Time Information Ready: Definition of Ready and Checklist Utilization

PMBOK v8 Definition

A "definition of ready" (also called "full kit") is a checklist used to ensure that a project or task is ready to start. Checklists are a list of items, actions, or points to be considered, often used as reminders developed based on historical information and knowledge accumulated from similar projects and other sources of information. While a checklist may be quick and simple to use, it is impossible to build an exhaustive one—the project team should also explore items that do not appear on the checklist, and the checklist should be reviewed periodically to update new information and remove or archive obsolete information.

Why It Matters for the Exam

The "definition of ready" concept appears frequently in PMI exam questions related to project initiation, risk identification, and quality planning. It is tested in situational questions where the project manager needs to determine whether a project or phase is prepared to begin, and in questions about minimizing rework through proper preparation. Exam questions often test your understanding that checklists are not exhaustive and must be continuously updated.

Key Points to Remember (for the exam)

• Definition: "Definition of ready" (or "full kit") is a checklist ensuring a project or task is ready to start—particularly useful in minimizing rework
• Limitation: No checklist can be exhaustive; the project team must explore items not appearing on the checklist
• Maintenance Requirement: Checklists must be reviewed periodically to update new information and remove or archive obsolete information
• Primary Source: Checklists are developed based on historical information and knowledge from similar projects and other sources of information
• Organizational Asset: Organizations may maintain checklists based on completed projects or use generic industry checklists
• Risk Identification Tool: Using checklists is an effective way to capture lessons learned from similar completed projects, listing specific individual project risks that occurred previously
• Common Confusion: Confusing "definition of ready" with "definition of done"—ready is about starting a task, done is about completing it

Typical PMI Exam Example

A project manager is preparing to begin a new software development phase. The team has a checklist of prerequisites that must be met before work starts. During the review, the project manager notices that several items from a similar past project are missing from the current checklist. What should the project manager do? → Update the checklist with relevant items from the past project and explore any additional items that may be relevant but not listed.

PMI Exam Traps

• Trap: Assuming a checklist is complete and requires no updates

  • Reality: Checklists must be reviewed periodically to update new information and remove or archive obsolete information; they are never exhaustive

• Trap: Treating "definition of ready" as a one-time activity at project start

  • Reality: The definition of ready applies to any task or phase start, not just the overall project initiation

• Trap: Confusing checklists with lessons learned repositories

  • Reality: Checklists are derived from lessons learned but are distinct tools—checklists are reminders for future projects, while lessons learned are documented knowledge from completed work

• Trap: Thinking the project team should only follow the checklist exactly as written

  • Reality: The team should also explore items that do not appear on the checklist

Important PMI Connections

Quick Review Questions

1. A project team is using a checklist to verify that all prerequisites are met before beginning a new phase. The checklist was created based on a similar project completed last year. What should the project team do with this checklist?

2. During a project initiation meeting, a stakeholder asks if the definition of ready checklist is complete and exhaustive. What is the correct response based on PMBOK v8 guidance?

3. A project manager notices that the organization's generic industry checklist for risk identification does not include several risks that occurred in the current project's predecessor. What action should the project manager take?

4. How does the "definition of ready" concept relate to minimizing rework in project management?

5. A project team is reviewing their checklist and finds several items that are no longer relevant due to changes in organizational processes. What should the team do with these obsolete items?

PMBOK v8 Reference

Section 2.2 - Organizational Process Assets (Checklists and Organizational Knowledge Repositories)