Project Readiness Checklist Template – Free Word Download
Introduction
The transition from the abstract world of “Initiation” to the high-stakes environment of “Execution” is the most dangerous moment in a project lifecycle. In the early phases, mistakes are theoretical: they exist only on paper and cost very little to fix. Once execution begins, however, the “burn rate” of the budget accelerates. People are hired, vendors are contracted, and equipment is purchased. If a project starts this phase before it is truly ready, it will inevitably stall, leading to expensive “wait time,” team frustration, and a loss of stakeholder confidence.
The Project Readiness Checklist is a rigorous quality-assurance gate. It is designed to ensure that the project has a solid foundation before the “heavy lifting” begins. It is not a simple to-do list: it is a comprehensive audit of the project’s governance, planning, resources, and technical prerequisites. By completing this checklist, the Project Manager can objectively prove to the Steering Committee that the project is not just “planned,” but “ready.”
This template provides a multi-dimensional view of readiness. We will examine organizational readiness (is the business prepared for change?), financial readiness (is the money actually available?), and technical readiness (is the environment provisioned?). The goal is to identify “show-stoppers” before they cause a crisis. This document serves as the final validation before the project seeks its formal “Launch Authorization.”
Section 1: Governance and Authorization Readiness
Purpose of This Section
A project cannot proceed if its legal and organizational foundations are shaky. This section verifies that the Project Manager has the “permission” to act and that the reporting lines are firmly established. Without these, the project team will find themselves second-guessed at every turn.
Step-by-Step Guidance
Review the initiation artifacts and confirm they are signed, filed, and understood.
1. The Charter and Appointment:
- [ ] Is the Project Charter formally signed by the Sponsor?
- [ ] Has the Project Manager received a signed Assignment Letter (Template 90)?
- [ ] Is the Project Code (Template 88) active in the finance system?
2. The Steering Committee:
- [ ] Has the Steering Committee held its first meeting?
- [ ] Are the Terms of Reference (ToR) for the committee approved?
- [ ] Is there a clearly defined escalation path for risks and issues?
3. Strategic Alignment:
- [ ] Does the project still align with the current corporate strategy? (Strategies can change during long initiation phases).
- [ ] Have all “Kill Zone” assumptions (Template 93) been validated or accepted?
Tip for Project Managers
If you find that your Sponsor is too busy to sign the Charter, do not check the “Ready” box. This is a red flag indicating a lack of executive commitment. A “No” on this item is a mandatory hold on the project.
Section 2: Financial and Procurement Readiness
Purpose of This Section
Execution requires spending. This section ensures that the “financial plumbing” is connected and that the procurement team is prepared to handle the contracts. Nothing kills momentum faster than a vendor who cannot start work because their Purchase Order (PO) is stuck in a 4-week approval queue.
Step-by-Step Guidance
Coordinate with the Finance and Procurement departments to verify these items.
1. Budget Allocation:
- [ ] Is the total budget for the Execution phase fully authorized?
- [ ] Have the CAPEX and OPEX classifications been validated by Finance?
- [ ] Is the Contingency Fund (Template 83) accessible to the PM?
2. Vendor Readiness:
- [ ] Have the master service agreements (MSAs) been signed for all primary vendors?
- [ ] Are the Statements of Work (SOWs) detailed enough to prevent immediate change requests?
- [ ] Have the vendor background checks (due diligence) been completed?
3. Tracking Mechanisms:
- [ ] Has the project budget tracker been built and reconciled with the ERP?
- [ ] Do vendors know the billing address and the Project Code they must use on invoices?
Section 3: Resource and Team Readiness
Purpose of This Section
A project plan is just a list of names until those people are actually available to work. This section verifies that the team is not only “assigned” but also “onboarded” and “equipped.”
Step-by-Step Guidance
Perform a “Roll Call” for the project.
1. Personnel Availability:
- [ ] Have all Role Appointment Letters (Template 91) been signed by Functional Managers?
- [ ] Are the “Key Person” dependencies identified and mitigated?
- [ ] Is the team’s “Friction Factor” (admin time vs. project time) accounted for in the schedule?
2. Workspace and Tools:
- [ ] Does every team member have the necessary hardware (laptops, monitors)?
- [ ] Is the Project Repository (Template 89) fully accessible to all members?
- [ ] Are software licenses (Jira, CAD, etc.) purchased and assigned?
3. Competency Check:
- [ ] Does the team possess the skills required for the upcoming phase?
- [ ] Is there a training plan for any identified skill gaps?
- [ ] Has the team completed the mandatory Project Induction/Kick-off?
Section 4: Technical and Infrastructure Readiness
Purpose of This Section
This section is critical for IT and engineering projects. It prevents the “I can’t start because the server isn’t ready” excuse. It verifies that the “digital construction site” is prepared for the workers.
Step-by-Step Guidance
This usually requires a technical walkthrough with the System Administrator or Lead Engineer.
1. Environment Provisioning:
- [ ] Is the Development/Staging environment active and accessible?
- [ ] Are the security firewalls configured to allow team access?
- [ ] Has the “As-Built” documentation for the existing infrastructure been reviewed?
2. Data Readiness:
- [ ] If migrating data, is the source data accessible?
- [ ] Has the data quality been assessed (is it “clean enough” to start)?
- [ ] Are the data privacy/encryption protocols (Template 94) in place?
3. Technical Standards:
- [ ] Have the coding or engineering standards been defined and distributed?
- [ ] Is the version control system (GitHub/GitLab) initialized?
Section 5: Plan and Methodology Readiness
Purpose of This Section
Is the map accurate? This section verifies that the planning artifacts are of sufficient quality to guide the team through the “fog” of execution.
Step-by-Step Guidance
Audit your own planning work.
1. The Integrated Project Plan (IPP):
- [ ] Does the schedule have a “Critical Path”?
- [ ] Are the milestones clearly defined with “Completion Criteria”?
- [ ] Is the Work Breakdown Structure (WBS) detailed down to the “Work Package” level?
2. Risk Management:
- [ ] Has the Initial Risk Heat Map (Template 92) been reviewed by the Sponsor?
- [ ] Does every “Red” risk have a documented mitigation plan and owner?
- [ ] Is there a schedule for recurring risk reviews?
3. Change Control:
- [ ] Is the formal Change Request process understood by the team?
- [ ] Is the Change Control Board (CCB) membership defined?
- [ ] Are the “Tolerance Levels” (Template 83) clearly documented?
Section 6: Business and Operational Readiness
Purpose of This Section
This is often the “forgotten dimension” of project management. A project might be ready to build, but is the business ready to receive? This section ensures the organization isn’t too distracted to support the project.
Step-by-Step Guidance
Interview the business stakeholders.
1. Stakeholder Support:
- [ ] Has a Stakeholder Map been completed?
- [ ] Have the “Anti-Sponsors” (resistors) been identified and engaged?
- [ ] Is the communication plan active?
2. Operational Timing:
- [ ] Is the business entering a “Peak Period” (e.g., Year-End Close) that will stop the project?
- [ ] Are there other concurrent projects that will compete for the same users?
3. Change Management:
- [ ] Are the Change Champions (Template 91) appointed in the target departments?
- [ ] Has a high-level Change Impact Assessment been performed?
Section 7: The “Go/No-Go” Decision Logic
Purpose of This Section
How do you summarize the checklist for the Sponsor? Not all items are equally important. This section provides a scoring model to help the Sponsor make an informed decision.
Step-by-Step Guidance
Categorize the checklist items into “Critical” and “Supportive.”
1. Critical Items (Must be 100%):
These are items without which the project cannot start.
- Examples: Signed Charter, Approved Budget, Technical Environment Active.
- Rule: If any Critical Item is “No,” the Readiness Score is No-Go.
2. Supportive Items (Target 80%):
These are items that would be nice to have, but the project can start without them and fix them in the first two weeks.
- Examples: Finalized User Manuals, Training for Phase 3, Desktop Wallpapers.
- Rule: If these items are >80% complete, the project can be marked as Ready with Conditions.
Readiness Dashboard Example
| Category | Status | Progress | Risk Level |
| Governance | GREEN | 100% | Low |
| Finance | GREEN | 100% | Low |
| Resources | AMBER | 85% | Medium (Wait for 1 Hire) |
| Technical | GREEN | 95% | Low |
| Planning | GREEN | 100% | Low |
| OVERALL | READY |
Section 8: Readiness Verification Sign-Off
Purpose of This Section
This documents the collective agreement that the project is prepared. It prevents the “blame game” later. If the project stalls because of a lack of resources, the PM can point to this signed document where the Functional Manager promised they were ready.
Signature Block
Project Manager:
“I have reviewed all sections of this checklist and certify that the planning and preparation are complete to the standards defined.”
- Signature: _______________________
- Date: ____________________________
IT / Technical Lead:
“I verify that the technical environment and infrastructure are provisioned and ready for the build phase.”
- Signature: _______________________
- Date: ____________________________
Project Sponsor:
“Based on the evidence presented in this checklist, I authorize the project to transition into the Execution phase.”
- Signature: _______________________
- Date: ____________________________
Conclusion – Project Readiness Checklist Template – Free Word Download
The Project Readiness Checklist is the final filter before the project begins its most expensive journey. It is a moment of professional honesty. It requires the Project Manager to look past their own enthusiasm and objectively assess the strength of the project’s foundations.
By using this template, you avoid the “false start” syndrome. You ensure that when the team gathers for the kick-off meeting, they have the tools, the money, the permission, and the data they need to be successful. A “Go” decision backed by this checklist is a powerful vote of confidence: it tells the entire organization that this project is professional, disciplined, and destined for success.
Do not treat this as a checkbox exercise to be done five minutes before a meeting. Spend the time to investigate each item. If an environment isn’t ready, say so. It is better to delay the launch by a week than to launch into a disaster that takes a month to fix. Readiness is the hallmark of a mature project manager.
Meta Description:
A comprehensive Project Readiness Checklist template. Audit your governance, finance, resources, and technical environments before moving from Initiation to Execution.
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