SMB Project Success Checklist
This checklist is designed for small and medium businesses to evaluate their project successes
A Practical Guide for Canadian Small & Medium Businesses
Use this checklist to evaluate your project readiness and identify areas where professional services can help your business achieve better outcomes.
Project Strategy Assessment
Project Vision & Alignment
[ ] We have clearly defined what success looks like for this project
[ ] Project goals are documented and aligned with our business objectives
[ ] All stakeholders agree on project priorities and expected outcomes
[ ] We have identified how this project contributes to our growth strategy
Feasibility & Planning
[ ] We've conducted a realistic assessment of required resources (time, budget, people)
[ ] Potential risks and obstacles have been identified and documented
[ ] We have strategies in place to mitigate identified risks
[ ] The project timeline includes realistic milestones with some buffer for unexpected delays
Resource Evaluation
[ ] We have identified all required skills and expertise needed for successful completion
[ ] We've determined which resources we have in-house vs. what we need to acquire
[ ] Budget allocations are sufficient for each project phase
[ ] We have contingency funds set aside for unexpected challenges (recommended: 15-20%)
RED FLAGS: If you've checked fewer than 8 items above, your project may benefit from professional Strategy Services to establish a stronger foundation.
Project Management Readiness
Structure & Governance
[ ] A clear project management methodology has been selected (Agile, Waterfall, etc.)
[ ] Decision-making processes and authorities are clearly defined
[ ] Regular progress review meetings are scheduled
[ ] Roles and responsibilities are clearly assigned for all aspects of the project
Tracking & Controls
[ ] We have tools in place to track progress against milestones
[ ] A system exists for documenting and approving scope changes
[ ] Budget tracking mechanisms are established
[ ] Quality standards and verification processes are defined
Team Coordination
[ ] Communication channels and protocols are established for the project team
[ ] Team members understand their interdependencies with other tasks/team members
[ ] We have processes for resolving conflicts or bottlenecks
[ ] Knowledge sharing mechanisms are in place to document lessons learned
RED FLAGS: If you've checked fewer than 8 items above, your business would likely benefit from professional Project Management Services to ensure disciplined execution.
Specialized Expertise Evaluation
Technical Requirements
[ ] We have identified all specialized knowledge domains required for this project
[ ] Our team possesses the necessary technical expertise in these domains
[ ] We have access to industry best practices and standards relevant to this project
[ ] We understand the technical dependencies and integration points in our project
Experience Factors
[ ] Our team has successfully completed similar projects in the past
[ ] We have experience handling the specific challenges this type of project presents
[ ] We can confidently address regulatory or compliance requirements related to this project
[ ] We have connections to subject matter experts we can consult if needed
Capability Assessment
[ ] We have tools and methodologies appropriate for specialized aspects of this project
[ ] Our team can effectively troubleshoot complex problems in this domain
[ ] We have processes to validate specialized work against quality standards
[ ] We can maintain and support all technical aspects post-implementation
RED FLAGS: If you've checked fewer than 8 items above, targeted Project Consultant Services could provide the specialized expertise needed for success.
Project Launch Readiness
Team Preparedness
[ ] All team members understand their roles and deliverables
[ ] Training needs have been identified and addressed
[ ] The project team has the capacity to take on this work alongside existing responsibilities
[ ] Subject matter experts are available when needed for the project
Stakeholder Management
[ ] Key stakeholders have been identified and engaged
[ ] A communication plan exists for keeping stakeholders informed
[ ] Expectations have been set regarding involvement and approval processes
[ ] We have strategies for managing potential resistance to change
Operational Readiness
[ ] Systems and tools required for the project are available and functional
[ ] Kick-off activities and initial tasks are clearly defined
[ ] Documentation standards and processes are established
[ ] Go/No-Go decision criteria are established for critical project phases
RED FLAGS: If you've checked fewer than 8 items across the entire checklist, consider our Complete Project Solution bundle for comprehensive support.
Next Steps for Your Business:
Identify Gaps: Note the sections where you checked the fewest boxes
Prioritize Needs: Determine which gaps pose the greatest risk to your project
Consider Options: Evaluate internal solutions vs. professional services
Take Action: Develop a plan to address the highest priority gaps
Remember: According to the Business Development Bank of Canada, SMBs that address project management gaps before launching initiatives are 64% more likely to achieve their desired business outcomes.
Want expert help addressing your project challenges?
Contact us for a free consultation to discuss how our Strategy, Project Management, and Project Consultant services can be tailored to your specific needs.
