project Plan

In project management, the terms “project charter” and “project plan” are both crucial documents for beginning and executing a project, but they serve different purposes and phases of the project lifecycle. Although they share similarities, they are often used interchangeably, leading to confusion.

Let’s understand the differences between the two:

Project charter

A project charter is a brief but critical document that initiates the project. As we mentioned earlier, it outlines the project’s purpose, objectives, scope, stakeholders, and the authority granted to the project manager.

The project scope statement is essential in defining what is included and excluded from the project, setting clear boundaries and outlining deliverables, acceptance criteria, and budget considerations.

The charter mainly focuses on defining the project’s boundaries and aligning them with organizational goals.

Project Plan

On the other hand, a project plan is a detailed document that tells us how the project will be executed, monitored, and completed. It includes specific details such as tasks and how they will be executed, timelines, resources, strategies to achieve the project’s targets, and other risk management strategies. 

The project plan breaks down the project into actionable steps, assigning responsibilities and setting due dates for deliverables.

Key Benefits of Having a Project Charter

A well-written, thoroughly prepared project charter offers several benefits:

1. Defines success criteria

A project charter outlines the criteria for project success and ensures that everyone understands the goals and objectives. This clarity provides a benchmark for measuring progress, maintaining focus, and driving the team toward a common vision.

2. Establishes a timeline

Setting a timeline helps in planning and managing time effectively, and a project charter does exactly that, providing a high-level schedule that guides the project’s overall pace. This helps ensure that the team remains on track, facilitating better time management and timely project completion.

3. Prevents scope creep

By defining the project’s scope and boundaries, the project charter helps prevent scope creep . It delineates what is included in the project and what is not, helping to manage expectations and maintain focus. This clarity protects against unplanned changes that can derail the project.

4. Highlights project value

Understanding a project’s value is key to gaining stakeholder support. The project charter articulates the project’s value and benefits, making it easier to communicate its importance to stakeholders. Identifying and engaging project stakeholders within the project charter is essential to define their roles, responsibilities, and communication plans. When they understand the project’s impact, it helps gain their support, which is crucial for securing ongoing commitment and resources.

5. Sets clear guidelines for the team

The project charter provides clear guidelines for the project team, outlining roles, responsibilities, and expectations. Defining the roles and responsibilities of project team members within the project charter is crucial for ensuring their effective engagement and contribution. This clarity promotes better cooperation and accountability among team members, as everyone knows their part. It also reduces confusion and maintains a collaborative working environment.

6. Clarifies the budget

A project charter includes preliminary budget information and setting financial expectations. It ensures that resources are allocated appropriately and helps in managing costs. It also prevents overspending and helps the team make informed financial decisions throughout the project.

7. Saves time in the long run

A clear roadmap reduces misunderstandings and miscommunication, saving time in the long run. By creating a detailed project charter, the team can navigate challenges more effectively, minimize delays, stay on course, and enhance project efficiency.

Key components of a project charter

Below are some critical components of a project charter that cannot be missed while it is being made:

1. Overview

The overview section in the charter offers an extensive summary of the project. It includes the project’s name, description, and purpose. This section answers the fundamental questions: 

• What is the project about?
• Why is it being undertaken?
• What are its objectives?

The overview sets the stage for the rest of the document and ensures every team member is working towards a common goal. This helps align stakeholders with team members and secure initial buy-in and support, as stakeholders can see the project’s value and relevance right from the start.

The scope section in the project charter defines the project’s scope, including the project’s boundaries, deliverables, tasks, and any exclusions.

It provides a framework for decision-making, ensuring that any changes or additions to the project are evaluated against the original scope. This clarity helps keep the project on track and within budget.

A well-defined scope upfront minimizes misunderstandings and prevents scope creep, ensuring your project stays on track and within budget.

3. Schedule

The schedule section in the charter outlines the project’s timeline, including key milestones and deadlines. It helps the team plan their work and allocate resources efficiently. 

Having a well-defined schedule is essential for effective time management and planning. It sets expectations for when tasks and deliverables will be completed, helping to ensure the project stays on track.

Moreover, it helps in identifying potential bottlenecks and dependencies and allows for proactive risk management and project completion.

Identifying and managing risks is essential for preventing issues that could derail the project. This is why a project charter also includes a risk section that identifies potential risks and challenges that could impact the project’s success. 

The risk section includes a risk assessment, mitigation strategies, and contingency plans. It also helps build stakeholder confidence by demonstrating that the team is prepared to handle potential issues.

Including this in the charter ensures that potential risks are addressed early, reducing the likelihood of project delays and cost overruns.

A well-defined budget is critical for managing costs and ensuring the project’s financial viability. It helps allocate resources appropriately and prevents overspending.

This is why a budget section is included in the charter. It outlines the project’s financial plan, including estimated costs, funding sources, and financial constraints. It provides a detailed breakdown of the project’s expenses and resources.

The budget section also helps in securing funding and resources, as stakeholders can see the project’s financial requirements and benefits. It ensures that the project remains financially sustainable throughout its lifecycle.

6. Stakeholders

The stakeholders section in the charter outlines how they will be engaged and communicated with throughout the project. It identifies the key stakeholders involved in the project, including their roles, responsibilities, and interests. 

Understanding and managing stakeholder expectations is necessary for any project’s success. By including this section, the team can ensure that their needs are addressed and their support is secured.

Moreover, having this section helps the team in building strong relationships with stakeholders, as it helps improve collaboration and communication with them. It also assists in managing expectations and resolving conflicts, ensuring a smoother project execution.

Now that we have a brief idea of what to include in a project charter, it’s time to understand how to create a detailed project charter.

How to create a project charter?

If you have projects coming up, follow these steps to create a reliable project charter:

Step 1: Write down the project objectives and goals

Kick off your project charter by nailing down the project’s ‘why.’ Which issue are you trying to solve, or which chance are you seizing?  This makes your objectives and expected results clearer. 

Be specific and realistic about what success looks like. For example, if you’re launching a new marketing campaign, your objectives might include increasing brand awareness by 20% and generating 1,000 new leads within six months. 

Clearly defined goals provide direction and help keep the team focused. By writing them down, you set a clear vision for the project, making it easier for everyone involved to understand and align their efforts towards achieving them. 

Tip: Use the SMART Goals template by Nifty to set specific, measurable, attainable, relevant, and time-bound goals. 

Step 2: Define the project scope

Next, define the scope of the project in the charter. The scope establishes boundaries for the project by outlining what it will and won’t cover.

Start by listing the key deliverables—what tangible results will the project produce? Include specific tasks, features, or services that are part of the project.

For instance, if you’re developing a new app, the scope might include designing the user interface, coding the core features, and conducting user testing. It excludes unrelated tasks for the development team like marketing or customer support setup.

Defining the scope helps prevent the project from expanding beyond its original goals and ensures the team knows exactly what to focus on, keeping the project manageable and on track.

Step 3: Define project responsibilities

The third step is to detail the project responsibilities in the charter, which is essential for the smooth execution of the project. 

To ensure project success, begin by identifying all key players: project manager, team members, and stakeholders. Then, outline the specific duties and expectations for each role. This clarity reduces confusion, enhances accountability, and ensures that tasks are completed efficiently. 

For example, the project manager oversees overall progress and coordinates tasks, while team members handle specific aspects like design, development, or testing. Stakeholders provide input and approvals at various stages.

Step 4: Create an implementation plan

Including an implementation plan in the charter involves detailing how the project will be executed. To create a clear timeline, break the project down into manageable tasks. Then, assign deadlines and prioritize these tasks.

For instance, if you’re launching a website, the plan might include stages like design, development, content creation, and testing. Each stage should have specific deadlines and assigned team members.

This step ensures that everyone knows what to do and when to do it, helping to keep the project on schedule, track progress, and make adjustments as needed.

Step 5: Create a project timeline

The next step is creating a project timeline, which is crucial for keeping your project on track. Begin by listing all the major tasks that need to be completed. Arrange them in chronological order and estimate the time required for each.

For example, if your project is to develop a new app, your timeline might include milestones like initial planning, design phase, development phase, testing, and launch. Each milestone should have specific start and end dates.

This step in the project charter helps everyone understand the project’s schedule and deadlines. It ensures that tasks are completed in a timely manner, preventing delays and keeping the project moving towards its goals.

Step 6: Define the project budget

For managing resources effectively, defining the project budget in the charter is necessary. Start by estimating the costs associated with each aspect of the project, including personnel, materials, equipment, and any external services needed.

For example, if you’re developing a software application, consider costs for development tools , hiring developers, and potential licensing fees. Include contingencies for unexpected expenses to ensure you have a realistic budget.

This step enables you to allocate resources efficiently, make informed decisions throughout the project, and ensure that expenditures stay within planned limits.

Step 7: Identify risks

Identifying risks requires you to brainstorm and list the potential roadblocks that could impact the project, such as resource shortages, technical issues, or timeline delays. It is crucial for proactive project management . 

For example, if you’re launching a new product, risks might include supply chain disruptions, unforeseen costs, or competitor actions. Document these risks in the project charter, along with their potential impact and likelihood.

When you have identified the potential risks, you can develop mitigation strategies to address them before they become major issues. Moreover, regularly reviewing and updating the risk assessment ensures that you are prepared for any changes or new risks that may arise.

Step 8: Include success metrics

Including success metrics in your project charter helps measure progress and determine if the project is on track. So, define key performance indicators (KPIs) that align with your project objectives.

For example, if your project is to increase website traffic, relevant KPIs might include the number of new visitors, average session duration, and conversion rates. 

These metrics provide clear targets to aim for and a way to track your success. Additionally, when you regularly monitor them, it enables you to make data-driven decisions and adjustments as needed. 

This ensures that the project stays aligned with its goals and delivers the desired outcomes.

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Best project charter examples

With understanding this guide, you can either create your own project charter, or you can even leverage the templates that are shared here:

Project charter example: 1

This project charter template by Nifty is made using the Nifty Orbit AI capability in Nifty Docs (where you can create content of all kinds and edit it).

A thorough framework for organizing and carrying out a CRM software development project is provided by the template. It includes all essential fields, such as:

• Project Name
• Project Description
• Project Objectives
• Project Scope
• Project Responsibilities
• Implementation Plan
• Project Timeline
• Project Budget
• Identifying Risks and Preparing Mitigation Strategies
• Success Metrics

This template can be tweaked to fit your project’s specific requirements and context. If you wish to create your template anew with Nifty, then you can even add custom fields or remove the ones you don’t require.

Project charter example: 2

This is another example that aptly includes everything a project charter needs to have before starting a project, such as deliverables, benefits, risks, etc.

Project charter example: 3

This template includes all the fields needed in a project charter. It is simple yet effective and aims to be as brief as possible.

Transform Your Planning – Create Your Project Charter with Nifty Today!

Having a well-made project charter is crucial before a project begins to ensure it runs smoothly and successfully. You can use Nifty to create your project charter, using the template provided here or customizing your own.

However, Nifty is not just that. It is a feature-rich, all-in-one project management tool that can assist you in managing projects from inception to completion.

It offers tools for task management , time tracking, reporting, documenting, collaborating, and more. With Nifty, you have everything you need to keep your projects organized, on track, and efficient.

Sign up for Nifty today and optimize your project planning and management with ease!

Frequently Asked Questions

What is meant by a project charter.

A project charter is a document that comprises the goals of the project, its scope, the people involved, and important components like budget, schedule, and risks.

What is the main purpose of the project charter?

The project charter is like a roadmap to launch the project successfully. It establishes clear expectations for all participants, outlines a framework for making informed decisions, and ensures everyone is aligned on the project’s goals, assigned roles, and defined scope.

Who writes the project charter?

The project manager or the project sponsor typically writes the project charter. The project manager may gather input from key stakeholders and team members to ensure that the charter accurately reflects the project’s objectives and requirements. 

What is the difference between a project charter and a project plan?

A project charter gives a high-level overview of the project, including its objectives, scope, stakeholders, and authorization. It is created at the project’s inception.

On the other hand, the project plan is a detailed document that tells us how the project will be executed, monitored, and controlled. It is created to direct the project’s daily management following the approval of the charter.

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Project Charter 101—Learn with (Useable) Examples

Discover all you need to know about creating and using a project charter. Explore our 4 examples and 1 Agile example and tools and techniques to help.

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Are you looking for a good project charter guide? One that shows you exactly what it looks like and how to make your own.

A project management charter sets the direction of a project. Its primary purpose is to authorize a project.

Although it’s not a lengthy document, nailing it is important to the success of a project.

In this post, we’ll review project charter basics and show you four traditional examples and one Agile version. We’ll also show you the benefits of using a charter and when and where to use one.

What is a project charter?

A project charter document is an overview of ‌what a project hopes to accomplish, what project success looks like, and how it'll be achieved.

The charter details information that helps people understand a project's objectives (and how to go about getting it done). It also includes a high-level overview of the roles and responsibilities of key stakeholders.

A project charter can also act as a business case. A business case (also called a feasibility report) is a way for a business to assess the viability of new ventures. The business case is typically done before a project or business reaches the charter or initiation phase.

A business case (and project charter) can evolve into a business plan. A business plan has more details on the roles and responsibilities and how to reach the goal.

Although project managers tend to write the charter, it's best if the project sponsor is involved. The project sponsor is typically the client "business owner" of the project. Sometimes, the  Scrum master ,  product manager , and CEO can draft a project charter.

Project charter vs. project plan

The  project plan  is made after the charter is complete and is a full-scale plan of attack!

A plan describes  how  a project team will tackle the project. It contains details about the  timeline , milestones, deliverables, budget, resources, and communication plan.

‎A project plan is similar to a business plan. The same tools, techniques, and tips that work for project-related artifacts can also work for business artifacts. What works for a project charter can also work for a business case. Same with the business plan and project plan.

When to use a project charter

Most projects can benefit from a good project charter. Why? It forces you to analyze what you want to (and can) take on.

Imagine a band of overeager pirates hoisting more loot than their ship can handle. After a few raids, their ship is overloaded, causing it and the treasure to sink. A project charter would help the pirates to not bite off more than they can chew.

Simple or small projects can work with just a project plan, design, or even just a charter.

But for more complex projects, the project charter is invaluable. It'll guide and set the tone for the project plan.

Benefits of using a project charter

A well-written project charter can lead to many benefits, chief among them being:

Better project clarity and alignment among stakeholders

A project charter outlines project goals, objectives, and the roles of team members. This creates clarity because everyone is on the same page on what needs to be done and knows their responsibilities. It avoids "I thought you were going to…." or "this is not my responsibility" scenarios.

Effective scope management (and scope creep avoidance)

The project charter defines what's included (and what's not) so that everyone knows the project's boundaries. This helps to keep the project focused, the timeline intact, and unexpected scope changes at bay.

Informed decision-making

A well-crafted project charter outlines not only the project's feasibility, but also all the necessary information to help decision-makers make easier and faster decisions.

The pirates could have used it to decide how many raids they could pull off before they started overloading.

Robust collaboration bedrock

Getting stakeholders to contribute to the project charter builds a culture of accountability and collaboration. They'll likely feel more valued (and engage more) with their perspectives considered early on.

Key elements in a project charter

The  charter  isn't an overly lengthy or detailed document (aka project artifact) because the aim isn't to use it for planning, but more for gauging the feasibility of a project and outlining its boundaries.

‎The most important information to include is:

• Project purpose
• Project objectives
• Project scope
• Stakeholder roles and responsibilities
• Project timeline and milestones (or expected  project schedule )

Project charter examples

Below are four examples of project charters for four different niches. Use these as guides for your project charters while adapting them to your project requirements.

Example 1: Software development project

Project Title:  Developing a mobile expense-tracking app for Motif.

Project Purpose:  To create a user-friendly mobile app for expense tracking that helps individuals manage their finances more effectively.

Project Objectives:

• Develop a functional prototype within three months.
• Incorporate intuitive user interface design and seamless synchronization across devices.
• Achieve a user adoption rate of 10,000 within the first six months of launch.

Scope:  The app will focus on personal expense tracking and budget management, excluding complex accounting features.

Key Stakeholders:

• Project Sponsor: Jaymes Clone, Founder & Owner of Motif
• Project Manager: Jane Smith
• Development Team: UI and UX designers, app developers
• Marketing Team: Content writers, SEO specialists, graphic designers and Ad specialist
• Design and Development Phase: 3 months
• Testing and Quality Assurance: 1 month
• Marketing and Launch: 2 months

Example 2: Construction project

Project Title:  Renovation of company headquarters for Motif.

Project Purpose:  To modernize and improve the company’s headquarters to create a more inspiring and efficient workspace.

• Complete interior renovations within six months, including open-concept office spaces and upgraded facilities.
• Install solar panels and energy-efficient lighting systems to help with energy usage.

Scope:  Renovations will cover common areas, offices, and facilities with a budget of $2 million.

• Project Sponsor: Johny Pins, Co-Owner of Motif
• Project Manager: John Davis
• Design Team: Architects, interior designers, engineers
• Construction Team: Contractors, laborers

Project Timeline:

• Planning and Design: 2 months
• Construction: 5 months
• Testing and Final Touches: 1 month

Example 3: Marketing campaign

Project Title:  Launch of product X marketing campaign for Motif.

Project Purpose:  To introduce product X to the market and achieve a significant market share within the first quarter.

• Develop a comprehensive marketing strategy within two months, including online and offline channels.
• Generate 50,000 leads and achieve a conversion rate of 15%.
• Increase social media engagement rate by 10% over three months to help spread brand awareness.

Scope:  The campaign will focus on digital and traditional marketing efforts, excluding in-depth market research.

• Project Sponsor: Adele Turner, Chief Marketing Officer of Motif
• Project Manager: Sarah Johnson
• Marketing Team: Content creators, graphic designers, social media managers
• Sales Team: Responsible for lead conversion and tracking
• Strategy and Planning: 2 months
• Execution and Monitoring: 3 months

Example 4: Research project

Project Title:  Environmental impact assessment of urban development for Blue Horizon.

Project Purpose:  To assess the possible ecological consequences of an upcoming urban construction venture and to find solutions for sustainable growth.

• Conduct comprehensive environmental surveys and assessments within six months.
• Identify potential risks and propose mitigation strategies.
• Present findings to the city council and get approval.

Scope:  The assessment will cover air quality, water resources, wildlife habitats, and potential carbon emissions.

• Project Sponsor: David Smith, CEO of Blue Horizon
• Project Manager: Dr. Lisa Anderson
• Research Team: Environmental scientists, researchers, data analysts
• Government Representatives: City council members, urban planners
• Research and Data Collection: 4 months
• Analysis and Report Compilation: 1.5 months
• Presentation and Decision: 0.5 months

Agile project charter example

An Agile project charter serves as a formal document that works slightly differently than a traditional project charter.

Since  Agile teams  follow a form of adaptive planning ( sprints ), they create charters that suggest possible sprints for an  Agile project .

Here, you might also include a few different elements than  the waterfall method , such as:

• A high-level timeline in the form of Sprints
• The  Agile ceremonies  you will use
• And the metrics to track against

‎Let's delve into an example of how an Agile project charter can be structured:

Project Title:  E-commerce website upgrade for Motif.

Project Purpose:  Upgrade the website to increase customer satisfaction and boost sales.

Key Objectives:

• Iteratively implement user interface enhancements based on customer feedback every two weeks.
• Reduce cart abandonment rate by 20% within the first quarter.
• Achieve a 15% increase in average order value through improved cross-selling and upselling features.

Scope:  The project will focus on improvements in front-end and checkout processes, not major backend changes.

• Product Owner: Emily Martinez, CTO of Motif
• Scrum Master: Alex Brown
• Development Team: Front-end developers, UX and UI designers

Sprint Planning:

• Sprint Duration: Two weeks
• Sprint Goal: Iteratively implement and test user interface enhancements

Metrics and Ceremonies:

• Daily Stand-ups: 15-minute daily status updates and coordination
• Sprint Review: Held bi-weekly review of completed work and customer feedback
• Sprint  Retrospective : Held at the end of each sprint to help find opportunities and adjust processes

High-level timeline:

• Sprint 1: UI enhancements and A/B testing - 2 weeks
• Sprint 2: Checkout process optimization - 2 weeks
• Sprint 3: Cross-selling and upselling features - 2 weeks
• Sprint 4: Testing and validation - 3 weeks

Tips, tools, and techniques you can use to create a project charter

Now that you have the idea (and examples) of a project charter, you can add more depth to your charter using these tools and techniques.

Add depth with analysis

A  requirements assessment  can help you surface project details from key stakeholders and ‌prioritize them. This can help you identify missing project requirements or help you see which requirements matter the most.

Stakeholder analysis  is a good idea if you have many stakeholders (internal or external). This analysis nails down the influence and impact of stakeholders on your project.

Use visuals

Gantt charts  provide a visual representation of project timelines. They break down tasks, their start and end dates, and how they relate.

RACI charts  help you assign roles and responsibilities to project team members. It clarifies who’s Responsible, Accountable, Consulted, and Informed for each task or deliverable.

Mind maps  are a creative way to organize thoughts and ideas. Use them to brainstorm project goals, scope, and key deliverables.

Use project management software

Project management software can help you streamline creating project documents (artifacts).

Many project management platforms include Gantt charts, Kanban boards, and timelines as integral components.

These features help map project phases, milestones, and tasks in a dynamic, interactive format. They allow you to foresee potential bottlenecks and  dependencies  to  allocate resources  and  manage project risks  better.

Draft your project charter with Motion

Now that you know what a project charter is and have some project charter templates, it’s time to get started on your own.

Use Motion to help facilitate all those meetings on the project charter.

Motion can also centralize all ‌project documents, including the charter (and any analysis, timelines, and project budget). Motion makes it easy to find relevant documents and then collaborate directly in the app.

Don't miss this opportunity to take your project management to the next level. Sign up for your  7-day free trial today .

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How to successfully develop a project charter – a complete guide.

Now that we have covered quite a lot of ground about what a project is and what are its different areas , we are finally diving into the specifics of how to plan your projects in order to increase your chances of success. This article brings everything you need to know about developing a successful project charter, as well as several resources to help you get organized. Be for a small project to be run during a week or for a big project that will require several months, the techniques and resources I present here will provide a great foundation for your work.

Your project charter is the basis for your project plan. Best practices really point out that we should invest time at the start of the project to plan out the rest of the project. You are going to encounter people who are gonna say things to you like “what is all this talking about it and writing about it? Why don’t we just go do it?” When you take the time upfront to map out what it is you’re doing, things are much more likely to run smoothly. Also, it’s gonna be easier and cheaper to change your approach at the beginning, while you’re discussing the work, than it is when you’re in the middle of implementing the work. And that’s why we don’t skip the planning process!

Just to make things clear, the term project charter can assume two meanings:

• A strict one, where the project charter stands for the single document that formally gives authority to the project manager;
• A general one, where the project charter stands for the body of documents including the formal authority statements, statements or work, etc.

I will use the general one here and bring the project charter and the statement of work together. Why? Mostly to follow the official PMBOK guide. These minor theoretical differences don’t really affect the final output of producing the project charter.

What is a Project Charter and How To Build One

Once your project is approved by the authorities in your company, it is time to go down to work and start building some guidelines to better manage the project. The first document you want to create is the Project Charter.

The Project Charter is the document that formally announces the project and explains the different dimensions of its implementation. It empowers you and your stakeholders with an understanding of what the project will look like and what will be accomplished. Another important function of the project charter is to give the project manager the authority to use organizational resources to meet project objectives. Why is this last bit important? Because normally a project is not immediately known by everyone in an organization. It needs some time until it spreads out, and the project charter is the document with the information about the key players that need to be known and their respective powers and permissions.

With these two functions, the project charter is an indispensable document to have. While the formal authority involves, most of the times, just a statement of support from the sponsor or issuer and several signatures from important people, the breakdown of the different dimensions of the project can be a little bit more lengthy. Let’s go through the different sections of a project charter in more details.

The Different Sections of a Project Charter

The next sections (also called as statement of work by some books and experts) explain the different dimensions of the implementation of a project. They empower you and your stakeholders with an understanding of what the project will look like and what will be accomplished. This breakdown of the different dimensions of the project can be a little lengthy, but keep in mind that you shouldn’t include every detailed information here. This is a summary breakdown, not the final document of your project! So here are the most important sections to include next:

• Project Purpose Statement
• Project Scope Statement
• Project Deliverables
• Costs and Estimates
• Project Constraints and Risks
• Stakeholders
• Chain of Command

Let’s take some time to analyze each section in more details.

1. Project Purpose Statement

Purpose Statement of the Project establishes the why of the project. In order to write this down precisely, you should ask yourself and your team questions like “Why are you doing this project? What are the benefits? Which problems will it solve?”

2. Project Scope Statement

The Scope Statement is the section where you will create boundaries to the project. It is extremely common to add unnecessary details and tasks while running the project, and suddenly you find yourself without budget and far beyond the initial schedule . Defining the Scope Statement helps you to judge whether a task or a process is necessary for the project and whether it should be included.

The scope statement should describe the main activities of the project , and it should do so in a way that makes it easy to spot extra work added later on. Of course, you can add work during more advanced phases of the project, but it should always be contained within the project scope.

Apart from what the project wants to achieve, another part that should be included in the scope statement is the section “Project Exclusions”. This answers the question of what is not part of the project, and it’s important to ensure that your stakeholders understand what they are not getting.

Let’s think of an example. You are running a project to redesign the accounting and CRM software used by your company. While designing the documentation for the new software is likely to be included in the scope of your project, you may want to keep tasks such as organizing formal training sections to new hired staff out of the scope of it. This, however, might be included in another project.

Since all the cost, schedule, and resource projections are based on several assumptions about the scope, this section is of extreme importance and should be carefully described.

3. Project Deliverables

What is a deliverable? To put it simply, a deliverable is something you create in order to successfully complete your projects. It can be a piece of a product, or a process of a service that you are creating or redesigning. The inclusion of deliverables in your scope statement is very helpful to understand what it will take to create your product or service. It creates intermediate and final “checkpoints” that can be further broken down into more specific tasks and processes.

Here are some examples:

• A blueprint of a house is an intermediate deliverable for a construction company, while the house itself is a final deliverable.
• A document defining the specifications of a software is an intermediate deliverable, while the software itself is the final deliverable.
• A mapped flowchart of the current hiring process is an intermediate deliverable, while a restructured flowchart for a new hiring process is the final deliverable.

But remember: the statement of work is not the place to detail such deliverables. You mention them here, but their details should be defined in other, more specific documents.

4. Cost and Schedule Estimates

This is not about writing a final date and a limit cipher. That alone won’t do. Why? Because of what I already said: no project runs smoothly from start to end. If you expect your project to run without any drawbacks, it’s time to rethink your expectations.

The cost and schedule estimates must answer questions like:

• How flexible are the budget and schedule ?
• How did you calculate the deadlines ? And the budgets?
• Why did you set such budgets and schedules?
• Can you ask for more budget or time? Who should you ask?
• How will the budget and schedule be monitored?

We have specifically dealt with the questions of creating the schedule and estimating the budget in other articles. For now, I would like to highlight the importance of writing the answers to most of the questions above (even if just in simple terms). It’s best to write things down than to leave them open for interpretation, and we can avoid a lot of conflicts by clarifying the information about the schedule and the budget.

5. Objectives

The objectives define what it takes for the different parts of the project to be successful. They walk hand-in-hand with the deliverables, but include more information about what makes the deliverables successful. For example: a deliverable might be a movable part of a new machine being developed. An objective might be to develop such component under budget X or according to schedule Y.

Objectives should be specific and measurable, so you can actually check whether they are met or not. As an example, you can think of a yearly growth rate in sales as an objective of a project to create a marketing campaign. This is measurable, specific, and it can be linked to a schedule to help with better visualization of its progress.

6. Project Constraints and Risks

You must include the known project constraints in your project charter. What are the constraints you already know? Maybe it’s the date of conclusion, the number of people allocated to your project, the characteristics of your product, etc. This section should also contain the assumptions of your project: things and facts that you assume as true and on which you base estimations and plans. An example is the time allocation of your members: will they be exclusively allocated to the project or will they work in several projects simultaneously? Their availability is one of the primary assumptions that will drive the schedule calculation and the budget estimation of your project.

7. Stakeholders

We deal with stakeholders in more details in this article about how to manage them . After identifying them and collecting the necessary information, use this section to mention who are your stakeholders and what is their role in the project. Here are five major stakeholders that cannot be left out of your statement of work under any circumstances:

• Project manager
• Project team
• Functional management

Your project will probably have more, so make sure to mention all of them to give a clear idea of who is involved and impacted by your project.

8. Chain of Command

The chain of command establishes who reports to whom. In small projects, this might not be really relevant: the project manager is usually the authority and is the connection between the team and higher levels. However, in project that cross organizational boundaries, the chain of command becomes important.

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You can access a template of a project charter here .

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The Defense Acquisition Encyclopedia

Program Management

A Project Charter is a document describing key aspects of why a project team is established, what is expected of it, and what authority and responsibility it has. The Program Manager (PM) creates the project charter during the planning phase with input from key Stakeholders .  It serves as a reference of authority for the future of the project and its key objectives. The project charter is usually a short document that refers to more detailed documents such as the Acquisition Strategy , Systems Engineering Plan or Request for Proposal (RFP) .

“The project charter should be agreed upon and signed by all stakeholders”

Steps to Developing the Project Charter Content

There are as many parts of a Project that need to be developed but first focus on gathering information and defining the key topics. Once you have the key topics defined the others will be a lot easier to develop.

• Step 1: Write the Introduction: Explain what work needs to be accomplished, the purpose, and who is involved. This forms the baseline for the entire project and helps potential offers understand and set their prices and capabilities.
• Step 2: Determine the Project Charter Purpose: Answer the question of why are we doing this. To do this establish a purpose statement and answer the basic questions of what are the goals, deliverables, and objectives.
• Step 3: What’s the Scope of Work: Determine the process that will be used to complete the work.
• Step 4: What the Main Tasks: Break the project down into more high-level tasks to include so everyone understands what needs to be done
• Step 5: Determine the Deliverables for Success: List each main deliverable, show when it is due.
• Step 6: Determine Organizational Structure: State the role and responsibilities of the main parties and team members in the charter
• Step 7: Develop the Schedule: Start with all the steps/tasks the project needs to accomplish then create a realistic schedule around that.
• Step 8: Assumptions and Ground Rules: Any and all assumptions and rules related to this project must be clearly described.

Create the Project Charter

To create the actual Project Charter it is best to use an established template from your organization or from a legal entity. A template also makes sure you are addressing all questions and you didn’t leave out any content.

Template: Project Charter Template

Project charter format.

Below is a suggested project charter format:

• Paragraph 1: Formally authorize the project
• Paragraph 2: Project Scope
• Paragraph 3: Identify the Project Manager and give him authority to apply organizational resources to the project
• Paragraph 4: Provide the summary milestone schedule
• Paragraph 5: General project information
• Paragraph 6: Project Budget – state the budget for the project and identify funding sources

Project Charter Topics

Examples of topics that can be included in a project charter include: [1]

• Purpose:  Describe why the team exists and what it is intended to accomplish.
• Goals/objectives:  List specific, measurable items the team is focused on achieving to help it exceed its customer’s expectations.
• Critical success factors:  List the critical actions the team must perform to ensure it is successful in fulfilling its purpose.
• End products/deliverables:  Describe the item(s) the team is responsible for delivering.
• Authority and accountability: Describe what team members are allowed/not allowed to do without authorization from a higher level. Describe what they are responsible for completing.
• Metrics:  List measures of progress for critical success factors and goals/objectives.
• Program schedule:  List key program/team milestones and events.
• Team membership:  List team members and contact information.
• Roles and responsibilities:  List specific assignments for improving team performance (e.g., timekeeper, recorder or scribe, scheduler, etc.). Also, list specific tasks and/or action items the team is assigned to complete.
• Resources required: Describe the funding, materials, equipment, support, etc., the team needs to complete its mission.
• Program organizational structure: Define where the team fits within the overall program office structure.
• Project Assumptions:  Any and all assumptions related to this project must be clearly described.
• Operating agreements/ground rules:  List agreed-upon guidelines describing how team members will interact, what processes they will use, and what they expect of one another.
• Customers, suppliers, and stakeholders:  List key individuals, teams, and organizations involved with the team’s output.

AcqLinks and References:

• [1] Website: ACQuipedia – Team Charter
• GTA Project Charter Template
• Project Charter Template
• Sample: DoD Facilities Project Charter

Updated: 7/14/2021

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How to Create a Team Charter (Example & Template Included)

Just as a project has a charter to define its scope, so too must your team have a charter to put their work in context. Teams need to know the who, what, why, when and how of the project, and a team charter is the perfect way to feed them that information.

Once you get buy-in from the team and they know where they stand and how to maneuver through the project, you’re on the road to success. Let’s explore how to put a team charter together.

What Is a Team Charter?

A team charter is a project document that outlines why the team has been brought into the project, what the team is being tasked to accomplish and the resources and constraints in which the team will be working.

The team charter is often created in a group setting, which gives the team direction and boundaries in a transparent environment. This collective development gets buy-in from the team and ensures everyone understands their part in the project.

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Team Charter Template

Use this free Team Charter Template for Word to manage your projects better.

What Is the Purpose of a Project Team Charter?

A team charter is a document that defines the overall objectives of the project team . It’s important as it guides the team throughout the life cycle of a project. When assembling a new team, the project team charter is helpful to quickly bring them up to speed.

Whether the team is new or already established, the project team charter is useful in that it clearly outlines the goals, assets and obstacles of the project. A new team gets the basics while a team that’s been working on the project for a long time gets a refresher.

What Should Be Included in a Team Charter Document?

A team charter document helps outline the purpose, roles, goals and processes of a project team. We’ve included some of the key components below.

Project Background

The project background is an opportunity to provide context for the project team as it includes details about how the project came to life, its importance and any history before initiation. This is where to include either the organizational or business need that the project helps to address. You can also include any insights into past related projects, challenges or opportunities that the project offers.

Team Purpose or Mission

Use the team purpose section of the project charter to include a mission statement. In other words, what is the reason that the team exists and what problem is the team addressing? This section can help the project team gain better clarity on why their work is important. This section can also include an overview of the project or problem, providing information on the challenges or opportunities that the team is working through.

Goals and Objectives

The goals and objectives section of the team charter should outline what the team members want to accomplish to help provide a roadmap for project success. When setting goals, they should be broad and overarching. Objectives, on the other hand, are more specific and should be SMART ; specific, measurable, achievable, relevant and time-bound.

As the project unfolds, it’s critical to track the progress of your team, timelines, budget and expenses to ensure the project goals and objectives will be met. With ProjectManager , you get access to planning, scheduling and tracking tools that keep your projects under control. Build a plan that includes costs, estimates and labor rates, then track everything on our real-time project management dashboard. Try ProjectManager today for free.

Project Scope

The project scope section should define the team’s work and establish boundaries to prevent scope creep. In this section, it’s important to identify project milestones and key deliverables for the project team. This allows them to better understand what’s expected of them and sets them up to only work on what is part of the project scope. Highlight what decisions the team members are empowered to make independently and where approval from key stakeholders is needed.

Resource Requirements & Budget

In this section, specify the tools, materials and other resource requirements that the team needs to reach its goals. This can include software, training, financial resources and more. If there is specific support that the team will need from cross-functional teams or departments, it’s important to note that in this section. For example, the team might need budgetary approval to obtain additional resources.

Roles and Responsibilities

This section of the team charter should further define the roles of individual contributors on the team. It should state the name of the role, such as the project manager, technical lead, analyst, etc. and outline details of their responsibilities. For example, the project manager is likely responsible for overseeing the project timeline while meeting the project timeline. The clearer each role is defined, the less work will be duplicated and the more accountability there will be.

Stakeholders

The stakeholders section of the team charter document identifies the key stakeholders involved in the project, both internal and external. This could include senior leadership, external partners, project sponsors, customers or other teams within the organization. It’s essential to establish a project communication plan as it helps the team manage stakeholder communication and engagement activities.

Team Operations

Here, outline how the team will operate on a daily basis. This can include standard operational procedures , how the work will be tracked or how decisions will be made. This section should also include how the team will be collaborating; for example, will there be weekly standup meetings or daily standups? Clear operational procedures within the team can help result in project success.

Performance Assessment & Success Metrics

Finally, define how success will be measured. This evaluation criteria should be well-rounded and both qualitative and quantitative data. For example, quantitative metrics could include budget adherence, specific performance targets or project completion dates. Qualitative metrics could include stakeholder feedback or how well the team collaborates. The team then uses these metrics to assess progress and make needed adjustments.

When Should You Use a Team Charter Document?

The team charter document should be created early in the project as it sets the foundation for how the team is going to operate. It’s typically created in the project initiation phase as it helps align team members with the project’s scope, purpose and key objectives. Even though it’s technically created during project initiation, it doesn’t mean it can’t evolve alongside the project.

The team charter should be updated whenever the project plan has changed in a way that’ll impact the original guidelines. For example, if the project’s scope changes because of a change request, that information needs to be related.

Another reason to update your team charter is if a new team member is brought on board. At this point, the details of the team charter might remain very similar, but the process of developing it with the new team member would require revisiting it with them. This is also true when a team member is exiting the team. The team charter needs to be reviewed and revised to note the team member’s contributions. Even if they’re leaving the organization, the team charter can be changed to make this transition smoother.

Who Writes the Team Charter Document?

A project team charter is created by the project manager based on insights from everyone on the project team such as the project sponsor , team members and stakeholders. It’s a collaborative effort to make certain all are clearly aware of its content. This helps get buy-in for the project, whereas if the team charter was made by management and presented to the team, it’d be less impactful.

The participation of everyone on the team is so important that when the team charter is completed, everyone signs off on it. While this might seem unnecessary, it symbolizes the shared commitment to the project and its objectives and makes the team better understand their roles and responsibilities.

Why Is a Team Charter Important?

There are two main reasons for the team charter. First, it clearly outlines the project objectives and how the team is responsible for tasks that lead to the final deliverable. Second, it informs outside project members of what the team is and isn’t responsible for.

Another benefit of using a team charter is that it creates transparency in the team, which leads to more accountability and better team management . It gives the team the structure to build agreement on how they wish to operate within the project and how they make decisions. This is done by defining the frequency of meetings and other logistics.

The team charter removes roadblocks and sets a course for the team to work together more effectively while staying aligned with the project’s overall goals. One way it does this is by clearly defining each team member’s role and responsibilities in the project and their level of authority in any particular project aspect. It also sets what resources they can request.

Team Charter Example

The team charter is developed with the team as it’s being formed. To make sure you have covered all the bases, it’s not a bad idea to use a team charter template. ProjectManager has dozens of free project management templates, including the team charter, shown below.

As you can see, each section is laid out in a customizable box that gives you the ability to expand. Of course, supporting documentation can always be attached, but the template itself will have the overview, hitting all the main points and ending with a signature page.

Our team charter template has all critical fields you need to include. Every team member should have not only participated in the development and discussion of the team charter but also have a copy for themselves to reference whenever needed.

Team Charter vs. Project Charter

There are other charters made over the course of a project. We’ve discussed the project team charter, but how does it compare to the project charter? Just by the name alone, it’s easy to distinguish one from the other, as one is about the team and the other is about the larger project .

Where the team charter defines the teams, their roles and responsibilities and how they’ll collaborate on one or more projects, the project charter lists the requirements of only one project. It’s also more wide-ranging, describing the whole project in brief and used in the planning process to define the goals and benefits of the project.

Team Charter vs. Organizational Charter

Another charter found in project management documentation is the organizational charter . This, too, serves a different purpose than the project team charter. The organizational charter is broader than the team charter and even broader than the project charter.

The organizational charter deals with the entire organization, defining its overall mission, objectives and even values. It goes into specifics, too, such as the role of its stakeholders, financial obligations and what resources are required for it to do what it wants to do.

How to Create a Team Charter

A team charter is made up of several sections which directly relate to the team’s involvement in the project. While team charters can change depending on the project, they all tend to share the elements outlined below.

1. Describe Your Project Background

The first thing to do is lay the groundwork for the project; summarize what it’s about and why it’s being initiated . This allows the team to see how they fit in the overall project, as well as identify the stakeholders who are invested in the project’s success.

2. Define Project Mission and Objectives

The mission statement defines the background section further by defining what success looks like in the project, so the team knows what they’re aiming for each time they take on a new task. Expanding again to the big picture, the benefits and business driving the project are explained.

3. Estimate What Project Resources Will Be Needed

The project funding is defined in this section, including what resources are earmarked. Team members may be curious if there’s any training offered, so the team leader will say whether training is included. Finally, in terms of finance, the management who supports the team is identified so they can be contacted with any questions related to costs.

4. Define Roles and Responsibilities for the Project Team

Everybody on the team needs to know their role and responsibility to not get in each other’s way. Here, list their skill sets and expertise, as well as who has authority over whom.

5. Describe the Team Operations

For a team to work effectively, its operational structure must be outlined. If a new team member enters the project, their pathway must be defined, as well as an exit strategy for those who might be leaving the team. All operating rules, relationships, etc. are explored and clarified.

6. Outline the Project Scope

The project scope is outlined in this part of the team charter, as well as how the team members will participate in the project scope.

7. Establish Performance Assessment Guidelines

Throughout the project, team members will be assessed on their performance and progress. This needs to be explained upfront, including how these metrics will be measured, who will be assessing them and when.

8. Describe the Project Activities and Milestones

This is where the tasks that make up the project are listed, along with the milestones. With these, the team has a better sense of the work ahead of them.

9. Set a Guide to Communication

Team communication, both between themselves and with their manager or team leader, is outlined in this section. The method of communication will be decided on, as well as how often the teams will meet and the frequency of their status reports.

10. Add Signatures

Finally, once the team charter has been fully discussed and everyone on the team is on board, each will sign and date the document. This shows that they understand their role, responsibility, the scope of the project and how they’re involved.

Team Charter Tips

The best way to make a team charter is with the team. They need to know the ins and outs of the project and should be part of the team charter’s development. Even though they won’t know the details, their input is essential.

While you don’t want to get lost in the weeds, the team charter should be thorough and fully explain the team’s purpose, the measurable goals they’ll be assessed by and the operating guidelines for the team during project execution.

That said, the document should be digestible, with specific and measurable goals that everyone on the team can live with. It should be achievable and result in the success of the project as planned. You might want to include a code of conduct and a plan to resolve any conflicts, which creates a work environment where everyone feels safe and valued. This usually results in greater morale and productivity.

When to Update a Team Charter

The team charter should be updated whenever the project plan has changed in a way that’ll impact the original guidelines. For example, if the project’s scope changes because of a change request, that information needs to be relayed.

Another reason to update your team charter is if a new team member is brought on board. At this point, the details of the team charter might remain basically the same, but the process of developing it with the new team member would require revisiting it with them. This is also true when a team member is exiting the team. The team charter needs to be reviewed and revised to get that team member’s contribution noted. Even if they’re leaving the organization, the team charter can be changed to make this transition smoother.

How ProjectManager Helps With Team Management

ProjectManager is award-winning project management software that organizes teams and fosters collaborative work. Our tool not only empowers teams to work better together, but it also gives managers transparency into that process to support them through better planning, scheduling and allocation of resources.

Not everyone works the same, so we give teams multiple project views so they can work how they want. There are dynamic task lists, a calendar view and kanban boards to visualize workflow and allow teams to manage their backlog and plan sprints together.

Plan With Gantt Charts

Managers have features to monitor their team’s work and schedule tasks and resources. The Gantt chart view allows managers to link task dependencies to avoid bottlenecks that decrease team productivity. They can set milestones and edit the Gantt by dragging and dropping tasks to their new deadline.

Balance Resources With Workload Calendars

Keeping teams working to capacity without burning them out is critical. Resource management features let managers track their team’s hours, availability and related costs. Use the team page to get an overview of their work and the workload page to keep their workload balanced.

ProjectManager is online software with real-time data that lets teams work together wherever they are. Managers get more accurate and timely information that informs their decision-making as they plan, monitor and report on the project. Try it today by taking this free 30-day trial.

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Project Charter - Comprehensive Guide

Varun Anand - Pfmp, PMP, CSM, PMI-ACP, PMI Authorized PMP Trainer

What is a project charter.

A project charter is a document that outlines the scope, objectives, and parameters of a given project. It is created by the project manager and approved by the client or sponsor. The charter typically contains information about the project's goals, deliverables, participants, budget, and timeline. The role of the project charter is to provide a framework for successful project management. If you want expertise in this specific subject, do enroll in PMP boot camps .

Additionally, for those seeking to master the tools and techniques of project scheduling and management, an MS Project training course can be immensely beneficial. This course is designed to enhance your ability to manage projects efficiently using Microsoft Project software.

The PMI (Project Management Institute) defines the project charter as "a document that formally authorizes a project and serves as its foundation." The PMI also states that the charter "provides direction to the project team and establishes common understanding among all stakeholders about what needs to be accomplished, why it is important, who is responsible for doing it, and the authority granted to the project manager."

A charter is an important tool for communication and coordination among all stakeholders. It should be used to help make decisions about the project and set some high level priorities.

The PMI's definition of the project charter emphasizes the importance of the document in authorizing and directing a project. However, the charter also plays an important role in communication and coordination.

The client or sponsor is responsible for creating the project charter. However, the client or sponsor typically delegates that task to the assigned project manager. The client or sponsor must approve the charter before the project can begin. The charter is not a living document that can be updated throughout the life of the project.

What Are the Benefits of Creating A Project Charter?

One of the key benefits of creating a project charter is that it provides a formal foundation for the project. This means that it establishes clear boundaries and expectations for the project, which can help to avoid misunderstandings and conflict down the road. Additionally, the charter can be used as a tool to help manage expectations among stakeholders. It can also be helpful in terms of high level budgeting and scheduling, as it can provide a framework for estimating time and costs. Overall, the project charter is an important document that can help to ensure the success of a project.

PMI (Project Management Institute) defines the project charter as "a document that formally authorizes a project and serves as its foundation." The PMI also states that the charter "provides direction, establishes boundaries, and creates common understanding amongst stakeholders." In other words, a charter is an essential tool for successful project management.

Overall, the project charter is a critical document that can help to ensure the success of a project. It establishes clear boundaries and expectations and provides a framework for successful project management. When creating a charter, it is important to include all of the key elements listed above. With a well-crafted charter in place, you can set your project up for success.

Who Writes the Project Charter?

The project charter is typically written by the project manager, with input from the client or sponsor. As mentioned above, the sponsor typically delegates this task to the project manager. It is a document that provides direction and establishes the framework for successful project management.

The PMI (Project Management Institute) defines the project charter as "a document that formally authorizes a project and serves as its foundation." The PMI also states that the charter "provides direction, establishes authority, and identifies the major stakeholders."

The project charter should be approved by the client or sponsor before work on the project begins. This ensures that everyone is on the same page and that the project is properly authorized.

What Information does a Project Charter Contain?

There are several key elements that should be included in a project charter. These include the project's objectives, high-level scope, high-level timeline, high-level budget, and high-level deliverables. Additionally, the charter should identify the project manager and other key participants. It is also important to note that the charter should be approved by the client or sponsor before work on the project begins.

It is important to note that the charter is not a detailed plan of how the project will be executed. Rather, it is a high-level overview that establishes the parameters of the project.

What is The objective of The Project Charter?

The role of the project charter is to provide a framework for successful project management. It should be used as a reference point throughout the project and consulted whenever there is a question about the direction of the project. The project charter can help keep the project on track by serving as a reminder of the goals and objectives that were set at the beginning.

How to Create a Project Charter?

The first step in creating a project charter is to define the project's objectives. What are the goals of the project? What needs to be accomplished? Once the objectives are clear, the next step is to detail the deliverables that will be produced as a result of the project. This includes specifying what is expected from each participant in order to achieve the desired outcome.

The third step is to establish a budget and timeline for the project. How much money will be needed and how long will it take to complete the project? These factors need to be considered when creating a project charter.

Finally, the charter should be approved by the client or sponsor. This document provides a framework for successful project management and helps keep everyone on track and accountable for their actions.

Key Elements Of A Project Charter Template

A project charter should include the following key elements:

• Project Title
• Project Description
• Project Stakeholders
• Project Deliverables
• Project Budget
• Project Timeline

There are many software that can help you get your charter organized There are a number of software programs that can help you create and manage your project charter. One such program is Microsoft Project. Microsoft Project allows you to create a project plan, including all the necessary details about your project. It also helps you to track the progress of your project and stay on budget. You can use microsoft project to update the high-level timeline in your project charter.

Another popular program for creating project charters is Primavera P6. Primavera P6 helps you to create a detailed project schedule and track the progress of your project against that schedule. It also allows you to allocate resources to tasks, and track costs and budget.

Whichever software program you choose, make sure that it includes features that will help you create a comprehensive charter for your project.

What are the Project Objectives?

The objectives of a project can be summarized as follows. Below are some of the sample objectives:

• The project should satisfy the needs of the client or sponsor.
• The project should be achievable within the timeframe and budget allotted.
• The project should meet all the requirements specified in the charter.
• The project should be completed on time and on budget.

Who Signs and Issues a Project Charter?

The sponsor or client is typically the person who signs and issues the project charter. The project manager typically creates the charter and obtains the approval of the sponsor or client. Once the charter is approved, it becomes the foundation for successful project management.

What Happens if the Project Charter is not Followed?

If the project charter is not followed, it can lead to confusion and frustration among the team members. Additionally, it can put the project at risk of going off track or being over budget. Without a clear charter, it can be difficult to keep everyone on the same page and make sure that everyone is working towards the same goal.

The project charter is an important document that should not be taken lightly. It sets the foundation for the entire project and should be used as a reference point throughout the duration of the project.

Some Key Facts to Remember About Project Charter

Some key facts to be remembered about the project charter for the PMP certification exam are:

• The project charter should be signed by authorized signers, such as the client or sponsor.
• The project charter should outline the project's goals, deliverables, participants, budget, and timeline.
• The project charter serves as a framework for successful project management.
• PMI (Project Management Institute) defines the project charter as "a document that formally authorizes a project and serves as its foundation."
• The PMI also states that the charter "provides direction, defines limits, and identifies what resources are available to the project."

Thus, the project charter plays a vital role in setting up a project for success. It is important for the PMP exam aspirant to understand the concept of the charter and be familiar with its contents.

Tools for Planning and Upholding a Project Charter

One of the most important tools for planning and upholding a project charter is the project management plan. The project management plan contains all the information needed to successfully execute the project, such as the steps involved, the resources required, and the timeline. It is updated and revised as the project progresses to ensure that it remains aligned with the original charter.

Another key tool for upholding a project charter is communication. In order for the project to be successful, it is essential that all stakeholders are kept informed of updates and changes. This can be done through regular meetings, email updates, or simply posting relevant information on a shared website or intranet.

Finally, it is also important to have a system in place for tracking progress against the original charter. This can be done through regular reporting, which will help to identify any discrepancies or areas of concern.

A project charter is a document that outlines the scope, objectives, and parameters of a given project. It is typically developed by the project manager and approved by the client or sponsor. The charter typically contains information about the project's goals, deliverables, participants, budget, and timeline. The role of the project charter is to provide a framework for successful project management.

Frequently Asked Questions (FAQs)

What is in a project charter.

A project charter is a formal document that officially authorizes a project, providing a clear description of the project's objectives, scope, stakeholders, milestones, risks, constraints, and overall purpose. It acts as a contract and reference guide for stakeholders, helping to align expectations and guide project decisions.

What are the 5 components of a project charter?

The 5 components of a project charter typically include:

• Project Purpose or Justification: The reason why the project is being initiated and the benefits it seeks to provide.
• Measurable Project Objectives and Related Success Criteria: Clear, quantifiable objectives and criteria to evaluate project success.
• High-level Project Description and Boundaries: An overview of what the project will accomplish, including major deliverables and constraints.
• Project Risks: Potential challenges or uncertainties that might affect project execution or outcomes.
• Key Stakeholder List: Identifying individuals or groups with a vested interest in the project, along with their roles and responsibilities.

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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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How to Create a Team Charter (Templates & Samples Included)

Fahad Usmani, PMP

December 29, 2023

A bonded and connected team performs with better efficiency and is more productive.

A productive team is motivated, dedicated, and transparent. A project manager has many tools to ensure the team is productive, including the “ Team Charter .”

Team charter helps the project manager build a robust, motivated, high-performing team with a shared understanding.

Let’s get into the details.

What is a Team Charter?

A team charter is a project management document that provides the team’s working principles. It ensures that the team works collaboratively and creates a positive working environment so all members will feel motivated and perform at their best.

It is a formal agreement outlining a team’s purpose, goals, roles, responsibilities, and operating guidelines. You can create it at the beginning of a team’s formation to provide a clear understanding of the project’s mission and objectives.

The team charter outlines why the team has been brought together, what they are supposed to accomplish, and the resources and constraints in which they will work. It is a tool for aligning team members, promoting communication, and ensuring everyone is on the same page regarding their purpose.

Team charter can also include the ground rules establishing rules to interact and respect boundaries.

By providing clear guidelines, the team charter sets a model for team members to follow and creates a positive and engaging environment.

The format, structure, and level of detail in the project charter depend on the organization and the team. Some organizations have detailed team charters, and others have a few lines of charter with key elements.

If unavailable, you can use your organization’s team charter or create your own from scratch.

What is Included in a Team Charter?

A team charter can include many elements to outline a team’s purpose, goals, roles, and operating guidelines. 

Some common elements of a project charter are: 

• Team Name: This provides a name with which to identify the team.
• Mission Statement: This defines the purpose and reason for the team’s existence.
• Vision Statement: This describes the desired future state or long-term goals that the team aims to achieve.
• Objectives and Goals: These outline specific, measurable targets that the team intends to accomplish.
• Scope and Boundaries: These define the limits and boundaries of the team’s authority and responsibilities.
• Roles and Responsibilities: These outline the team members’ roles and responsibilities.
• Stakeholders: These are key internal and external stakeholders and those interested in the team’s activities.
• Decision-Making Processes: These describe how decisions will be made within the team (e.g., the method for reaching a consensus or resolving conflicts ).
• Communication Plan: This outlines communication within the team and specifies preferred channels, frequency, and key contact points.
• Meeting Guidelines: These establish rules and expectations for conducting team meetings (e.g., frequency, duration, and agenda-setting).
• Conflict Resolution: This defines procedures for identifying, addressing, and resolving conflicts among team members.
• Recognition and Rewards: These specify how team members will be recognized and rewarded for their contributions and achievements.
• Monitoring and Evaluation: This describes how the team’s performance will be monitored and evaluated (e.g., success criteria).

Sometimes, ground rules are also a part of the team charter, but it is recommended to have them separately to put more emphasis.

What is the Importance of Team Charters?

The team charter is important for the following reasons:

It Gives Team Members Responsibility

The team charter is jointly created or distributed to every team member to go through and understand it. It helps get team members’ buy-in, and they will know their roles and responsibilities and perform well.

A team charter brings all stakeholders together by making them work in the same direction.

Improves Clarity and Motivates Team Members

By clarifying the roles and responsibilities, the team charter removes the ambiguity in schedule and task assignments, which motivates the team members to perform well.

All team members know their roles, project objectives , and long-term organizational goals, which motivates team members.

Builds a Robust Team

The team charter clarifies the roles and responsibilities, motivates team members, and ensures the team cooperates to achieve project objectives. It helps build a cohesive, connected, and robust team that performs efficiently.

How to Create a Team Charter

Creating a team charter is crucial in establishing a clear direction, purpose, and expectations for a team.

You can follow the following five-step guidelines to create your team charter:

Step 1: Define the Purpose and Goals

Define the team’s purpose and goals.

To do so, you can answer the following questions:

• Why does the team exist?
• What is the team trying to achieve?
• What are the key objectives and deliverables?

Step 2: Identify Team Members and Roles

List the team members and define their roles and responsibilities. Include each member’s expertise, skills, and contributions. This section helps establish accountability and ensures that everyone understands their role in achieving the team’s goals.

Step 3: Establish Team Norms and Values

Define the values and norms guiding the team’s behavior and interactions.

This may include:

• Communication Guidelines: How and when will the team communicate? Which tools will be used to do so?
• Decision-Making Processes: How will decisions be made within the team? Will it be by consensus, voting, or another method?
• Conflict Resolution: Outline a process for resolving conflicts constructively.
• Meeting Protocols: Specify how meetings will be conducted (e.g., frequency, agenda creation, and participation expectations).

Step 4: Set Performance Metrics and Milestones

Establish measurable performance metrics and milestones that will be used to track the team’s progress.

This could include:

• Key Performance Indicators (KPIs): Identify KPIs and specific metrics that will gauge the team’s success.
• Milestones: Break larger goals into smaller, achievable milestones with deadlines.
• Evaluation Criteria: Define how the team’s success will be assessed via individual and collective performance.

Step 5: Review and Revise

A team charter is a living document that should be revisited and revised periodically. Schedule regular reviews to ensure that the team charter remains relevant and effective. As the team evolves or faces new challenges, updates to the charter may be necessary to reflect changing priorities, goals, or team dynamics.

Tips for Creating the Project Charter

• Collaborative Creation: Involve all team members in creating the charter to ensure collective ownership and commitment.
• Clear Communication: Communicate the team charter to all members and ensure that everyone understands and agrees to its content.
• Accessibility: Keep the team charter easily accessible to all team members. Consider sharing it on a collaborative platform or in a shared document.

The team charter provides guidance and promotes a sense of unity and shared purpose among team members. Regularly revisiting and updating the charter helps the team stay aligned and adaptable to changes.

Team Charter Template

1. project overview:.

• Project Name: Your Project Name
• Project Purpose/Objective: Briefly describe the project’s purpose and objectives.

2. Team Members and Roles:

3. team norms and values:.

• Regular team meetings will be held every (frequency) to discuss progress and address concerns.
• All team members will use (communication tools) for project-related communication.
• Decisions will be made through a (consensus/voting/other) approach, depending on the nature of the decision. (Specify any specific decision-making protocols.)
• Conflicts will be addressed openly and constructively, following the (conflict-resolution process outlined in the team charter).
• Agendas will be distributed (X days) before each meeting.
• Meetings will start and end on time to respect everyone’s schedules.

4. Performance Metrics and Milestones:

• (Specify KPI 1)
• (Specify KPI 2)
• KPIs will be tracked and reported on a (frequency) basis.
• (Specify Milestone 1 and deadline)
• (Specify Milestone 2 and deadline)

5. Health, Safety, and Environmental Guidelines:

• The project will adhere to all relevant health, safety, and environmental regulations and standards.
• Regular safety audits will be conducted to identify and address potential hazards.

6. Review and Revision:

• If necessary, the team charter will be reviewed and revised every (X months).
• The team will discuss and agree upon any proposed changes to the charter.

Team Charter Example

Gas Pipeline Construction Project Team Charter

1. Project Overview: 

The Gas PipelineX project aims to construct a 100-mile natural gas pipeline connecting locations one to 2. The project’s primary objective is to ensure the pipeline’s completion within the specified timeline while adhering to safety, environmental, and regulatory standards.

• Bill Johnson (Project Manager): Responsible for project planning, coordination, and oversight
• Bob Smith (Civil Engineer): Tasked with pipeline design, structural engineering, and ensuring that construction aligns with specifications
• Tony Williams (Environmental Specialist): Manages environmental impact assessments, thus ensuring compliance with regulations.
• David Turner (Safety Officer): Focuses on safety regulations, risk assessment , and mitigation strategies
• Weekly team meetings every Monday morning to discuss progress and address concerns
• Use Slack for daily updates and quick communication, with email reserved for formal documentation.
• Major decisions are made through team consensus; in the event of a tie, the Project Manager holds the final decision-making authority.
• An open-door policy for grievances, with conflicts resolved through mediation facilitated by the Project Manager
• Escalation of unresolved issues to senior management if necessary
• Agendas are distributed 48 hours before meetings.
• Meetings start and end on time, with a rotating meeting chair to ensure diverse leadership opportunities.
• Safety incident rate per 1000 work hours
• Progress against the project timeline
• Adherence to the budget
• Complete pipeline design and gain approval by (date).
• Commence construction by (date).
• Achieve 25%, 50%, 75%, and 100% completion of pipeline installation by specified dates.
• Adherence to OSHA regulations and industry safety standards
• Regular safety drills and training sessions for all team members
• Commitment to minimizing environmental impact through responsible construction practices
• Quarterly reviews of the team charter during team meetings
• The team will discuss and agree upon any proposed changes, thus ensuring the charter’s ongoing relevance and effectiveness.

Team Charter Vs Ground Rules

A team charter and ground rules are vital for effective teamwork. Each serves a different purpose in promoting collaboration and guiding team behavior.

A team charter outlines the team’s purpose, goals, roles, norms, and performance metrics. It is like a roadmap, defining the team’s mission, objectives, and team members’ roles and responsibilities. The team charter sets the foundation for collaboration by aligning team members with common objectives and providing a reference point for decision-making.

Ground rules govern the day-to-day interactions and behaviors within the team. Unlike a team charter, ground rules focus more on practical aspects of teamwork, such as communication protocols, meeting etiquette, and conflict resolution strategies. Ground rules provide a framework for a respectful and efficient team environment, helping promote a positive team culture.

While a team charter establishes the overall direction and purpose of the team, ground rules address the practical and interpersonal aspects of teamwork, ensuring that team members collaborate effectively and harmoniously. Both are critical for creating a cohesive and high-performing team.

Team Charter Vs Project Charter

A team charter and a project charter are distinct documents that serve different purposes.

A project charter starts the project, assigns the project, and gives the authority to manage the project. The project sponsor signs it or someone from the top management. The project charter includes key project details such as timelines, budget constraints, and high-level milestones.

While a team charter focuses on the internal dynamics and collaboration of a specific team, a project charter is an authoritative document that authorizes and outlines the parameters of a project, setting the stage for its successful initiation and completion.

Team Charter Vs Organizational Charter

A team charter and an organizational charter are distinct documents that serve different functions within the teamwork and organizational structure.

An organizational charter is a foundational document that defines an organization’s broader structure and principles. It outlines the organization’s purpose, values, governance structure, and key policies. The organizational charter provides a high-level framework for decision-making, governance, and strategic direction across all teams and departments.

A team charter focuses on the internal dynamics and collaboration within a specific team, whereas an organizational charter serves as a foundational document that establishes the organization’s overarching principles, structure, and governance.

A team charter is the cornerstone of teamwork. It provides a roadmap for collaboration by outlining the team’s purpose, goals, roles, norms, and performance metrics. It is a guiding document that fosters a shared understanding among team members, aligns efforts with common objectives, and establishes a decision-making and conflict-resolution framework.

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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What is a Responsibility Assignment Matrix And How to Create One

Projects often falter not from lack of talent or resources, but from unclear responsibilities and misaligned expectations. When deadlines loom and stakeholders grow anxious, the difference between success and failure often comes down to one fundamental question: Does everyone know exactly what they’re supposed to do?

The Responsibility Assignment Matrix (RAM) addresses this critical need for clarity in project execution. It transforms vague roles and loose accountability into clear, actionable responsibilities. By establishing who owns what, who decides what, and who needs to know what, RAM helps teams move from confusion to confidence, turning project plans into delivered results.

What is the Responsibility Assignment Matrix (RAM)?

The Responsibility Assignment Matrix (RAM) is an essential project management tool designed to clarify roles and responsibilities within a project. At its core, RAM serves as a blueprint for project execution by categorizing stakeholders into defined roles. These roles are Responsible, Accountable, Consulted, and Informed, commonly referred to as the RACI matrix. By employing a RAM, project managers can effectively delegate tasks, enhance team communication, and reduce ambiguity in project workflows.

RAM’s primary value lies in its ability to facilitate clear communication and role demarcation among team members. By outlining who is Responsible for task execution, who holds the ultimate Accountable authority, who should be Consulted for input, and who ought to be Informed of progress, the matrix ensures that all bases are covered. This structure simplifies task management and helps prevent project delays by ensuring that everyone understands their duties and expectations.

In project management practices, a well-developed RAM boosts efficiency by establishing transparent pathways for delegation and consultation. It also serves as a helpful guide for integrating cross-functional team dynamics, which are vital in collaborative workspaces. Difference Between Responsibility Assignment Matrix and RACI Matrix

In project management, both the Responsibility Assignment Matrix (RAM) and the RACI matrix serve as frameworks to define clear roles and responsibilities. However, they differ in their approach and application, necessitating a distinct understanding for effective project implementation.

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Roles and Responsibilities Explained

The Responsibility Assignment Matrix (RAM), an integral tool for project management, demystifies and assigns specific roles among team members, ensuring efficiency and clarity. The key components, known as the RACI model, divide responsibilities as follows:

Responsible:

This role entails the individual(s) who physically perform a task or activity. They are the action-takers who ensure the deliverables are executed. For instance, developers who are coding the features outlined in a project are tagged as responsible.

Accountable:

Crucial to the project’s success, the accountable individual is the decision-maker. They oversee the completion of work by the responsible parties, ensuring standards and timelines are met. In web development, a product manager often holds this role, signing off on a sprint before it is released.

These are the subject-matter experts whose opinions are sought during a task’s lifecycle. They offer guidance and feedback, ensuring insightful integration into the project. A legal consultant might review compliance documentation, providing essential advice to the project leads.

Individuals in this category need to be kept in the loop about major project updates and decisions, though they do not directly contribute to task completion. Stakeholders, such as business owners, often fall into this group, ensuring higher-ups are aware of project progress and outcomes.

Assigning clear roles is paramount to avoiding project delays and confusion. A well-implemented RAM facilitates timely communication, ensuring everyone understands their responsibilities in the broader project ecosystem. Task mismatches or overlaps can hinder productivity, but with Roles and Responsibilities , such issues can be preemptively addressed. Furthermore, using tools like Creately’s templates enhances team understanding and engagement with precise role allocation, leading to a well-oiled project management process.

By effectively utilizing a RAM, teams can synchronize efforts, maintain accountability at every project stage, and achieve a harmonious workflow. This structured approach not only defines expectations clearly but also empowers team members to contribute to the project’s success confidently.

Types of Responsibility Assignment Matrix

The versatility of a Responsibility Assignment Matrix (RAM) allows it to be customized to fit the specific needs of various projects. Below, we explore a few prominent types of Responsibility Assignment Matrices that can be utilized in diverse scenarios:

Functional RAM (F-RAM):

This type is ideal for projects where tasks align closely with specific departmental functions. It leverages the expertise of functional leaders, ensuring tasks are executed within the domain knowledge, enhancing precision and efficiency.

Projectized RAM (P-RAM):

Employed in projects where focus shifts to specialized skills required for a specific project. Roles are tightly aligned with project goals rather than functional departments, allowing teams to tackle unique challenges effectively.

These variations in RAM frameworks demonstrate the flexibility in aligning matrices to the unique demands of projects, making them invaluable tools for project managers striving for clarity and efficiency in responsibility assignments.

How to Create a Responsibility Assignment Matrix

Creating a Responsibility Assignment Matrix (RAM) is an essential aspect of effective project management. It provides clarity and direction by mapping out roles and responsibilities across team members, thereby optimizing collaboration and accountability. Here’s a step-by-step guide to creating a RAM:

1. List Project Activities

The foundation of an effective RAM begins with a thorough breakdown of project activities. This step requires careful analysis of the project scope to identify all significant components, deliverables, and ongoing tasks. Work with project stakeholders to ensure no critical activities are overlooked. Break down larger activities into manageable components while keeping them substantial enough to avoid micromanagement.

Define project phases with clear start and end points

Identify major deliverables that represent significant project outcomes

List critical milestones that mark important project transitions

Include key operational tasks required for project execution

Document ongoing support activities and maintenance requirements

Specify quality control and validation activities

Add project management and coordination tasks

2. Identify Team Members

A comprehensive understanding of your project team is crucial for accurate responsibility assignment. This step involves mapping out all individuals and their roles within the project context. Consider both direct team members and those who may have periodic involvement. Document their positions, departments, and general areas of expertise to facilitate appropriate responsibility assignments.

List project managers and their specific areas of oversight

Include team leaders responsible for different project components

Document technical staff members and their specializations

Identify support personnel who provide auxiliary services

Add department representatives who need involvement

Note external resources and contractors

Specify backup personnel for critical roles

Include subject matter experts who may provide specialized input

3. Define Responsibility Types

A clear definition of responsibility types ensures consistent assignment and understanding across the project team. Unlike more complex matrices, RAM focuses on straightforward responsibility levels that clearly indicate who does what. Each type should be clearly defined and understood by all team members to prevent confusion or overlap.

Primary Responsibility

Full ownership of task completion

Authority to make decisions

Accountability for outcomes

Direct reporting obligations

Secondary Responsibility

Backup support for primary owner

Shared task execution

Collaborative decision-making

Regular involvement

Support Role

Assists primary and secondary owners

Provides specific expertise

Limited decision-making authority

Task-specific involvement

Optional Involvement

As-needed participation

Advisory capacity

No direct responsibility

Periodic consultation

4. Create the Matrix Structure

The matrix’s visual organization is crucial for usability and clarity. Create a clear, easy-to-read format that allows quick identification of responsibilities and relationships. The structure should facilitate both detailed review and quick reference, with clear headers and consistent formatting throughout.

Select appropriate software tools for matrix creation and maintenance

Design vertical activity listing grouped by project phase

Create horizontal team member listing organized by department

Include clear column and row headers

Add department and role information

Implement consistent formatting for easy reading

Consider color coding for visual clarity

Include space for notes and clarifications

5. Assign Responsibilities

This critical step involves matching team members with activities based on their skills, availability, and authority levels. Each assignment should reflect both the needs of the task and the capabilities of the team member. Ensure balanced distribution of responsibilities while maintaining clear lines of accountability.

Designate primary responsibilities with clear markers

Assign secondary responsibilities to ensure backup coverage

Indicate support roles where additional assistance is needed

Mark optional involvement for consultative roles

Verify every activity has appropriate coverage

Balance workload across team members

Consider dependencies between activities

Account for team member capacity and availability

6. Review and Validate

Thorough review ensures the matrix accurately reflects project needs and team capabilities. Conduct structured reviews with stakeholders to verify assignments, identify gaps, and resolve potential conflicts. This step is crucial for gaining team buy-in and ensuring the matrix will be an effective project management tool.

Schedule review sessions with key stakeholders

Verify all activities have appropriate coverage

Check for balanced workload distribution

Confirm team member availability and capacity

Address any gaps or overlaps in responsibility

Document team agreement and acceptance

Incorporate feedback from review sessions

Finalize responsibility assignments

7. Distribute and Maintain

Implementation of the RAM requires clear communication and ongoing maintenance. Establish processes for distribution, updates, and regular reviews to ensure the matrix remains current and useful throughout the project lifecycle. Create clear protocols for handling changes and maintaining version control.

Share final matrix with all team members

Establish regular review intervals

Create update procedures

Track changes and modifications

Maintain version control system

Document change history

Set up accessibility protocols

Schedule periodic reviews

Create backup and archive procedures

Establish change approval process

Embracing these steps ensures that the Responsibility Assignment Matrix not only maps roles accurately but also fosters a collaborative environment, driving project success and reducing miscommunication risks.

For further visual assistance, consider exploring the Matrix Org Chart Template that can help visualize the responsibility distribution effectively, keeping alignment with project goals and organizational structure.

Helpful Resources

Create a work breakdown structure.

A hierarchical decomposition method that breaks down project deliverables into smaller, more manageable components.

Free RACI Model Template

A responsibility assignment framework that defines four key roles in task completion and decision-making processes.

Kanban Board Software

Kanban boards provide real-time visualization of work progress through distinct stages of completion.

When Should a Responsibility Assignment Matrix be Created?

A Responsibility Assignment Matrix (RAM) should be created at the beginning of a project and maintained throughout its lifecycle. It is an essential tool for project planning and execution, and should be developed as one of the first steps in the project management process.

The ideal time to create a RAM is during the project initiation and planning phases, for the following reasons:

Establish Clarity from the Start:

Creating a RAM early on helps set clear expectations and responsibilities from the very beginning of the project. This prevents confusion, overlapping work, and gaps in accountability as the project progresses.

Support Project Planning:

The RAM serves as a crucial input to other project planning artifacts, such as the work breakdown structure, project schedule, and resource planning. Defining roles and responsibilities upfront makes these downstream planning activities much more effective.

Facilitate Team Formation:

When a new project team is assembled, the RAM helps onboard members by clearly delineating their roles and expectations. This promotes faster team cohesion and productivity.

Manage Changing Scope:

As project scope evolves over time, the RAM can be updated to reflect new responsibilities and assignments. Maintaining a current RAM ensures the project stays on track despite changes.

Enable Monitoring and Control:

The RAM provides a framework for monitoring project progress and controlling task completion. Project managers can easily track whether work is being done as expected based on the assigned responsibilities.

Support Handoffs and Knowledge Transfer:

When team members join or leave the project, the RAM serves as a reference to quickly understand who is accountable for what, facilitating a smooth transition.

While the RAM is most critical during project initiation, it should be reviewed and updated regularly throughout the project lifecycle. This ensures the matrix remains an accurate and useful tool for managing responsibilities and facilitating project success.

Why a Responsibility Assignment Matrix is Essential for Project Success

Clarity and accountability.

A Responsibility Assignment Matrix serves as the cornerstone of project role definition, eliminating ambiguity and confusion that often plague complex projects. By clearly delineating who is responsible for each task and deliverable, RAM creates a transparent framework where every team member understands their precise role and obligations. This clarity extends beyond simple task assignment – it establishes clear decision-making pathways, enables efficient performance tracking, and ensures that accountability is maintained throughout the project lifecycle. When challenges arise, team members can quickly identify the appropriate person to address issues, reducing response time and improving project efficiency.

Enhanced Cross-Functional Collaboration

The implementation of RAM transforms how cross-functional teams interact and coordinate their efforts. By providing a clear structure for inter-departmental collaboration, a Responsibility Assignment Matrixffectively breaks down traditional organizational silos that often impede project progress. Team members from different departments gain a comprehensive understanding of how their work impacts others, leading to more effective communication and coordinated effort. This enhanced collaboration reduces redundant work, minimizes misunderstandings, and creates a more cohesive project environment where resources and knowledge are shared efficiently across departmental boundaries.

Risk Management and Mitigation

Responsibility Assignment Matrix serves as a powerful risk management tool by establishing clear ownership of potential project risks and their associated mitigation strategies. Through explicit responsibility assignment, potential gaps in resource allocation or skill coverage become immediately apparent, allowing for proactive resolution before they impact project delivery. The matrix ensures that risk responses have clear owners, establishing structured escalation procedures when issues arise. This systematic approach to risk management significantly reduces the likelihood of missed deliverables and strengthens quality control measures across the project lifecycle.

Operational Efficiency

The implementation of RAM dramatically streamlines project operations by optimizing decision-making processes and resource utilization. Clear responsibility assignments reduce the need for excessive meetings and expedite issue resolution by eliminating confusion about who should address specific challenges. The matrix provides a framework for efficient workflow management, enabling better capacity planning and resource allocation. This improved operational efficiency translates directly into enhanced productivity and more effective use of project resources.

Team Empowerment

A Responsibility Assignment Matrix creates an environment of empowerment by providing team members with clear understanding of their authority and responsibilities. This clarity enables confident decision-making within defined parameters and increases job satisfaction through reduced role ambiguity. Team members can better plan their career development as they understand the full scope of their responsibilities and can identify areas for growth. The resulting increase in engagement and morale leads to higher productivity and better project outcomes.

Project Control and Monitoring

A Responsibility Assignment Matrixsignificantly enhances project oversight capabilities by providing a clear framework for progress tracking and performance monitoring. Project managers can easily track milestone completion, resource utilization, and deadline adherence through the lens of assigned responsibilities. This improved visibility enables more effective status reporting and budget control, allowing for timely interventions when projects deviate from planned parameters. The matrix serves as a foundation for establishing clear performance metrics and ensuring consistent project delivery.

Stakeholder Management

Effective stakeholder management is greatly enhanced through RAM implementation. The matrix clearly defines communication channels and information flow patterns, ensuring that all stakeholders receive appropriate updates and are engaged at the right level. This structured approach to stakeholder management leads to better expectation management, improved client satisfaction, and more effective vendor relationships. Clear responsibility assignments for stakeholder communication reduce the risk of mixed messages and ensure consistent engagement throughout the project lifecycle.

Implementing a Responsibility Assignment Matrix within collaborative workspaces can further smooth workflows and support dynamic project environments. The framework allows for efficient task execution while balancing diverse team inputs. Retrospective Meetings can be a great way to uncover insights and foster better collaboration

Common Pitfalls to Avoid

Implementing a Responsibility Assignment Matrix (RAM) can transform project management by creating clarity and structure. However, some common mistakes can hinder its effectiveness. Here’s how to avoid them:

Lack of Clarity:

Ambiguities in role definitions can lead to confusion. Ensure all team members understand their roles and responsibilities clearly within the RAM framework.

Overcomplication:

A RAM should be straightforward. Avoid including unnecessary details that complicate its purpose. Keep it streamlined for efficient communication.

Static Assignments:

Projects evolve, and so should your RAM. Regularly update role assignments to adapt to changes in project scope or personnel.

Missed Stakeholder Alignment:

Failing to engage stakeholders throughout the RAM process can result in oversight. Ensure ongoing collaboration and buy-in from all parties involved.

Tool Over-Reliance:

While templates and software tools can aid RAM creation, relying solely on them without input from your team may lead to gaps. Encourage regular discussions to complement these tools.

Avoid these pitfalls to harness the full potential of a RAM, ensuring that it remains a key resource for achieving seamless project outcomes.

How Creately Enhances Visual Project Management for Seamless Collaboration and Execution

Creately offers a comprehensive visual platform that transforms traditional project management workflows into dynamic, interactive processes. Here’s how Creately empowers teams to plan, manage, and collaborate effectively:

1. Visual Task Tracking for Clear Progress Monitoring

Creately makes task tracking intuitive by offering visual tools such as Kanban boards, Gantt charts, timelines, and flow diagrams. Teams can break down complex projects into manageable tasks and milestones, making it easier to see where things stand at any given moment. The visual approach ensures that tasks, deadlines, and progress are clear and accessible, helping teams stay on track while preventing bottlenecks.

2. Simplified Role and Responsibility Assignment

Creately simplifies the process of assigning roles and responsibilities using templates like the Responsibility Assignment Matrix (RAM) and RACI charts. Project managers can clearly define who is responsible, accountable, consulted, and informed (RACI) for every task. This ensures that all team members understand their roles, fostering accountability and reducing misunderstandings about who owns each task.

3. Common Workspace to Share and Manage Progress

Creately provides a centralized workspace where team members can easily share and manage all project-related materials. This workspace acts as a single source of truth, allowing teams to store diagrams, documents, and updates in one place. The shared environment ensures that everyone has access to the latest project information, avoiding confusion from outdated versions or fragmented files across different platforms.

4. Real-Time Collaboration for Faster Decision-Making

Creately’s real-time collaboration features enable team members to work together, regardless of location. Multiple users can simultaneously edit diagrams, add comments, and update progress. This immediate feedback loop encourages rapid decision-making and problem-solving, significantly reducing the time it takes to respond to issues or changes in project scope. Teams can brainstorm, strategize, and plan in real time, ensuring faster project delivery.

5. Customizable Visual Templates for Diverse Project Needs

Creately offers a wide variety of customizable templates, allowing teams to tailor their project management approach to their unique needs. Whether you need a work breakdown structure (WBS), flowcharts, mind maps, or specific methodologies like Agile or Waterfall, Creately’s visual templates help structure projects in the most effective way. This flexibility allows teams to visualize complex processes and workflows, leading to better planning and execution.

6. Integration with Other Tools for a Unified Workflow

Creately integrates seamlessly with other popular tools like Google Workspace, Slack, and Jira, ensuring that project management remains cohesive across platforms. Teams can link their visual diagrams with tasks, milestones, or communications in other tools, creating a unified project ecosystem that keeps everyone aligned and reduces duplication of work.

By fostering a workspace where ideas, tasks, and updates flow seamlessly, Creately enhances both individual accountability and collective productivity. This not only improves project outcomes but also nurtures a culture of collaboration and innovation within teams. As projects continue to evolve in complexity, having a platform that adapts to diverse needs and simplifies task management will become an indispensable asset. Creately is more than just a tool—it’s a strategic partner in transforming how teams work together to achieve success.

AcqNotes. “Responsibility Assignment Matrix (RAM) - AcqNotes.” AcqNotes, 20 July 2017, www.acqnotes.com/acqnote/careerfields/responsibility-assignment-matrix .

Malsam, William. “How to Make a Responsibility Assignment Matrix for a Project (Template Included).” ProjectManager.com, 10 June 2021, www.projectmanager.com/blog/responsibility-assignment-matrix .

Six, Ten. “What Is a Responsibility Assignment Matrix (RAM) in Project Management?” Ten Six Consulting, 11 Apr. 2024, www.tensix.com/what-is-a-responsibility-assignment-matrix-ram-in-project-management/ .

FAQ about RAM

What is a responsibility assignment matrix (ram) in project management, what can a responsibility assignment matrix (ram) eliminate.

A RAM eliminates several common project management challenges:

• Role ambiguity and confusion about task ownership
• Duplicate efforts and redundant work
• Communication gaps and information silos
• Decision-making bottlenecks
• Unclear escalation paths
• Resource allocation conflicts
• Accountability issues

How does a RAM differ from other project management tools?

Unlike other project management tools:

RAM focuses specifically on responsibility assignment rather than scheduling or task management

• It provides a clear framework for decision-making authority
• It explicitly defines different levels of involvement for each task
• It helps balance workload and authority across the team

Chiraag George is a communication specialist here at Creately. He is a marketing junkie that is fascinated by how brands occupy consumer mind space. A lover of all things tech, he writes a lot about the intersection of technology, branding and culture at large.

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For any project to succeed, well-defined project team roles are among the first steps.

When every person knows exactly what they’re responsible for, it helps avoid confusion, keeps things on track, and promotes collaboration. On the flip side, unclear roles can lead to misunderstandings, missed tasks, and lower team morale.

In this article, we’ll explore project team roles and responsibilities and explain how to assign them within your team. You’ll get a breakdown of key positions, learn how to create a structure that works, and see how aligning responsibilities can improve both individual and team performance.

Whether you're managing a large project or want to better understand your role, this guide offers practical tips to set your team up for sustainable collaboration.

Why you need to define project team roles

Clearly defined project team roles are the backbone of any well-functioning team. They facilitate the progress of projects, improve communication, and allow teams to focus on getting the job done without unnecessary roadblocks.

Having well-outlined project roles and responsibilities helps with accountability at every stage. Each person sees their role in the bigger picture, which reduces the chances of tasks being duplicated or forgotten altogether. It’s not just about assigning tasks — it’s about giving your team a sense of purpose and direction.

One of the biggest benefits of defining roles is that it minimizes confusion. Without established boundaries, team members may step on each other’s toes, leading to frustration or inefficiencies. However, when roles are properly communicated, everyone can stick to what they do best, boosting performance across the board.

Ultimately, a team that understands its responsibilities in a project team is more likely to meet deadlines, deliver quality results, and adapt to changes smoothly.

Key project management team roles explained

Every project needs to fill specific roles to cover everything from creating a strategic roadmap to carrying out technical tasks. The better you define these roles, the more streamlined your communication will be, contributing to greater success in your operation.

Small businesses are unlikely to have the resources to assign a single person to each of the roles in project teams, so one team member will usually assume various connected responsibilities.

So let’s go through the main project team roles definitions.

Project Sponsor

The Project Sponsor provides the overall vision and keeps the project in line with the organization’s objectives. They secure the resources and make high-level decisions that impact the project’s direction. While they don’t carry out day-to-day activities, they act on a strategic level to overcome major hurdles.

Project Manager

The Project Manager is the driving force behind the project. They’re ultimately responsible for planning, overseeing, and delivering the project on time and within scope. The role includes assigning tasks, managing resources, and monitoring progress. The Project Manager is also the main point of contact for stakeholders and might change expectations based on feedback at any point during the project lifecycle.

Product Owner (for Agile projects)

The Product Owner is specifically for Agile project team structures, and as the title suggests, the product’s success is their responsibility. Their practical tasks involve prioritizing tasks in the product backlog and speaking to stakeholders to keep the development team in line with what clients want. On a strategic level, they’re in charge of defining the overall vision of the product.

Coordination and Oversight Roles

While the Project Manager focuses on the big picture, the Team Lead is more involved in the day-to-day operations. They coordinate between the Project Manager and the rest of the team, making sure tasks are completed according to plan. The Team Lead will jump in to resolve challenges, from technical issues to workload difficulties, and provide clarity to keep the project on track.

Business Analyst

A Business Analyst bridges the gap between the stakeholders and the team. They help connect the company’s needs with the project deliverables so you’re always taking steps in the right direction. On a daily basis, the Business Analyst analyzes data, documents all requirements, identifies potential improvements, and proposes actionable tasks to get the most out of the project.

Resource Manager

A Resource Manager allocates personnel and resources across projects. They make sure the right people with the right skills are assigned to the right tasks to keep performance high and projects running smoothly. They need to manage availability, track resource utilization, and resolve any conflicts as and when they arise.

Risk Manager

The Risk Manager maps out potential risks, assesses their severity, and mitigates them to keep the project on track. They will write up contingency plans and share the documents so the team can proactively manage both internal and external threats. As the project progresses, the Risk Manager will monitor risks and deal with disruptions before they derail the project.

Specialized and Support Roles

Subject Matter Expert (SME)

A Subject Matter Expert brings specialist knowledge to the project. Whether it’s technical expertise, marketing insight, or legal advice, SMEs play a critical role in quality control and maintaining compliance. Based on their advice, the team can make more informed decisions.

Quality Assurance (QA) Tester

Quality assurance is a crucial part of any project, with QA Testers responsible for sticking to industry and stakeholder standards. They run tests throughout the project to catch any issues early and avoid costly mistakes down the line.

Stakeholders

Stakeholders cover anyone with an interest in the project. Clients, executives, and external partners typically fall into this category, but local residents would be stakeholders in a construction project. They don’t usually engage in daily tasks but they offer feedback and approval in project meetings. Their contact is the Project Manager, who keeps them informed of development, risks, and milestones.

Team Members

Team members are the core contributors who carry out tasks to deliver the project’s goals. Roles of project members could include creating marketing assets, running calls to clients, calculating budgets at given milestones, or anything else that a project couldn’t live without. They follow the guidance of the Project Manager or Team Lead, so may have to change tactics if the project scope changes, but usually take on roles within their specialization.

Communication Lead

Consistent communication is essential in any project. The Communication Lead keeps all team members, stakeholders, and external partners informed. They schedule meetings, take notes, and break down silos to keep information flowing freely.

When everyone knows their responsibilities, you significantly reduce confusion and stop important tasks from falling through the cracks. It's always best to write up a project team structure so people know who to reach out to for advice or action and to simplify the onboarding of new employees or suppliers.

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Creating a project team roles and responsibilities template

Managing complex projects involves setting as many time-consuming tasks to autopilot as possible. A project team roles and responsibilities template is a low-effort, high-reward solution that you can get up and running instantly without leaving out critical elements.

So how do you create a template?

1. List all project roles in a master document

Start by outlining all the roles in project teams that are relevant to your goals. If you're intimidated by a blank page in front of you, ask an AI assistant to get you started and build on the response. The key is to cover every role and responsibility, leaving nothing to fall through the cracks.

2. Define all the responsibilities your project will need

For each role, provide a detailed description of a project team’s duties. Be as specific as possible—what tasks will each person handle? For example, if you’re assigning a Communication Lead, detail whether they’ll manage weekly updates, stakeholder meetings, or both.

3. Set expectations for all the roles of project members

Use your template to outline performance expectations and deadlines for each role. This helps team members know what’s expected of them and when tasks should be completed. It also injects accountability to eliminate ambiguity about who owns each task. When issues arise, you can refer back to your plan and make quick but fair decisions.

4. Keep your template flexible and adapt to changes

As projects evolve your template needs to be adaptable. It’s a living document that can be updated as roles shift or as the project expands. You'll inevitably come across unexpected events that throw you off course, so update your template for next time.

Common challenges in managing project team roles

Even with a well-defined structure, managing project team roles comes with its fair share of challenges. Moving through your projects, you’ll see the dynamics within your team change, which can create confusion or friction if roles aren’t adjusted or communicated effectively. Here are some of the most common obstacles in project team management, and how to overcome them:

1. Ambiguous roles that lead to confusion and friction

One of the biggest challenges is when roles aren’t defined or overlap. If team members don’t know who’s responsible for what, tasks can fall through the cracks, or worse, multiple people may end up working on the same thing, wasting valuable time. To avoid this, revisit your project roles and responsibilities template and make sure it accurately reflects each team member’s role in the project.

2. Task overload that causes bottlenecks and resentment

Another common issue in project team management is uneven workload distribution. Some team members may find themselves overloaded with tasks, while others have little to do. The solution is to regularly assess who’s doing what and redistribute tasks to maintain balance.

3. Changing project scope that snaps rigid teams

Projects rarely stay static. Scope changes, new priorities emerge, and timelines shift, so check in with your team, reassign roles, adjust responsibilities, and keep the project running.

4. Communication breakdowns that snowball into stalled projects

Without clear communication, even the best-defined roles can cause misunderstandings. Keep open lines of communication through in-person and video meetings, team-wide announcements, and task-based communication over project management software.

Best practices for task allocation in teams

Effective task allocation in teams can make or break a project. When tasks are assigned thoughtfully but flexibly, you can avoid bottlenecks, prevent burnout, and keep your project on track. Here are some best practices to ensure you’re giving tasks to the right people to maximize your team’s potential.

1. Match tasks to strengths

One of the most important aspects of task allocation is aligning tasks with each team member’s skills. Take time to understand each person's strengths and assign them tasks that play to those strengths. This way, you’re setting them up for success and will get higher-quality results.

2. Keep workloads balanced

It’s easy for some people to end up with too much on their plate while others have an empty schedule. Use task management visualizations like Gantt charts to see your whole team's workload at a glance and check that tasks are distributed evenly. A sustainable balance maintains productivity, while also preventing burnout in high-pressure situations.

3. Prioritize tasks strategically

Not all tasks are created equal. Some are critical to the project’s success, while others can wait. Prioritize tasks based on deadlines and their overall impact on the project, then communicate these priorities so your team knows what to focus on first.

4. Be flexible with task assignments

Projects are in constant flux, and project team roles need to adapt to it. If someone’s workload changes or new priorities emerge, be ready to adjust task allocation to reflect the progress of the project.

5. Encourage ownership and accountability

Be specific about who’s responsible for what as you assign tasks. With this accountability, everyone understands their role in the project’s success. Encouraging ownership of tasks not only boosts motivation but also ensures that each team member takes their responsibilities seriously.

Bitrix24 — Your central hub for setting and empowering team roles and responsibilities

When each team member knows their roles, responsibilities, and expectations, projects run more smoothly, tasks get completed on time, and teams work better together. But now you’ve had the main project team roles explained, you need to lay it out on a central platform that everybody can access.

Whether it’s tracking tasks, updating project roles definitions, or improving communication, Bitrix24 keeps you on top of it all.

With tools for team collaboration, document management, and task tracking, you can streamline the entire project process with clearly communicated roles and responsibilities.

So, if you want to turn project team roles from a burden into an advantage, sign up for Bitrix24 today .

What are the key roles in a project team?

Key roles in a project team include:

How do roles affect project success?

Defined roles affect project success by ensuring accountability, reducing confusion, and improving collaboration within the team. When everyone knows their responsibilities, tasks are completed efficiently, communication flows better, and project objectives are met on time.

How to clearly define responsibilities in a project team?

To clearly define responsibilities in a project team:

Outline each role in a project team roles and responsibilities template

Specify the tasks and expectations for each position

Communicate these definitions to all team members

Run regular updates to reflect any changes in the project’s scope or structure

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