The project cycle

Projects have a life cycle. That is, they repeatedly go through three rough stages: reflection, planning, and acting. Each of these stages contributes to the next, and each is vital to a successful project.

(As a quick aside: I’m working with a 3-stage project cycle here. I know that there are variations on this cycle that have more than 3 stages — some have more than 15! I like the 3-stage cycle because it simplifies my life.)

So where to start? I’ll confess that my tendency is to jump into the planning stage with projects. I’m that type of person – I actually like thinking of things like goals and objectives and indicators that go into a project plan. On the other hand, I know some energetic people who like to begin with the acting stage – they like to start doing something about a situation, and sort out the rest later.

However, lessons from past projects have taught us that the most effective place to start a project is at the reflection stage.

Beginning with Reflection: Needs Assessment

Before starting any project, its important to take the time to reflect on the situation. This reflection that happens before a project begins is often called a needs assessment. I worked with a wonderful colleague once who liked to call it a needs and opportunities assessment to remind us that this assessment should consider the resources and opportunities at hand, and not just consider needs. Whatever your preferred terminology is for this stage, this is the time when you consider questions like:

• What are the expressed, felt needs in this community?
• What resources are available within the community and elsewhere?
• What opportunities are presenting themselves?

Planning: Describing where you’re going

Once you’ve taken the time to assess a situation, you’re prepared to plan your project. In fact, often in the course of completing the needs assessment some of the elements of a project plan will become obvious.

In brief, a project plan should include:

• an overall aim or goal (remember our project definition)
• a description of the changes, or results, that will happen because of the project
• a description of who is involved and who will benefit from the project
• an explanation of the activities that will make those changes happen
• a description of the people, money, and materials needed to do the activities

Acting: Project Implementation

This is often the fun part of the project cycle. In this stage, you’re doing the activities that you planned to do, like digging wells or training teachers or distributing seeds. You’re probably also doing the next stage of the project cycle: reflecting.

Reflecting: Monitoring progress and adjusting plans

As you implement the project, you will be monitoring the activities and the results of those activities. If you’re seeing the results that you planned for, then you know you’re on the right track. If not, then you probably need to go back to the project plan and re-think some activities or even some results. To use the terms from our project cycle, you reflect on the results, adjust the plan, and act on those adjustments.

Reflection: Evaluating success

A more substantial reflection usually takes place close to the end of a project, and sometimes partway through a project. This reflection is called an evaluation. Sometimes a consultant will be invited to look at the project activities and results and comment on the project’s success. Sometimes an evaluation will be handled by the project team and participants themselves. And sometimes it will be a combination — a consultant will facilitate a self-evaluation.

Evaluations are vital sources of learning and ideas for continuing projects or future projects.

Neat in a diagram, messy in real life

Despite the neat diagram, the stages in a project cycle aren’t tidily distinct. Often one stage will run into another, or you’ll find yourself going back and forth between two or even all three stages at once. It’s okay to do that, as long as you’re planning to include all of the phases in your project.

So it’s okay to begin a needs assessment, start planning, realize that something is missing from your assessment and go back to that before you continue planning. It’s fantastic to reflect on activities, realize that some of the results aren’t what you had hoped for, and go back to your plan to make some changes.

It’s not okay, though, to start a project like handing out food without taking the time to assess the situation and plan how this project will work.

Reflection Questions

• Do I ensure that reflection, or needs assessment, begins projects that I’m a part of?
• Do the project plans that I’m involved in include plans for reflection (monitoring and evaluation)?
• Do I ensure that reflection leads to a changed plan and practice?
• Do I regularly use lessons learned from past evaluations to inform my current planning and practice?