The exploratory way of working – how it works
At KI, the exploratory way of working is used in projects where the need, the solution or the way forward is not fully known from the outset. Instead of following fixed phases, the work is more iterative, with a focus on learning, reflection and step‑by‑step decisions.
This page describes what the process looks like and what documentation is required.
The approach provides structure without being restrictive and is particularly suitable in early stages of development work or when new ways of working, solutions or approaches need to be tested.
The exploratory model is not less structured or planned – it plans in a different way. The exploratory model is suitable when:
- the problem is not fully clear
- the solution needs to be tested and refined
- learning is an important part of the work
The exploratory way of working can be described as a journey from investigating and understanding, to taking a position and – where appropriate – moving on to implementation.
The process diagram below shows a typical flow in an exploratory approach. It is not a fixed process, and the three steps – from exploring to taking a position and implementing – may overlap or be repeated.
The work is more iterative, with scope to explore, test and draw lessons along the way.
This does not mean that the work is less planned – quite the opposite. Structure and planning lie in reflection, documentation and recurring decisions on how to proceed.
The exploratory way of working is often used early in development work or when new ways of working need to be tested.
Working in an exploratory way
In an exploratory approach, work does not take place in fixed steps, but in recurring cycles of:
- exploring and gathering insights
- testing and comparing alternatives
- reflecting and taking a position
- making decisions about how to proceed
Planning is not based on fixed phases, but on clear checkpoints, documented choices and a shared understanding of the next step.
It is common for exploratory work to later transition into a more planned way of working, once goals and solutions have become clearer.
Documentation in an exploratory way of working
In an exploratory approach, documentation is used to create knowledge, traceability and a basis for decisions – not to lock in solutions or meet formal requirements too early.
The documents are designed for different purposes and are used as understanding grows. Not all initiatives require all documents.
Below is a description of the documents used in an exploratory way of working. All templates can be downloaded from the page with templates for an exploratory way of working. (länk)
An exploratory way of working begins with a start decision. The start decision provides a mandate to initiate a time‑limited exploratory phase, for example through tests, dialogues or analyses.
The start decision:
- is an agreement between commissioner and executor
- does not involve taking a position on the final solution
- sets the boundaries for what may be done and what is excluded
The start decision must be formally registered.
A document template for the start decision is available on the templates page for an exploratory way of working. (länk)
The exploratory working document is a working aid. It is used to collect questions, observations, lessons learned, risks and possible ways forward during the course of the work.
The working document:
- is not a decision‑making document
- is expected to be preliminary, incomplete and to change over time
- is used to support reflection and shared understanding
The working document is normally not formally registered, but it forms the basis for later summaries and decisions.
A template for the working document can be found on the templates page for an exploratory way of working. (länk)
When the exploratory work has generated sufficient knowledge, a consolidated recommendation and a decision on how to proceed are produced.
Decisions are taken by the responsible commissioner or equivalent decision‑maker.
The document:
- summarises what is now known
- describes realistic options for action
- recommends a way forward and outlines consequences
- forms the basis for a decision on continued handling
In this document, the organisation takes a position on whether the initiative should:
- be concluded
- be handled within operations
- transition into a project or other form of implementation
The document must be formally registered.
A template for a consolidated recommendation and decision is available on the templates page for an exploratory way of working. (länk)
If the recommended path involves more extensive implementation, a project plan may be developed.
The project plan:
- is used when implementation requires coordination, governance or formal decisions
- builds on previous decisions and recommendations
- must not contain new analysis or reassessment
The project plan must be formally registered.
A document template for a project plan can be found on the templates page for an exploratory way of working. (länk)
Summary – how the documents are used
The documents in the exploratory way of working:
- are used at different stages, for different purposes
- develop as knowledge increases
- are a support for decisions, not an end in themselves
If there is uncertainty regarding documentation or registration, please contact the Project Management Office.
From exploratory to a planned way of working
An exploratory way of working is often a means of preparing for the next step. When objectives, scope and solutions have become clearer, the work can transition to a planned way (länk) of working in line with the project model.
This is a natural transition and not a failure – on the contrary, it is often a sign that the exploratory work has done its job.
Support from the Project Management Office
The Project Management Office can provide support with:
- choosing an appropriate way of working
- designing exploratory work
- documentation and traceability
- transition to planned project work