Discovery & Definition
Decide what we will do, and why?
This phase builds a shared understanding of user needs, organisational aims, constraints, and opportunities. Evidence is gathered to inform decisions, challenge assumptions, and surface risks before committing to build. Discovery insights then inform clear decisions about what will and will not be delivered.
- Phase owner: Discovery Lead
- Supported by: Project Manager, Design Lead, Tech Lead
- Informed: Sponsor, AM, Projects Coordinator
- Primary Client contact: Project Manager
Typical activities
Discovery
- Theory of Change and stakeholder workshops
- User research and journey mapping
- Review of analytics, content, UX, and accessibility, performance
- Technical discovery and feasibility checks
- Synthesis of findings and insights
- Estimation
Definition
- Agreement on in-scope and out-of-scope features
- Prioritisation
- Definition of success criteria and KPIs
- High-level backlog or capability outline
- Playback of findings and decision sign-off with stakeholders
- Statement of Work updated
Deliverables
| Deliverable | Owner | Shared With | Format | When |
|---|---|---|---|---|
| Discovery Report | Discovery Lead | Client + internal team | Requires new template | End of Discovery |
| Statement of Work (updated) | PM (approved by Sponsor) | Client + internal team | Statement of Work Template | End of Definition |
| KPIs for the project | Discovery Lead + PM | Client + Sponsor | Section in Discovery Report + Statement of Work template | End of Definition |
| Recommendations (if applicable) | Discovery Lead | Client | Recommendations sheet template | End of Discovery |
| High-level backlog / capability outline | Discovery Lead + Tech Lead | Internal team | Gitlab / spreadsheet (tbc by team) | End of Definition |
Templates
| Template | Owner | Audience |
|---|---|---|
| Recommendations sheet | Discovery Lead | Both |
| Wideband Estimation Sheet | Tech Lead / Design Lead / Discovery Lead | Internal |
| Specification Sheet | Discovery Lead | Internal |
| IA sheet (current and new) | Discovery Lead / Design Lead | Internal |
Tools and Platforms
- Figjam — workshops, journey mapping, synthesis
- Google Docs / Slides — reports and recommendations
- Hotjar / Google Analytics — analytics review
- TBC — user research
- Harvest — time tracking against Discovery budget
- Google Docs / Project Drive— documentation and decisions
- Project Rocket channels and meetings
Checkpoint
-
The problems we are solving are clearly articulated ↳ Required output: Problem statement documented in Discovery Report
-
User needs and success criteria are documented ↳ Required output: Included in Discovery Report and SoW
-
Scope boundaries are explicit ↳ Required output: In/out-of-scope list signed off by stakeholders in SoW
-
Constraints (budget, timeline, technical) are visible ↳ Required output: Noted in updated SoW
-
Key risks and assumptions are recorded ↳ Required output: Risk register updated
-
Internal alignment on direction confirmed ↳ Required output: Internal Meeting - review scope, project plan, estimates. Update SoW if substantial changes are indicated. Notes clearly document agreement, including by Technical Lead
Handover
| From | Discovery Lead + Project Manager |
| To | Design Lead (or Tech Lead for technical projects) + Project Manager |
| Mechanism | Handover meeting including PM, outgoing Discovery Lead, incoming Design Lead and Tech Lead. |
| Discovery Lead | Present findings, decisions, and Discovery Report. Confirm scope is understood. Remain available for questions during early Design. |
| PM | Ensure the handover meeting happens, that the Design Lead has access to all artefacts, and that the project workspace is up to date. Update the SoW if required. |
| Design Lead | Attend handover, confirm scope and direction, and take ownership of the Design phase plan. |
| Tech Lead | Attend handover and flag any technical feasibility concerns arising from Discovery findings. |
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