Project definition: the first step towards the success of your project

By Virginia Fabris

Published: May 1, 2025

What is the best way to design a project so that it is not doomed to failure?

How can you develop a project basis that can guarantee the linear implementation of a project and determine its success?

In other words, how can you ensure that a project is completed within budget and on time? And that it can achieve the planned objectives at the same time?

All this is possible thanks to an optimal project definition !

But what is a project definition? And how can it be carried out optimally in your organization by avoiding all possible mistakes?... You will learn all this in this article!

See all software Operations Management

What is a project?

Before we turn to the concept of project definition, it is best to briefly define the term " project".

The term "project" refers to a sequence of activities characterized by a beginning and an end. A project usually has defined results and time frames within which its activities are to be completed.

A project is therefore a series of pre-planned actions that are unique and of fixed duration. The project aims to achieve a clear and predefined goal. This purpose can be realized through a continuous process of planning and control of resources and constraints of cost, time and quality.

Define the project definition

The project definition forms the basis of a project. It refers to the very first project phase and is a relevant tool in project management as it serves as the foundation of a successful project.

Specifically, it is about defining the specifications and the framework conditions for subsequent project planning. The project definition is the phase in which the main features of the project are outlined:

→ The project definition establishes the following components:

The objectives,
The target groups,
The work plan,
The products,
The expected results,
The partners,
The time period,
The location, etc.

The project definition corresponds to the brainstorming phase, i.e. the preparation of a project.

The project definition starts with an idea and ends with the writing of a document, the project brief, which summarizes the following:

The context of the project,
Its components,
An initial estimate of the project costs and the resources required for implementation.

The project definition ends when the main aspects of the project are outlined and communicated by the project team. The project definition is followed by the planning phase.

Project definition in practice: How is a project definition carried out?

The first premise to bear in mind is that each project differs depending on the sector in which it is created. Projects take different forms depending on the type of company and the sector in which they are created.

Regardless of the specialized form of projects, however, all projects have some key elements in common. These are elements that must be taken into account when developing the project definition.

Project criteria: the main elements of a project

The main elements mentioned above that define a project and contribute to its formation are

Temporality: a project always has a predetermined beginning, duration and end;
Uniqueness and specificity of the goal: a project produces a unique result or product;
The commitment of specific resources (people, money, materials, machines) allocated specifically to the project;
Development according to phases that make up the project life cycle: Conception, planning, implementation and completion;

☝ A project is constantly subjected to monitoring and verification phases to ensure that the objective is achieved. The monitoring phases are followed by adjustment phases, through which the necessary changes are made.

Use of a project team;
High adaptability to the complex and dynamic situations in which the project is implemented.

Each project is therefore characterized by the combination of the main elements and the elements of each sector.

Nevertheless, all projects have a particular structure, which is referred to as the project cycle. It can be summarized as follows:

The ideation phase (the project definition);
The planning phase;
Implementation;
The conclusion.

What elements should be considered when writing the project definition?

In line with the above assumptions, a relevant project definition must take into account all the elements mentioned above. In fact, the above points define the procedure to be followed in order to write a relevant project definition.

The main elements must be reflected in the project definition. In fact, the project definition is an initial outline that must summarize all the components of the project and all the phases.

The project definition should make it easier to understand how the project will develop. It should also make it clearer what its content, scope and goal will be.

What steps should be followed?

Specifically, there are two key steps to consider when defining a project: Preparation and Initiation.

1. preparation

In this phase of project definition, it is determined what the project should be about and why the project is important. It is also decided what the objectives are and what results are to be achieved.

In the preparation phase, you should try to answer the following questions and gather information about them:

What is the central question around which the project should be developed? → Description of the problem
What is the purpose of the project? → Project objectives
What are the methods to be used to achieve this goal? → Project delimitation
Within what timeframe should the project be completed? → Project scope
What are the estimated resources allocated to the realization of the project? → Project scope
Which project team should be deployed? → Project participants
Who are the clients and stakeholders? → Interface partners
How many and which phases should the entire project be divided into?
What are the factors that can contribute to success and the risks that could arise during project implementation?

☝ When writing the project definition, it is important to focus mainly on the following three elements:

a. The project objective;

b. Project objective;

c. Project scope.

👀 For each factor, request the correct information from the stakeholders!

a. Project goal

In English it means " goal". This refers to the long-term benefit of the project for the stakeholders (affected interest groups).

→ Answer to the question: What is to be achieved?

b. Project objective

In English, this is expressed as an " objective". This refers to the end results in the form of sub-objectives that are realized within a certain time and cost framework and the planned risk parameters. The defined and expected benefit should be achieved through these parameters.

→ Answer to the question: How should the goal be achieved?

c. Project scope

The project scope explains what the project is about and what is not part of the project. It serves to set clear boundaries.

→ Answer to the question: What is inside and what is outside a project?

☝ Explaining non-project areas is useful because it avoids the risk of the project scope expanding further and further.

This can happen, for example, if clients keep asking you to include new tasks in the project.

Caution! In the event that changes are made, these should be carefully documented (for example, if more budget is used).

👀 How do you check the feasibility of a project?

The following methods can be used to evaluate the feasibility of a project:

Feasibility study, which shows whether a project is feasible, profitable and economically relevant;
PoC (Proof of Concept), which checks whether a project can be worthwhile.

2. initiation

In the second phase of project definition, the project brief is created. This document is intended to set out in writing the information obtained in the preparation phase.

The project assignment is created by the project manager, who is generally also the project leader. Once the project brief has been drawn up, the project team and stakeholders are gathered. The contents of the project are then agreed with the stakeholders (whereby the decision template for the stakeholders is called the project proposal ).

Once the project assignment or project proposal has been drawn up, it is submitted and presented for a decision.

What is the aim of the project definition?

The aim of the project definition is to ensure the success of a project.

As with any type of work, if you don't lay a good foundation and don't start properly, the result can only be mediocre. The foundation of a project must be properly prepared and worked on. This is the only way to minimize, if not eliminate, all possible problems that may arise.

Thanks to a good project definition, it is therefore possible to minimize the amount of energy required. This is beneficial for both the project team and the customer.

The success of a project is measured in terms of time, resources and results. A project is considered successful not only if it is completed within the planned time frame. Success in a project is also achieved if the available resources were sufficient and if the desired results were achieved.