Setting Project Objectives in the Initiation Phases

The project initiation phase is the first phase within the project management life cycle, as it involves starting up a new project. Within the initiation phase, the business problem or opportunity is identified, a solution is defined, a project is formed, and a project team is appointed to build and deliver the solution to the customer. A business case/proposal (sometimes called a feasibility study) is created to define the problem or opportunity in detail and identify a preferred solution for implementation. The business case/proposal includes:

• A detailed description of the problem or opportunity with headings such as Introduction, Business Objectives, Problem/Opportunity Statement, Assumptions, and Constraints
• A list of the alternative solutions available
• An analysis of the business benefits, costs, risks, and issues
• A description of the preferred solution
• Main project requirements
• A summarized plan for implementation that includes a schedule and financial analysis

Goals are set in the Initiation Phase. Many organizations use SMART Goals.

SMART Project Objectives

SMART goals is an acronym which stands for Specific, Measurable, Attainable, Realistic and Timely (Lawlor & Hornyak, 2012). While humans have been setting goals for thousands of years, theories on how to set better goals originated in the 1940s when scholars in engineering and education first wrote about the benefits of setting specific and measurable goals (Lawlor & Hornyak, 2012). Further research in the 1960s, by Edwin Locke, found that employees were more motivated when they were given feedback on their performance and straightforward goals (Lawlor & Hornyak, 2012). Research continued into the 1980s and the first article documenting SMART goals was published in 1981 by Edward T. Doran. Doran is commonly regarded as the founder of the acronym (Lawlor & Hornyak, 2012).

SMART goals seek to address ineffective goal-setting behaviour and poor employee performance due to inefficiency. Practicing proper goal setting can promote workplace efficiency, and accountability and help employees assess their progress and productivity (Young, 2022).

The first concept in SMART goals is that goals should be “specific” so there is a clearly outlined target the employee wishes to achieve They should also be “measurable”, so the progress or success of the goal is clearly outlined (“Achievable” means that goals should be attainable by employees and within their power to complete “Realistic” refers to goals being reasonable given the abilities of employees and the resources available to them. Finally, “timely” means setting a timeframe in which the goal should be accomplished.

Benefits

Applying the SMART goals model can have several benefits. It helps to improve planning skills, which can result in reduced stress. Also, because SMART goals are specific and measurable, the employee can easily track the past, present and future of their desired goal. Employees who use this model have effective goal-setting practices and are more organized in their work and personal lives. Employing the SMART goals model can be beneficial when a specific goal of an individual is challenging. It provides guidance on how to set achievable goals in an efficient way. Additionally, it makes sure these goals are measurable by identifying what acts are best suited to obtain success. In the workplace, this model can increase employee engagement, increase efforts and motivation; as well as provide constructive feedback to help employees progress forward. Overall, it has been proven to boost employee morale and job satisfaction.

Limitations

Despite being widely beneficial, the SMART goals model does have limitations. The primary critique is based on the belief that this model is too narrow in focus and limits an employee’s perception of their capabilities and opportunities for growth. By focusing on one specific goal, employees may become narrow-minded and fearful of setting goals that might seem out of reach. Moreover, by focusing on one goal at a time, an employee’s professional growth may be prolonged, preventing other goals from being accomplished simultaneously (Wang, 2017). Ultimately, being able to broaden one’s views rather than concentrating on one specific goal could differentiate between one’s success or failure.

Regardless of this critique, since its inception, the setting of SMART goals has been a common practice in project management and human resources functions. By setting goals that are Specific, Measurable, Assignable, Realistic, and Timely, projects and employee performance can be more efficiently organized, tracked, and completed. For project management, efficient goal setting is essential in outlining the primary vision of the project and setting the direction for the organization’s business plan. Related to employee performance, following a SMART goals model enables managers and employees to collaborate on performance goals that are attainable and measurable (Goal Setting, 2022). By setting clear goals that are attached to a timeline and scheduled for review, managers can track and hold employees accountable for their progress and performance. Employees are given a clear understanding and direction on how they may reach their goals.

Overall, the SMART Goals model allows project management and employee performance tracking efforts and processes to be streamlined and enhanced. Due to this enhancement, SMART Goals has become a prominent model utilized in project development and execution, and employee performance measurement and review

Another theory that can be used in partnership with the SMART Goals model is Locke’s goal-setting theory of motivation. Locke’s theory is based on the concept that goal setting is linked to task performance, which can be enhanced with specific and challenging goals accompanied by regular feedback (Juneja, 2022). By implementing this model in addition to the SMART Goals model, managers can promote self-efficacy in the workforce that drives goal commitment and completion.

Class of 2022 Contributions: Hannah Fitzgerald, Chloe Erikson, Jillian Elliott, Katrina Fairbarin

• Specific – A project needs to be specific about what it will accomplish. Unlike many organizational goals, the goal of a project should not be vague or nebulous. An organization may want to ‘make London, Ontario a great place to live’, but its projects need to focus on a specific goal. For example, a more specific goal would be to build a downtown farmers’ market. A project that is specific is one that can be clearly communicated to all team members and stakeholders. A specific project goal will answer the five ‘W’ questions:

• Measurable – How will project progress and success be measured? What will be the measurable difference once our project is completed successfully? These measures should be quantifiable.
• Assignable – Who will do the work? Can people be identified who have the expertise in the organization to complete this work? Or can the expertise be hired from outside of the organization?
• Realistic – Is it realistic that the organization can achieve this project, given its talents and resources? This is a very important consideration for businesses of all sizes. Yes, it would be great to produce a new driverless car, but is that realistic given the resources that the organization has available?
• Time-related – when will the project be completed and how long will it take? These criteria can be very useful when defining a project. If the description for a project does not meet all these criteria, then it is time to go back to the drawing board and make sure that what is being described is really a project, rather than a program or strategic goal.

Regardless of this critique, since its inception, the setting of SMART goals has been a common practice in project management and human resources functions. By setting goals that are Specific, Measurable, Assignable, Realistic, and Timely, projects and employee performance can be more efficiently organized, tracked, and completed. For project management, efficient goal setting is essential in outlining the primary vision of the project and setting the direction for the organization’s business plan. Related to employee performance, following a SMART goals model enables managers and employees to collaborate on performance goals that are attainable and measurable (HR Resource Guide, 2022). By setting clear goals that are attached to a timeline and scheduled for review, managers can track and hold employees accountable for their progress and performance. Employees are given a clear understanding and direction on how they may reach their goals. Overall, the SMART Goals model allows project management and employee performance tracking efforts and processes to be streamlined and enhanced. Due to this enhancement, SMART Goals has become a prominent model utilized in project development and execution, and employee performance measurement and review.