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Approve Vision

Topic Definitions #

Approve Vision
Approve Vision
Approve Vision

Approve Vision: Finalizing the Project Vision #

The Approve Vision block is the final step in developing a project vision. Its main goal is to approve the Project Scope Statement as the key document that defines what the project includes and what it does not. Key stakeholders approve this document to confirm the strategic direction and align all participants.

Preparation for Approval

Approve Vision

Stakeholder Meeting Organization

Approve Vision

Formalizing Feedback

Approve Vision

Document Approval

Approve Vision

Documenting the Decision

Approve Vision

Post-Approval Actions

Approve Vision

Project Scope Statement and Its Importance #

The Project Scope Statement contains several essential components. Together, they clarify what the project will deliver and what lies outside its scope:

  • Collect Requirements

    Product Scope Description #

    – describes the project’s product, its configuration, and main features to be developed. Ideally, this should align with the overall product vision.

  • Project Goals, Milestones, and Deliverables #

    – defines what the project aims to achieve, major checkpoints, and expected outputs across its lifecycle.

  • Formalizing Feedback #

    – captures and integrates stakeholder feedback into the scope documentation in an official manner.

  • Approve Vision

    Constraints and Assumptions #

    – lists limitations and expectations that affect planning and execution. These must be considered from the beginning.

  • Define Scope

    Exclusions #

    – clarifies what the project explicitly does not include. This helps avoid confusion and prevents scope creep.

  • Define Scope

    Risks #

    – identifies known or anticipated risks. A more detailed risk analysis will take place during the planning phase.

Once the Project Scope Statement is ready, it becomes the central point of reference, replacing the need for additional documentation or tools at this stage.

How to Approve the Project Scope Statement #

Picture of Step 1: Prepare for Approval

Step 1: Prepare for Approval #

  • Complete the Project Scope Statement and run internal reviews.
  • Share the document with all key stakeholders beforehand.
  • Create a short presentation summarizing its main points.
  • Picture of Step 2: Organize a Stakeholder Meeting

    Step 2: Organize a Stakeholder Meeting #

    Hold a meeting with executives, sponsors, and team leads. Structure it as follows:

  • Introduction: Summarize the document's purpose.
  • Main Discussion: Go through each section, allow questions and suggestions.
  • Conclusion: Confirm agreement and log final updates if needed.
  • Picture of Step 3: Formalizing Feedback

    Step 3: Formalizing Feedback #

  • If changes or additions were proposed during the discussion, update the Project Scope Statement accordingly.
  • Ensure that all revisions are agreed upon with key participants before final approval.
  • Picture of Step 4: Document Approval

    Step 4: Document Approval #

    The final approval process can be conducted in the following ways:

  • Stakeholder voting: Agreement is confirmed by a majority vote.
  • Direct sponsor approval: If the project is sponsored by a specific individual or group, final approval is confirmed by their signature.
  • Electronic approval: In the case of remote work, the document is signed via electronic systems.
  • Picture of Step 5: Documenting the Decision

    Step 5: Documenting the Decision #

  • Finalize the Project Scope Statement and store it in a centralized project management system.
  • Ensure that all participants have access to the approved version.
  • Document the meeting minutes to record the approval process and date.
  • Picture of Step 6: Post-Approval Actions

    Step 6: Post-Approval Actions #

    Once the Project Scope Statement is approved:

  • All stakeholders confirm their agreement with the document’s content.
  • The project receives formal approval to proceed to the next stage—detailed research of the market, external environment, and influencing factors.
  • All decisions are documented, and the statement becomes the foundation for project execution control.
  • Managing Scope Creep with the Scope Creep Matrix #

    Even with a clear scope, change is inevitable. To manage this, use the Scope Creep Matrix — a tool for tracking and assessing every change request.

    What Is the Scope Creep Matrix? #

    The Scope Creep Matrix is a visual tool that helps systematize information about change requests, including their impact on the scope, approval status, and final decisions. This matrix enables the project team and stakeholders to:

    • Gain a complete overview of the current state of change requests.
    • Assess which requests significantly impact the project scope.
    • Make timely decisions on each request.
    • Record communication and assign responsibility.

    How is the Scope Creep Matrix structured? #

    The matrix includes the following key components:

    • Request ID: #

      A unique number assigned to each request for easy identification and tracking.

    • Request Date: #

      Indicates when the change request was submitted, helping to assess review timeliness.

    • Request Description: #

      A detailed explanation of what is being proposed—whether to add, remove, or update an element.

    • Impact on Scope: #

      Evaluates the extent of the change’s impact: Minor, Moderate, or Significant. This helps prioritize actions.

    • Approval Status (Approved): #

      Indicates whether the change has been approved (Yes), rejected (No), or is still under review (Pending).

    • Comments and Additional Notes: #

      A field to document the reasons for approval or rejection, as well as any additional instructions or remarks.

    • Assigned To: #

      Specifies who on the team is responsible for implementing or reviewing the request further.

    At the approval stage, all stakeholders focus on this document, eliminating the need for additional tools or the creation of new materials.

    Conclusion #

    The approval of the project vision through the confirmation of the Project Scope Statement is a critical milestone that ensures a shared understanding of the project’s goals, boundaries, and deliverables among all stakeholders. This document serves as a foundational reference for subsequent planning and execution phases, clearly outlining what is included in the project, what is excluded, the risks to consider, and the requirements to be fulfilled.

    The approval process involves thorough discussion, incorporation of feedback, final edits, formal endorsement, and proper documentation of the decision. Moving forward, effective change management is ensured by utilizing the Scope Creep Matrix, which allows the team to maintain control over the scope and adhere to the agreed-upon plan. Thus, a well-prepared and approved Project Scope Statement provides a solid basis for the successful implementation of the project. miro.com

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    Updated on 09.06.2025
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