What is a project Charter?
A project charter is a document that outlines the key details, objectives, and scope of a project. You can think of the charter as the “North Star” for a project, since it provides clarity on why the project exists, what it hopes to accomplish, and how it will be carried out.
The charter typically includes:
- The project’s purpose and objectives
- A clear definition of the scope and deliverables
- Key stakeholders and their roles
- High-level timelines and resources
In higher education, project charters are particularly useful for aligning diverse stakeholders across teams or units, helping to set clear expectations, and for ensuring accountability. For instance, when launching a new campus-wide student success initiative, a charter can serve as a shared reference point for faculty, staff, and administrators, ensuring everyone is on the same page from the start.
What are the benefits of using a project Charter?
Though it takes time and collaboration to draft, a well-written project charter offers several significant benefits:
- Clear Vision: A charter provides a concise overview of the project, ensuring everyone understands its purpose and goals.
- Stakeholder Alignment: By defining roles, responsibilities, and expectations, the charter can minimize misunderstandings and conflicts among team members.
- Scope Control: With the project’s boundaries outlined upfront, it’s easier to identify and manage scope creep.
- Informed Decision-Making: A charter acts as a reference document for making consistent and strategic decisions throughout the project.
- Accountability: Assigning responsibilities within the charter ensures that everyone knows their role and can be held accountable for their contributions.
For example, in a curriculum redesign project, the charter might specify objectives like improving student outcomes, the scope (e.g., the courses to be redesigned), and the roles of faculty, instructional designers, and administrators. This clarity can help avoid conflicts and delays later in the process.
Where might you see a project Charter in higher education?
Project charters can be adapted to suit various types of projects in academia. Here are some examples:
- New program development projects might have a charter that outlines objectives like filling a market gap, the scope of the program (e.g., target audience, delivery mode), and key stakeholders such as faculty and accreditation bodies.
- Campus renovations projects, such as a library renovation, might have a charter that includes objectives like enhancing student study spaces, timelines for construction phases, and assigned responsibilities for facilities staff and external contractors.
- Grant-funded projects could use a charter that defines the research goals, outlines any deliverables required by the funder, and clarifies the members of the team who responsible for reporting outcomes.
- Technology implementation projects, such as adopting a new learning management system, might have a charter that specifies objectives (e.g., improving online learning), timelines, and roles like IT support, faculty trainers, and administrative leads.
A project charter is more than just a document—it’s a roadmap that sets a project up for success. By clearly defining objectives, roles, and scope upfront, you can minimize confusion, manage expectations, and keep the project aligned with its goals.
A step-by-step guide to creating and using project Charter
Drafting a project charter doesn’t have to be complicated. Here’s a step-by-step guide to get you started:
- Start by clearly stating why the project is being undertaken. You might specifically note what problem are you solving, and what outcomes you aim to achieve.
- Identify the specific, measurable objectives that align with the project’s goals.
- Define the boundaries of the project, noting what is included and what is explicitly outside the project’s scope.
- List the individuals or groups involved, including any specifics about their roles and responsibilities.
- Provide an overview of the major phases and deadlines for the project.
- Detail the resources available (e.g., budget, personnel) and any known limitations.
- Share the draft charter with any key stakeholders for feedback and approval. Stakeholder buy-in is critical for alignment and project success.
- While the charter sets the foundation, it can be updated as the project evolves to reflect changes or new information. You might add in check points along the way during the project to refer back to and update the charter as needed.
Reflective questions
- Have you ever used a project charter? If not, how might it help improve your current or upcoming projects?
- What’s one project in your role that could benefit from having a formal charter?
- How could involving stakeholders in drafting a charter improve alignment and buy-in for your projects?
- What challenges do you anticipate in creating a charter, and how might you address them?
- What’s one small step you can take to incorporate charters into your project planning process?