our process

Overview

In the following steps, you can see how we take every charitable project from concept to completion with clarity, structure, and measurable results.

While this is our standard framework, we adapt it to the unique nature of each project. For smaller or simpler initiatives, some stages may be streamlined or combined to keep things efficient without losing control or quality.

Every plan is tailored to fit the project’s size, scope, and specific needs.

1) Submit a Project Brief

Tell us what you want to achieve, why it matters, and any constraints. We triage fit, timeline, and urgency, then schedule a kickoff.

Questions:

What is the purpose of this project?
Who is the main sponsor or initiator?
Who will benefit, and how?
What problem or need does it address?
What is the desired outcome or change?
Are there any deadlines, constraints, or must-have features?
What resources (funds, people, equipment) are already available?

Key outputs:
Intake summary, kickoff date.

Outcome:

A clear, initial understanding of the project’s purpose, goals, and constraints.

2) Initiate (PRINCE2: Project Mandate → Initiation)

We map stakeholders, clarify objectives, risks, and success criteria, and agree decision rights.

Questions:

Who are the key stakeholders (donors, volunteers, beneficiaries, partners)?
What are their interests, expectations, and concerns?
What are the main objectives of the project?
What risks or challenges could we face?
Who has the authority to make key decisions?
How will success be measured?

Key outputs:
Project Mandate, stakeholder map, initial risk/issue log.

Outcome:

All stakeholders identified, engaged, and aligned on objectives and success criteria.

3) Build the Business Case & Governance

We quantify benefits, costs, and risks, and confirm how the project will be controlled. Sponsors get a clear, evidence-based go/no-go.

Questions:

What benefits will the project deliver, and how will they be measured?
What are the estimated costs and required resources?
What risks could affect success, and how can we mitigate them?
Who will oversee the project (Project Board or governance body)?
How will progress and changes be approved?
Is there a clear “go/no-go” decision point?

Key outputs:
Business Case, governance model/Project Board, approval to proceed.

Outcome:

A justified, approved project with defined oversight and control mechanisms.

4) Plan the Work (PRINCE2: PID & Stage Plans)

We define scope, deliverables, timelines, budget, and quality measures. The project is split into manageable stages with entry/exit criteria.

Questions:

What exactly is in scope, and what is out of scope?
What are the deliverables and their acceptance criteria?
What is the timeline, and how is it divided into stages?
Who will do each task, and what resources will they need?
What quality standards must be met?
What is the communications plan?
How will risks and issues be tracked?

Key outputs:
Project Initiation Documentation (PID), stage plans, RAID register, communications plan, quality approach.

Outcome:

A structured, detailed plan outlining scope, deliverables, timelines, budget, and quality measures.

5) Mobilize People & Resources

We recruit/brief volunteers and partners, confirm roles (RACI), align suppliers, and set up tools for collaboration and safeguarding.

Questions:

Who needs to be involved at each stage?
What roles and responsibilities will they have?
Do volunteers need onboarding, training, or support?
Are there any partners or suppliers to coordinate with?
What agreements or contracts are needed?
Do we have all the tools, systems, and permissions in place?

Key outputs:
Resourcing plan, onboarding packs, agreements, tool access.

Outcome:

The right people, partners, and resources in place, ready to begin execution.

6) Deliver in Stages

Execution happens in time-boxed stages. We manage change, remove blockers, and keep everyone aligned to scope, budget, and benefits

Questions:

What is the goal of the current stage?
Are we on track with timeline and budget?
Are we delivering to the agreed quality standards?
Have any changes been requested, and how will they be handled?
What risks or issues need immediate attention?
Do we have approval to move to the next stage?

Key outputs:
completed stage deliverables, change/issue decisions, updated RAID.

Outcome:

Incremental progress achieved with controlled execution, adapting to changes as needed.

7) Monitor, Report & Engage

Transparent, rhythmical reporting for sponsors, donors, and volunteers: milestones, spend, risks, and impact indicators—no surprises.

Questions:

What is the current status of deliverables?
Have any risks or issues changed in severity?
Is the project still aligned with objectives and benefits?
How do stakeholders prefer to receive updates?
Are we maintaining donor and volunteer engagement?
Do we need to adjust the plan or resources?

Key outputs:
Dashboards, progress reports, stage-end reviews.

Outcome:

Transparent, regular updates that keep the project on track and stakeholders informed.

8) Handover & Closure

We verify acceptance criteria, transfer knowledge, and hand over assets so the initiative runs smoothly without us.

Questions:

Have all deliverables been completed and accepted?
Have we met all agreed criteria and quality standards?
Have all assets, knowledge, and responsibilities been transferred?
Are outstanding issues resolved or handed over?
Have we completed final reporting for stakeholders?
Is there formal sign-off from the sponsor or governance body?

Key outputs:
Acceptance sign-off, training & ops docs, closure report.

Outcome:

All deliverables accepted, responsibilities transferred, and the project formally closed.

9) Measure Impact & Learn

Post-project reviews at 30/90 days to confirm benefits, capture lessons, and package a case study for your stakeholders.

Questions:

Did the project deliver the intended benefits?
What measurable impact has been achieved?
What feedback have we received from stakeholders and beneficiaries?
What worked well that we should repeat?
What challenges occurred, and how can we prevent them in future?
Can we create a case study or public report to share results?

Key outputs:
Impact report, lessons learned, public-ready case study (optional).

Outcome:

Verified benefits, documented lessons, and insights ready to improve future projects.

Page updated

Google Sites

Report abuse