# Stage Gate Process: Phases, Gates & Templates > Learn the stage gate process with 6 phases and 5 review gates to reduce risk, align stakeholders, and make go/kill decisions. See a practical template. Source: https://asana.com/resources/stage-gate-process ## Stage gate process: Phases, gates & template #### Summary The stage gate process divides projects into stages, with gates serving as progress checkpoints. Use this methodology to prevent project risk, streamline communication, and improve project outcomes with structured decision-making at every phase. The stage gate process prevents [project risks](/resources/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. #### Master AI-Powered Workflow Optimization Ready to revolutionize your team's productivity with AI you can trust? Join industry leaders from Asana and Anthropic to learn proven strategies for implementing AI across your workflow stages and unlock the full potential of Asana's AI Studio. - [Watch the webinar](https://resources.asana.com/how-to-transform-your-workflows) ## 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](/resources/project-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](/resources/decision-making-process) 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](/resources/create-project-management-timeline-template) 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](/resources/brainstorming-techniques) 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](/resources/business-case) to solidify your [project plan](/resources/project-management-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](/resources/what-are-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](/resources/project-stakeholder). 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. - [Create a risk management plan template](/templates/risk-management-plan) ## 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](/resources/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: - Set your requirements for what the project needs to move forward. - Use a [decision matrix](/resources/decision-matrix-examples) to set criteria for measuring project success. - 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. - [Read: 5 project management phases to improve your team’s workflow](/resources/project-management-phases) ## 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](/resources/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](/resources/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. Factor **Stage gate** **Agile** Structure Linear, sequential phases with defined decision points Iterative cycles (sprints) with continuous adjustments Flexibility Best when requirements are clear upfront Thrives when requirements evolve throughout the project Decision timing Go/kill decisions at specific gates Ongoing prioritization and course correction Best for Regulated industries, hardware, complex products Software development, digital projects **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](/templates/use-case/agile) within each stage. This gives you governance and [risk mitigation](/resources/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](/create-account) and bring structure to your most complex projects. - [See Asana in action](/demo/main) ## Frequently asked questions about the stage gate process #### Can the stage gate process be scaled for smaller projects? Yes. Adapt stage gate for smaller projects by using fewer stages or simplified gate criteria while maintaining the core principle of checkpoint reviews. #### How long does it take to implement stage gate in an organization? Small teams can adopt a basic approach in a few weeks, while enterprise-wide rollouts may take several months. Start with a pilot project before scaling. #### Who should be involved in gate review meetings? Gate reviews require effective [group decision-making](/resources/group-decision-making), so include project sponsors, functional leaders, and subject matter experts who can assess progress against gate criteria. Later gates typically require broader stakeholder input than early gates. #### What are common mistakes to avoid when using stage gate? Common pitfalls include making gates too rigid, skipping gates under time pressure, and failing to define clear criteria upfront. Empower gatekeepers to make tough go/kill decisions and resist pushing projects through without proper review. - [Project management](/resources/project-management) - [Project portfolio management 101](/resources/what-is-project-portfolio-management) Project management Business strategy #### Writer If you manage various initiatives across different teams and departments, you know how hard it can be to capture progress and share results in one place. Project management tools ... - [Asana app in ChatGPT: go from ideas to action](/resources/chatgpt-asana-integration) AI at work #### Content writer You just spent 30 minutes in ChatGPT working through an idea — outlining a campaign, mapping out next steps, pressure-testing a plan.It’s clear, structured, and actually feels rea ... - [How to set and achieve project milestones](/resources/project-milestones) Project management Goals #### Head of Content, Asana Not all project plans are created equal. You may have goals, tasks, task owners, and deadlines. You may have dependencies and deliverables. But did you remember to include project ... - [10 team management skills to start building today](/resources/team-management-skills) Leadership Project management Collaboration Inspire & Impact Collection #### Writer What sets a good manager apart from a bad one? It isn't the work you do or the workflows your team uses. Rather, good managers focus on their team. By prioritizing supporting your ... - [Stage Gate process: How to prevent project risk](/resources/stage-gate-process) Project management Workflow automation - [Content writer](/author/team-asana) 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 ens ...