Let’s explore why company policies are the preferred approach:

Consistency: Company policies establish consistent practices across the organization. When authorizing projects, having standardized procedures ensures fairness and transparency.

Alignment with Objectives: Policies are designed to align with the company’s strategic goals. Project authorization processes outlined in policies consider factors such as risk assessment, resource allocation, and project alignment with organizational priorities.

Risk Management: Policies often address risk management protocols. By adhering to these policies during project authorization, organizations can mitigate potential risks.

Legal Compliance: Policies ensure compliance with legal and regulatory requirements. Authorizing projects according to established policies helps avoid legal pitfalls.

Stakeholder Communication: Policies guide communication with stakeholders. When authorizing projects, adherence to policies ensures that relevant parties are informed and involved.

Now, let’s briefly discuss the other options:

Project Team Meeting Minutes (Option A): While project team meetings are essential for collaboration and decision-making, relying solely on meeting minutes for project authorization lacks the necessary structure and consistency. Meeting minutes capture discussions but may not cover all aspects of project approval.

Employee Evaluation Form (Option C): Employee evaluation forms are used for performance assessments, not project authorization. They focus on individual performance rather than project approval processes.

Organizational Chart (Option D): Organizational charts depict reporting structures and roles within the company. While they provide context, they do not directly authorize projects. Organizational charts are useful for understanding reporting relationships but are not the primary means of project approval.

In summary, company policies serve as the best way to authorize projects, ensuring alignment, consistency, and adherence to organizational objectives1.

 1 The ASQ Certified Manager of Quality/Organizational Excellence Handbook, Fifth Edition. Sandra L. Furterer and Douglas C. Wood. ASQ Quality Press, 2021. Link