Why Projects Fail Before They Even Begin - And How the Stage Gate Process Fixes That

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Let me start with a simple question:

Have you ever been part of a project that was delayed, over budget, or off the mark entirely?

If so, you’re not alone.

It’s one of the most common frustrations I hear from executives and project leaders across industries—from oil and gas to mining to infrastructure.

But here’s the truth most people miss:

Projects rarely fail because of poor execution.They fail because of poor decisions made early on - sometimes even before the project officially “starts.”

The Real Problem: We Move Too Fast

In today’s business environment, teams are under immense pressure to deliver and act fast to show progress.

So they jump straight into execution:

• Scoping starts before the problem is clearly defined.

• Engineering begins before all options are explored.

• Procurement is underway before risks are understood.

It feels productive - but without structure, it leads to:

• Misaligned teams

• Missed risks

• Rework

• Stakeholder pushback

• And budgets that balloon out of control

  
  

I’ve seen it time and again, even with highly capable teams.

Introducing the Stage Gate (Decision Gate) Process

The Stage Gate Process - also called the Decision Gate Framework - is a proven approach that brings structure, clarity, and discipline to complex projects.

It divides a project into distinct phases:

1. Assess - Is this even a good idea?

2. Concept - What are all the ways we could do this?

3. Develop - What does it take to deliver the chosen solution?

4. Execute - Let’s build it.

5. Operate - Let’s deliver value.

   
   
   
   

   

   Decision Gate Process by Wilson Biz Consulting

   
   

Each phase is separated by a gate - a decision point where the project is reviewed.

At each gate, leaders and teams ask:

• Are we solving the right problem?

• Do we have the right data?

• Are we aligned across teams?

• Are the risks understood?

• Do we still want to proceed?

If the answer is yes, the project moves forward. If not, the team holds, recycles, or stops the project—saving time, money, and frustration.

Let’s Look at the Common Pitfalls This Process Prevents

1. Jumping Into Execution Without a Clear Frame

This is perhaps the most common mistake. A real example? One company fast-tracked a deepwater oil project to meet rising demand - but skipped validating key design constraints.

The result? Nine months of rework and hundreds of millions in lost capital.

The Stage Gate Process prevents this by requiring teams to pause and confirm that the problem, solution space, and key risks are clear - before building anything.

2. Poor Stakeholder Alignment

Getting people in a room is not the same as real alignment. A pipeline project I reviewed failed to consult local regulators and communities early. They assumed approvals would follow.

They didn’t.

The route had to be redesigned mid-construction, adding years and billions to the project.

Stage Gate brings stakeholders in from the start - clarifying who’s involved, who decides what, and what success looks like.

3. Weak Risk Management

Most teams are optimistic. They assume things will go to plan. But optimism without structure is dangerous.

I once supported a project that had no serious risk review before development. Local contractors weren’t ready. Material costs soared. The delivery date was missed by 18 months.

The Stage Gate Process integrates risk reviews into every phase—so you catch what’s coming before it becomes unmanageable.

4. Making Decisions Based on Assumptions

Many failed projects are built on untested beliefs.

Like the refinery built on the assumption that demand would rise - only to see the market collapse before startup.

Stage Gate challenges assumptions and uses real data to validate your next move. It includes independent reviews and assurance steps - so that decisions are made with confidence, not guesswork.

What Does Success Look Like?

When applied properly, the Stage Gate Process helps you:

•  Define the right opportunity

•  Align stakeholders across departments and functions

•  Surface risks and unknowns early

•  Make confident, data-informed decisions

•  Deliver projects that succeed - not just start

It’s not about bureaucracy or slowing down. It's about building a foundation that saves time, money, and stress later on.

Where We Come In

At Wilson Biz Consulting, we help organizations implement a simplified Stage Gate approach - customized to your needs, culture, and level of project maturity.

We offer:

• Opportunity Framing Workshops

• Team Alignment & Executive Retreats

• Framing Facilitator's Development Program

• Stage Gate Implementation Support (in just 6 months)

• Assurance Review team's training

• Mastering Decision Gate Process Training (online and in-person)

• Sunshine Summit Events

  
  

Here is our 6 -steps approach to implementing a Stage Gate Process in 6 months:

6-Months Implementation Roadmap

“A decision made too early is a guess. A decision made too late is a crisis. The right decision, made at the right time, backed by the right people - that’s leadership.”

If you’re tired of firefighting, misaligned teams, or wasted investment, let’s talk.

The first step? Make better decisions—before the project even begins.

Reach out at www.wilson.biz or connect with me on LinkedIn.

Let’s frame your next opportunity for success - together.