How to Write a Project Governance Document?

Writing a project governance document involves establishing clear rules, responsibilities, and processes to guide a project from start to finish.

A project governance document is a critical tool for ensuring project success by defining the structure, roles, and decision-making processes. Creating one systematically helps align stakeholders and manage expectations.

Understanding the Foundation of Project Governance

Before you even start writing, it's crucial to Make Sure Your Team Understands the Importance of Governance. A governance document isn't just bureaucracy; it's the framework that ensures accountability, enables effective decision-making, and provides a clear path for project execution and control. Educating your team on why this document matters will foster buy-in and adherence.

Key Steps to Creating Your Governance Document

Based on best practices and insights from resources like PMTraining, here are fundamental steps to guide you:

1. Select Your Governance Model: Different projects require different levels and styles of governance. Your document should outline the chosen model.

   • Examples: Centralized (strong PMO control), Decentralized (project manager autonomy), or a Hybrid approach.
   • Practical Insight: The complexity and strategic importance of the project often dictate the appropriate model.

2. Consult Teams, Managers, and Stakeholders: Effective governance isn't created in a vacuum. Engage relevant parties to gather input and ensure the document reflects the project's reality and stakeholder needs.

   • Why this is vital: Buy-in from key players makes the governance framework practical and enforceable.

3. Define Accountability and Responsibilities: Clearly specify who is responsible for what. This is a cornerstone of any governance framework. The document must list roles and their corresponding duties and decision rights.

   • Key Elements to Define:

     • Project Sponsor's role and authority
     • Project Manager's responsibilities
     • Team Member duties
     • Stakeholder engagement roles
     • Decision-making authorities (who approves budget changes, scope changes, etc.)

   • Example Table Snippet:

     Role	Key Responsibilities	Decision Authority
     Project Sponsor	Project ultimate success, funding	Major scope/budget changes, Go/NoGo
     Project Manager	Day-to-day execution, team lead	Task assignments, minor adjustments
     Team Lead	Deliverable quality, team guidance	Technical approaches

4. Discuss Communication Protocols: How information flows is crucial. The governance document should detail the communication plan.

   • Topics to Cover:
     • Reporting structure and frequency (e.g., weekly status reports to PM, monthly steering committee updates)
     • Stakeholder communication methods and frequency (e.g., quarterly newsletters, ad-hoc meetings)
     • Escalation paths (who to contact for different types of issues)
     • Tools and repositories for project information (e.g., project management software, shared drives)
   • Practical Insight: Establishing clear communication expectations reduces confusion and ensures stakeholders are informed appropriately.

(Note: The provided reference snippet lists additional steps beyond these five, which would typically cover areas like risk management, change control, review processes, etc., to form a complete document.)

Structuring Your Project Governance Document

While the exact structure can vary, a typical project governance document might include sections for:

• Introduction/Purpose
• Project Overview
• Governance Model
• Roles and Responsibilities
• Decision-Making Framework
• Reporting and Communication Plan
• Risk Management Approach
• Change Management Process
• Review and Approval Processes
• Document Control

Creating a comprehensive project governance document based on these principles helps ensure projects stay on track, within budget, and aligned with organizational goals.