Stage gate process: Phases, gates & template

The stage gate process prevents project risks by establishing review checkpoints at every phase of your project. First introduced in 1988 by Robert G. Cooper, this methodology ensures products meet quality standards before launch.

Each gate defines criteria that the project must meet to move forward. By catching issues early, you increase your chances of project success.

What is the stage gate process in project management?

The stage gate process is a project management methodology that divides projects into distinct phases separated by decision checkpoints called gates. At each gate, stakeholders review progress and decide whether to continue, pause, or stop the project. This approach is most commonly used for product development but works well for any complex initiative.

The process breaks up projects into stages, and the gates between each stage serve as checkpoints. When using this approach, you will divide your project tasks into stages based on important milestones. Then, determine the prerequisites for each stage and make sure your project meets them before moving forward.

The goal of the stage gate process is to improve decision-making and project outcomes. Mistakes caught early are easier to fix than those discovered late in a project. Multiple checkpoints also provide clarity as team members collaborate on project tasks.

6 phases of the stage gate process

There are six different stages in the stage gate process, starting with zero. Each stage represents an area of development. Divide your project timeline and corresponding tasks into these stages so your project plan has a logical progression.

Stage 0. Discovery

The discovery stage is for project ideation. Gather research and set up a brainstorming session to identify what you're trying to accomplish.

Stage 1. Scope

Once you have a solid idea, you'll move into the next phase of scoping. Define your project requirements, identify your stakeholders, and set project goals.

Stage 2. Business case

Next, you'll create a business case to solidify your project plan and use research to justify your project goals.

Stage 3. Development

The development stage is where your ideas come to life. This is when your project team creates any project deliverables, like a product, a report, or a campaign.

Stage 4. Test and validate

For product development, test your product to make sure it meets both project goals and industry standards. For projects that don't include a product, use this stage to polish your deliverables. Look for areas you can improve before wrapping up.

Stage 5. Launch

The last stage involves launching your product or sending deliverables to key stakeholders.

Between these stages, you'll have gates. Gates help you progress through each project phase by confirming the feasibility and accuracy of the previous stage.

5 gates of the stage gate process

The gates in the stage gate process depend on what you've accomplished in the previous stage. For example, stage zero is discovery, so your first gate will review the quality of your project idea. That way, you don't move forward with an idea that isn't viable.

Gate 1. Idea quality

Review the quality and viability of your project idea.

Gate 2. Execution review

Make sure your project goals and requirements are realistic for the idea you have in mind.

Gate 3. Business rationale

Assess whether your business case is logical and check the efficiency of your corresponding action plan.

Gate 4. Action plan review

Determine whether you've completed everything in your action plan correctly.

Gate 5. Pre-launch check

Review your deliverables for quality and accuracy before beginning the launch process.

The 3 tasks within each gate

For each gate, you'll have three tasks:

1. Set your requirements for what the project needs to move forward.

2. Use a decision matrix to set criteria for measuring project success.

3. Wrap up each gate by creating possible outcomes.

Use the following questions to guide the process:

What requirements does the project need to move forward?

• Deliverables

• Milestones

What criteria can we use to measure project success?

• Strategic fit

• Product and competitive advantage

• Market attractiveness

• Technical feasibility

• Core competencies

• Financial risk and reward

What are the possible gate outcomes?

• Go: The project is viable enough to pursue.

• Kill: The project is not feasible to pursue.

• Hold: The project is on pause, but can proceed under certain conditions.

• Recycle: The project needs further adjustments to move forward.

While these are the standard gates and criteria for the stage gate process, you can customize them according to your project plan. For example, if you're building a product launch campaign, your criteria may shift toward digital metrics rather than product-focused metrics.

Benefits of using the stage gate process

The stage gate process can drive project or product launch efficiency by ensuring your end results meet expectations.

Other benefits of the stage gate process include:

• Reduced risk: Checking your project at each gate reduces risk by allowing you to identify issues quickly and address them as they arise.

• Increased team performance: Team members can do their best work when they know their project is error-free and on track to succeed.

• Improved project outcomes: You'll deliver top-notch results by thoroughly reviewing your project.

• Streamlined team collaboration: Team members can work together with ease when they have clarity on project progress.

When to use the stage gate process

The stage gate process is most commonly used to improve the product development process. Product development projects often involve large, cross-functional teams, with checkpoints that keep everyone aligned.

Beyond product development, stage gate works well for:

• Website overhauls

• Marketing campaigns

• Process improvement initiatives

• Company-wide rollouts

Use the stage gate process:

• With a cross-functional team

• With a large remote team

• When working on a complex project

Types of projects that benefit from the stage gate process:

• New product developments

• Company-wide initiatives, like a marketing campaign or a process overhaul.

The stage gate process is especially valuable for distributed and cross-functional teams:

• Cross-functional teams: Gates help team members trust one another because they know other teams have addressed project issues at each checkpoint.

• Remote teams: Structured reviews streamline team communication and reduce back-and-forth questions.

Stage gate vs. Agile: Which methodology is right for you?

Project managers often compare stage gate and Agile methodologies when selecting the right approach. While both aim to improve project outcomes, they differ in structure and flexibility.

When to choose stage gate:

• Regulated industries requiring documentation and compliance (pharmaceuticals, aerospace, medical devices)

• Complex product development with significant upfront investment

• Projects with well-defined requirements and clear end goals

• Cross-functional initiatives needing formal stakeholder alignment

When to choose Agile:

• Software development and digital projects

• Projects with rapidly changing requirements

• Teams that benefit from frequent iteration and customer feedback

Hybrid approach: Agile stage gate

Many organizations combine both methodologies to get the best of both worlds. Maintain structured gates for major decision points while using Agile sprints within each stage. This gives you governance and risk mitigation with the flexibility and speed of Agile.

Limitations to consider

Stage gate's structured approach can feel rigid for some teams, and the sequential nature may slow down projects that could benefit from faster iteration. However, for complex projects with significant investment, this discipline often prevents costly mistakes.

Stage gate process template

Below is an example of the stage gate process, with each stage and gate labeled. The project must go through each gate before moving to the next project phase.

Use the template below to fill in the process for your next product innovation or marketing strategy.

Put stage gate into action with Asana

The stage gate process helps your team catch issues early, align stakeholders, and keep complex initiatives on track. With clear checkpoints throughout your project lifecycle, you can make confident go/kill decisions and deliver better outcomes.

Asana makes it easy to build your stages, set up gate reviews, and track progress in one place. Get started and bring structure to your most complex projects.

Frequently asked questions about the stage gate process