“Trying to manage a project without project management is like trying to play a football game without a game plan.” — Karen Tate

In today’s competitive business environment, efficient project management is key. The Stage-Gate process was traditionally used for product development. In my opinion, it also offers a robust framework for managing marketing projects. Using this method, marketing teams can enhance decision-making, and cut risks. In this article, I will explain the Stage-Gate concept and how it can be tailored to fit marketing needs.

Stage-Gate Project Management is a process that divides a project into several stages. Each stage ends with a gate. At each gate, stakeholders review the project's progress. They will decide whether to continue, change, or halt the project. This structured approach ensures that projects are continuously evaluated. This reduces risks and increases the likelihood of successful and timely outcomes.

• Stages: These are the project phases where specific tasks and activities are completed. Each stage has defined deliverables and objectives.

• Gates: These are decision points where the project's progress is reviewed. Stakeholders assess whether the project should proceed to the next stage, has to be reworked, or canceled. Gates are one-way streets. This ensures that the previous stage won't be repeated and that the continuous progress of the project is guaranteed.

• Criteria: Each gate has specific criteria that must be met for the project to advance. These criteria include goal alignment, technical feasibility, market potential, and risk assessment.

Robert G. Cooper developed the Stage-Gate process. He studied successful project teams at companies like DuPont and United Technologies. His goal was to create a structured yet flexible roadmap for managing new product development.

The Stage-Gate process saw its first major implementations at Exxon and DuPont. By the mid-1990s, it began spreading internationally. Starting in Scandinavia and later reaching German-speaking countries. Today, leading companies use it across northern Europe and worldwide. In North America, nearly 80% of companies have adopted it, leading to a 6.5-fold increase in sales performance from new products.

• Improved Risk Management: By evaluating projects at multiple points, potential issues can be identified and addressed early, reducing project risk and delays.

• Enhanced Decision-Making:  Reviews at each gate ensure that decisions are based on comprehensive and up-to-date information. This leads to more informed and effective decision-making throughout the project.

• Increased Accountability: Clear stages and gates create accountability among team members and stakeholders. Everyone involved understands their roles and responsibilities, leading to better project outcomes.

• Better Resource Allocation: Resources can be allocated more effectively. People focus on projects that meet criteria at each gate. This ensures that resources are used efficiently. Projects with the highest potential for success receive the necessary support.

While originally designed for new product development, the Stage-Gate process can be effectively adapted for managing marketing projects. In my opinion, four stages are enough for most marketing projects so I adapted the concept. Here are my four proposed stages and gates for marketing teams if they want to use the stage-gate concept.

1. Ideation/Concept ➡ Initial Review Gate:

   1. Stage: Generate and brainstorm marketing campaign concepts.

   2. Gate: Approve the idea to start planning the project.

   3. Criteria: Evaluate the originality, relevance, and potential impact of the marketing idea.

   4. Outcome: Decision to proceed with the planning phase.

2. Project Planning ➡ Planning Review Gate:

   1. Stage: Develop a project plan, including goals, target audience, budget, and timeline.

   2. Gate: Approve the project plan, ensuring alignment with strategic objectives and resource availability.

   3. Criteria: Assess strategic alignment, timing, feasibility, and resource allocation.

   4. Outcome: Approval to move forward with creating draft campaign assets.

3. Draft Approval Before Execution ➡ Pre-Launch Gate:

   1. Stage: Develop and complete marketing materials and assets.

   2. Gate: Review and approve all assets before going live.

   3. Criteria: Check for completeness, quality, and brand alignment of marketing materials.

   4. Outcome: Go ahead to launch the project.

4. Execution ➡ Performance Review Gate:

   1. Stage: Implement the marketing activities and track their performance.

   2. Gate: Evaluate the campaign’s performance against predefined KPIs.

   3. Criteria: Analyze engagement rates, conversions, conversion rates, and ROI.

   4. Outcome: Decision to continue, adjust, or terminate the campaign based on performance data.

If this is too complex for your setting at least make sure to have the third gate (Pre-Launch Gate) in place. I implemented this for my employer on Notion and called it a "double green-dot system".

You only need two green dots from the main stakeholders (topic owner & marketing owner). Once you get the 🟢🟢 approval, you can execute based on the planning and draft. It is super simple yet powerful as it avoids changes in the execution phase or even after Go-Live.

I hope this article helps to to gain some efficiency and save some resources along the way. I know that project management might not be the most sexiest topic but rest assured that it will help you to become more successful and more relaxed no matter what team you work in.

Special Thanks to Andrea Corda who talked about this topic in a recent presentation and inspired me to write an article about it.

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