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Importance of Project Planning: An Overview

Ready to learn about the Importance of Project Planning? This comprehensive blog includes an overview of project planning, a discussion on why project planning is crucial, an examination of its key components, an in-depth look at the five phases of a project's life cycle, and more in detail. Read more to learn!

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Moreover, it minimises uncertainties, optimises resource allocation, and ensures that teams are aligned with Project objectives. It is impossible to underline the Importance of Project Planning. Learn why effective Project Planning is essential for Project success and business success.

Table of Contents

1) Project Planning- an overview

2) Discussing the Importance of Project Planning

3) Exploring the key components of Project Planning

4) Looking at the five phases of a Project’s life cycle

5) The key tools you need for Project Planning

6) Steps you can take to create an effective Project Plan

7) Conclusion

Project Planning- an overview

Project Planning is a fundamental process in Project Management, serving as the compass that guides an endeavour from its conceptualisation to successful completion. Project Planning is the systematic and strategic process of defining, organising, and outlining all the essential components and activities required to achieve a specific goal or objective within a predetermined timeframe and budget.

Furthermore, Project Planners meticulously outline the Project's scope, objectives, tasks, and resources, breaking down complex endeavours into manageable units. They establish a clear roadmap that not only serves as a reference for team members but also helps in managing expectations among stakeholders.

Project Planning encompasses several key elements:

a) Scope definition : Clearly delineating the Project's boundaries and what it aims to accomplish, thus preventing scope creep.

b) Objective setting : Establishing Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) goals that guide the Project's direction.

c) Resource allocation : Determining the necessary resources, whether they be human, financial, or material, and allocating them efficiently.

d) Timelines : Creating detailed schedules, often visualised through Gantt charts or Project Management software, to manage deadlines and dependencies.

Discussing the Importance of Project Planning

Project Planning is the cornerstone of effective Project Management, and its importance cannot be overstated in today's dynamic and competitive business landscape. It serves as the essential blueprint that lays the foundation for a Project’s success. Here are key reasons why Project Planning is of Importance:

Reasons why Project Planning is Important

Minimising uncertainty

Project Planning allows teams to identify potential risks, uncertainties, and challenges early in the process. By conducting a thorough risk assessment, Project Managers can develop mitigation strategies and contingency plans, reducing the likelihood of unexpected setbacks during Project execution.

Resource allocation

A well-structured Project Plan helps allocate resources efficiently. It ensures that human resources, budgets, and materials are distributed optimally to support Project objectives. Effective resource allocation prevents overburdening team members and minimises wastage, ultimately leading to cost savings.

Stakeholder alignment

Clear Project Planning documents, including scope statements, objectives, and timelines, align stakeholders' expectations. This alignment fosters collaboration, reduces misunderstandings, and minimises conflicts among Project participants. When everyone understands the Project's direction, it's easier to work together toward a common goal.

Time management

Project Planning establishes realistic timelines and deadlines for each Project phase and task. This helps teams prioritise their activities, set milestones, and monitor progress. Effective time management ensures that Projects stay on track, preventing delays that could impact delivery dates.

Budget control

A well-defined Project Plan includes a detailed budget breakdown. This budget provides a financial roadmap for the Project, allowing for the allocation of funds to specific tasks and activities. By closely monitoring budget expenditures throughout the Project's life cycle, organisations can control costs and prevent budget overruns.

Quality assurance

Project Planning encompasses quality assurance measures, ensuring that deliverables meet predefined standards and quality criteria. By proactively addressing quality issues in the planning phase, teams can avoid costly rework and enhance the overall Project outcome.

Client satisfaction

Effective Project Planning leads to successful Project outcomes. When Projects are delivered on time, within budget, and in line with stakeholders' expectations, client satisfaction increases. Satisfied clients are more likely to become repeat customers and provide positive referrals.

Continuous improvement

Post-project evaluations often reveal areas where improvements can be made. A structured Project Plan includes mechanisms for monitoring and evaluating Project performance. These insights can inform future Projects, enabling organisations to refine their processes and achieve even better results.

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Exploring the key components of Project Planning

Project Planning is a systematic process that involves several key components, each playing a crucial role in ensuring the success of a Project. These components collectively form the blueprint for Project execution, guiding the Project team from initiation to completion. Here are the key components of Project Planning:

Project scope

Defining the Project scope is the first and foremost step in Project Planning. It involves clarifying what the Project will accomplish, its boundaries, and what it will not include. A well-defined scope prevents scope creep, ensuring the Project stays on track and within its intended parameters.

Project objectives

Project Planning sets clear, Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) objectives. These objectives serve as the Project's goals and help align efforts toward a common purpose.

Work Breakdown Structure (WBS)

The WBS is a hierarchical breakdown of the Project into smaller, manageable tasks and activities. It provides a detailed view of the Project's components, helping in resource allocation and task assignment.

Project Planning involves identifying and allocating the necessary resources, including human resources, budgets, materials, and equipment. Efficient resource allocation ensures that the Project has the required support to achieve its goals.

Project schedule

Creating a timeline or Project schedule is critical. This component outlines the sequence of tasks, their dependencies, and deadlines. Project Managers often use tools like Gantt charts to visualise and manage schedules effectively.

Risk assessment and mitigation

Identifying potential risks and uncertainties is essential. Project Planning includes a risk assessment that outlines the potential challenges and their impacts. Strategies for risk mitigation and contingency plans are developed to address these challenges.

Quality standards

Establishing and documenting quality standards ensures that Project deliverables meet the required level of quality. Quality planning outlines the criteria and metrics for measuring quality throughout the Project.

Communication plan

Effective communication is vital for Project success. A communication plan defines how Project information will be disseminated, who the stakeholders are, and what channels and frequency will be used for communication.

Procurement plan

In Projects involving external suppliers or vendors, a procurement plan is developed. It outlines the procurement strategy, selection criteria for vendors, and the procurement process.

Change management

Project Planning includes provisions for change management. It addresses how changes to Project scope, objectives, or requirements will be managed, ensuring that changes are documented, evaluated, and approved before implementation.

Cost estimate and budget

Project Planning includes the estimation of Project costs and the creation of a detailed budget. This budget serves as a financial roadmap for the Project, guiding financial decisions throughout the Project lifecycle.

Stakeholder analysis

Identifying and analysing stakeholders is crucial for managing expectations and addressing their concerns. A stakeholder analysis helps in tailoring communication and engagement strategies for different stakeholder groups.

Legal and regulatory considerations

Depending on the Project's nature and location, there may be legal and regulatory requirements that need to be considered during planning. Compliance with these requirements is crucial to avoid legal issues.

Monitoring and evaluation

Project Planning should include mechanisms for monitoring and evaluating Project performance against the defined objectives and milestones. This component ensures that the Project stays on track and allows for adjustments as needed.

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Looking at the five phases of a Project’s life cycle

A Project life cycle is a structured framework that defines the phases a Project goes through, from initiation to completion. It typically includes stages like initiation, planning, execution, monitoring and controlling, and closure. Each phase has specific goals and tasks, ensuring organised and efficient Project Management. Here is each phase described in further detail as follows:

Initiation

The initiation phase marks the beginning of a Project’s life cycle. It's a critical step where the Project's feasibility, purpose, and objectives are defined. During this phase, key stakeholders identify the Project's scope, its potential benefits, and assess whether it aligns with the organisation's goals.

Furthermore, a Project charter or initiation document is often created to outline the Project's key details, such as its objectives, scope, budget, and initial timeline. Additionally, the initiation phase involves appointing a Project Manager and assembling a Project team, setting the foundation for comprehensive planning and successful Project execution in subsequent phases.

Planning

The planning phase is the pivotal stage in the Project life cycle. This phase comprises of the detailed strategies that are developed to achieve Project objectives. It encompasses defining Project scope, setting clear goals, creating a comprehensive work breakdown structure (WBS), allocating resources, establishing timelines, and formulating Risk Management plans.

Furthermore, Project Managers and teams collaborate to produce a detailed Project Plan, including tasks, dependencies, and milestones. Budgets, quality standards, and communication plans are refined.

Moreover, this phase ensures that everyone involved understands their roles and responsibilities, laying a solid foundation for efficient Project execution. Effective planning minimises risks and increases the likelihood of on-time, on-budget Project completion.

Execution

The execution phase is where the Project Plan comes to life. It involves putting the meticulously crafted plans into action. Project teams carry out assigned tasks, utilising allocated resources and adhering to the established timelines.

Additionally, clear communication and collaboration among team members are crucial during this phase to ensure seamless progress. The Project Manager plays a pivotal role in coordinating efforts, monitoring progress, and addressing issues as they arise.

Furthermore, quality control measures are applied to maintain the Project's integrity, and any necessary changes are managed according to the change control process. Successful execution brings the Project closer to its objectives and delivers tangible results.

Monitoring and managing

The monitoring and managing phase is the stage where Project Managers and teams continuously track progress against the Project Plan. Key Performance Indicators (KPIs), milestones, and quality standards are rigorously evaluated.

Moreover, any deviations from the plan are identified, and corrective actions are taken to keep the Project on course. Risk Management remains a focus, with proactive risk mitigation strategies applied as necessary.

Furthermore, communication with stakeholders is ongoing to provide updates and address concerns. This phase ensures that the Project remains aligned with its objectives, budgets, and timelines, allowing for effective decision-making and the successful delivery of the Project.

Closure

The closure phase represents the culmination of the Project life cycle. It involves the systematic and organised closure of all Project activities. This includes verifying that all Project deliverables are met, finalising documentation, conducting a thorough review to ensure that Project objectives are achieved, and obtaining client or stakeholder acceptance.

Furthermore, financial and administrative closure tasks are executed, including settling outstanding bills, releasing Project resources, and archiving Project-related documents. Additionally, lessons learned are documented to facilitate future improvements.

Moreover, the closure phase ensures that the Project concludes smoothly, with all loose ends tied up, resources released, and stakeholders satisfied, marking a successful conclusion to the Project.

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The key tools you need for Project Planning

Effective Project Planning is crucial for business success, and having the right tools can greatly enhance the process. Here are key tools that businesses need for Project Planning:

a) Project Management software : This is the cornerstone of Project Planning. Tools like Microsoft Project, Asana, Trello, or Jira help teams create Project schedules, track progress, manage tasks, and collaborate efficiently. They provide a centralised platform for team communication and task management.

b) Gantt charts : Gantt charts are visual tools that display Project tasks and their timelines in a bar chart format. They help Project Managers and teams visualise task dependencies and the overall Project timeline, aiding in efficient scheduling and resource allocation.

c) Work Breakdown Structure (WBS) software : WBS software helps in creating and organising a hierarchical breakdown of Project tasks, allowing for a clear understanding of the Project's components and their relationships.

d) Communication tools : Collaboration and communication tools like Slack, Microsoft Teams, or Basecamp facilitate real-time communication among Project team members. They enable document sharing, instant messaging, and video conferencing, enhancing team collaboration regardless of location.

e) Risk Management software : Tools such as risk register software help in identifying, assessing, and managing Project risks. They assist in developing mitigation strategies and contingency plans to minimise the impact of potential issues.

f) Resource management software : These tools assist in allocating and managing Project resources efficiently. They provide insights into resource availability, workload, and allocation, preventing overallocation and ensuring optimal resource utilisation.

g) Financial and budgeting software : Financial tools help in creating Project budgets, tracking expenses, and managing financial resources. They allow for accurate cost estimation and control throughout the Project.

h) Document management systems : Systems like SharePoint or Google Workspace facilitate document storage, version control, and collaborative editing, ensuring that Project documentation is organised and accessible to all team members.

i) Risk analysis software : For complex Projects, specialised risk analysis software can help in modelling and simulating various scenarios to assess potential risks and their impact on the Project.

j) Reporting and analytics tools : Reporting tools like Tableau or Power BI enable Project managers to create and share performance dashboards and reports. These tools provide insights into Project progress, KPIs, and areas requiring attention.

k) Time tracking software : Time tracking tools help in monitoring the time spent on Project tasks and activities. This data is valuable for assessing productivity, estimating future Projects, and managing billable hours for client Projects.

l) Integration platforms : Integration tools like Zapier or Integromat can connect various software applications, automating data transfer and reducing manual data entry between different Project Management tools.

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Steps you can take to create an effective Project Plan

Creating an effective Project Plan is vital for achieving Project success. Here are five key steps to guide you through the process:

Steps to create an effective Project Plan

a) Define clear objectives and scope : Clearly articulate the project's objectives, goals, and deliverables. Define what the project will achieve and what it won't.

b) Create a detailed Work Breakdown Structure (WBS) : Develop a hierarchical breakdown of all Project tasks and deliverables using a Work Breakdown Structure (WBS). This visual roadmap helps organise Project components, making them easier to manage and assign.

c) Set realistic timelines : Establish a Project schedule with clear timelines for each task and milestone. Use tools like Gantt charts to visualise dependencies and critical paths. Ensure that your timelines are achievable and consider potential constraints.

d) Allocate resources effectively : Identify the resources required for each task, including personnel, budgets, materials, and equipment. Efficient resource allocation prevents overburdening teams and helps maintain cost control.

d) Monitor progress and adjust : Regularly track Project progress against your plan. Implement a monitoring and controlling process to identify issues early and take corrective actions. Be prepared to adapt the plan when unforeseen challenges arise, maintaining flexibility and agility throughout the Project's lifecycle.

Conclusion

The Importance of Project Planning cannot be overstated. A well-crafted Project Plan serves as the guiding compass, minimising risks, optimising resources, and ensuring successful Project outcomes. By diligently following the steps outlined and utilising the right tools, businesses can navigate the complexities of Project Management and achieve their goals with confidence.

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Introduction to PMP Certification

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Project Management and Methodologies

Project planning: importance, tools and fundamentals.

Project planning assures timely delivery and project success, a crucially necessary process in any technology company. It is the most critical phase in removing threats and project failures. Aiming toward an ideal project plan aids in increasing the likelihood of consumer satisfaction and their confidence in the company for future investments, as there is no success in a business plan if the execution does not come through.

Project planning requires several crucial steps that can help a company yield an efficient and successful process. Any company can have access to multiple tools of project planning like the Critical Path Method, PERT chart, or Gantt chart while they are in the process of forming a project plan.

The following article discusses the basics of project planning , its phases, its fundamentals, why it is so important for companies, some favoured tools that are used for project planning , and the primary steps.

What is Project Planning?

A project comprises five phases: initiation, planning, implementation, monitoring and managing, and closure. Planning is the secondary phase of the life cycle of any project, where, after the initiation phase, the plan is constructed so that the execution of the said plan can begin. The project plan acts as a roadmap for the complete procedure of project management. Project planning includes:

Defining Goals: The definition must contain what the project is composed of, its main purpose, what it plans to achieve, and what denotes its closure.
Clarifying the Scope: The explanation delivers facts on what the project plans to solve and who will profit from the project.
Organising Tasks: Every task is allocated a start date and an end date and provides an estimation of how long the given task would take to complete.
Rendering Progress Reports: The document contains the work to be completed, deliverables, and the planned result of the project.

Also known as the project management plan, project planning responds to the what, who, why, where, when and how of the project—to lay down the guidelines of a project with due dates and tasks. The objective of a project management plan is to navigate the execution and management of project phases. As it is mentioned above, a project plan comprises the following listed documents:

Project Charter: Offers a broad outline of the project. It explains the project’s goals, reasons, constraints, objectives, and stakeholders, among other factors.
Statement of Work: A statement of work (SOW) describes the project’s schedule, scope, milestones, deliverables, and tasks.
Work Breakdown Structure: Breaks down the project scope into the project phases, deliverables, subprojects, and work packages that lead to the company’s last deliverable.
Project Planning Template: The project planning template is split into factions to comprise the following: quality management, scope management, resource management, risk estimation, schedule management, stakeholder management and the transition management plan.

PRINCE2 Certification provides professionals with a structured approach to project planning, ensuring that they have the knowledge and tools to create effective project plans and manage them successfully.

The Five Phases of the Life Cycle of a Project

Any project, whether large or small, can be very complicated. It is much more effortless to break down all the essential inclusions for a project plan by considering your project in terms of phases. The following five phases of a project have been identified by the Project Management Institute that will help us understand the proper procedure of project planning:

Initiation: The beginning of a project, in which objectives and goals are determined through a business case and the suitability of the project is specified by a feasibility study.
Planning: During this phase of the project planning, the scope of the project is determined by a project planning tool called Work Breakdown Structure (WBS) and the project method to handle the project that is decided upon. Resources, quality and cost, are evaluated, and a project schedule with milestones and task dependencies is determined. The primary deliverable of this phase is the planning of the project created by the project team.
Execution: The project deliverables are achieved during this phase. Generally, this phase starts with a kick-off meeting. It is followed by formal team meetings and status reports while the project team is working on the project.
Monitoring and Managing: This phase is conducted in tandem with the execution phase of the project planning. Progress and performance metrics are calculated to keep track of the project, which is aligned with the planning of the project.
Closure: The project is concluded when the stakeholder is given the final deliverable. Resources are released, agreements are signed off on, and, idealistically, there will be an evaluation of the successes and failures.

This article aims to provide you with all the resources and information required to create a project plan and get it authorised by your consumers and stakeholders. Now that we have learned about project planning and its phases, let us dive into the fundamentals, importance and tools required in project planning.

Also Read : Project Management Processes And Phases Explained!

Fundamentals of Project Planning

Project Planning refers to describing fundamentals that any business must analyse before getting into the planning and execution phase. Some of these fundamentals are as follows:

Determination of Resources, Cost, and Scope

The procedure of determining the resources, cost, and scope aid in estimating the time needed to finish the project, the number of people required, and the skill set needed. The Work Breakdown Structure (WBS) assists this procedure by splitting the entire task into smaller, manageable elements.

Identifying the Problem

A combination of techniques, like meetings or surveys, is used to gather data to evaluate issues. There can be numerous concerns; then, the project team picks the problem that demands the most immediate attention.

Identification of the Stakeholders

Identification of the stakeholders provides a more precise image of the actual problem, especially which people and functions might be impacted by the project. Stakeholders and the project team work together and contribute to the success of the project.

Definition of Project Goals

A plan is created, keeping in mind the numerous anticipations of the stakeholders. The project’s success completely relies on how many anticipations the project can meet.

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The Importance of Project Planning for a Business

Project planning guarantees monitoring of the schedule and the budget at every stage. The project plan contains a schedule that steers the team members to achieve their tasks and enables them to understand the tool they will require and when. It also permits the team to stay committed to more high project performance. The project plan assures that there is enthusiastic participation of all the team members and lets them hold an opportunistic approach towards their job.

Project planning provides timely testing of the outcome at every stage. When successfully executed, all the people working on the project as a team can anticipate situations before they occur. This builds efficiencies and guarantees the successful implementation of the plan.

Furthermore, project planning enables analysing, prioritising, and ensuring a suitable plan for all sorts of risks. Accurate planning makes sure that there are more risks to expect and that they can be prioritised and managed properly. This step assures that nothing will fall apart, and the plan makes it effortless for the project team to memorise all the essential facts and deadlines.

Obtaining a PMP Certification is a key milestone for professionals looking to excel in project planning and management, as it validates their expertise in implementing effective project planning strategies.

Tools Required for Project Planning

The tools for project planning allow everyone interested in keeping track of project needs and deadlines. Some of the most favoured tools for planning a project include the following:

Gantt Chart

Gantt Chart is an industry benchmark that aids in tracing both time and interdependencies between the given tasks. Gantt charts are an important tool to demonstrate various jobs, phases, and resources concerned with project management.

Critical Path Method (CPM)

The Critical Path Method (CPM) is an important tool for specifying the progress of the project to guarantee that the project will be completed as per the schedule. CPM assists in deciding the critical or essential course by discovering the longest stretch of interdependent tasks.

The Program Evaluation and Review Technique (PERT) assists in examining the tasks to finish the project and the time needed to finish those tasks. PERT streamlines the planning and scheduling of extensive and complicated projects.

Work Breakdown Structure (WBS)

Work Breakdown Structure (WBS) is a method of organising the work of the team into manageable elements. WBS is a hierarchical system of the deliverables required to conclude the project.

Project Documentation

Project documentation is made during the project lifecycle, including the project schedule, scope, and risk estimation. Project documents assist in a more reasonable interpretation and risk estimation of the project.

Now that we have seen how project planning is crucial for any business, along with the fundamentals and tools required for efficient project planning, let us go through some of the steps that are crucial to the process of project planning.

Also Read: What is product planning and how is it done?

Steps Involved in Project Planning

Steps in project planning are crucial to help the project planning team make smart and efficient decisions during the planning phase in an orderly manner. There are seven important steps involved in project planning:

Recognising and Holding a Meeting with the Stakeholder

The stakeholders can comprise the consumer, the project manager, or the project team itself. The foremost step is to recognise and get a meeting with the stakeholders to discuss their anticipations and specify the scope of the project.

Defining the Scope of the Project

The project scope includes a determination of a list of precise project goals, budgets, deliverables, and deadlines. Project scope assists in specifying the limitations of the project and the obligations of each team member.

Setting and Prioritising the Objectives

The objectives of the project are set and prioritised once it becomes certain what the shareholders expect out of the project. More specific details about initial concepts are provided, which function as a reference point throughout the project.

Determining Deliverables

Projects are created for the sole purpose of the deliverables. One of the most crucial steps in project planning is to determine what these deliverables will be and how they will be delivered within the specified time limit.

Creating a Schedule for the Project

A schedule for the project outlines when various tasks of a project are assumed to start and finish. The project schedule enables measuring the progress of the project and writing up progress reports.

Analysis of Risks

Recognising the risks and planning how to tackle them is an important step in project planning. Crucial steps to prevent risks from ever happening or restricting their effect should be kept in mind.

Setting Progress Guidelines

There needs to be a plan to communicate to provide an update to the stakeholders about the progress of the project. This can be done daily, weekly or monthly so that all concerned members can observe the progress.

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Project planning ensures that the schedule and budget are watched at every step. It also guarantees that timely outcome testing is accomplished at every step. Furthermore, project planning supports prioritising, analysing, and ensuring an appropriate plan for all sorts of risks. Efficient planning promises that if there are multiple risks, they can be positioned based on priorities and tackled accordingly. The project plan serves as a guiding document. It makes it convenient for the team working on the project to address all the vital facts and deadlines.

No matter how promising the plan looks in the initial phase, it will not be profitable if it is not executed properly. The best way to guarantee success is to utilise one of the proven project planning processes already employed by some of the biggest and leading companies in today’s world.

Our Advanced Certificate in Operations, Supply Chain and Project Management course offers deep insights with the inclusion of such valuable case studies. If you are looking for a career in the field of project management, enrolling yourself in this course is the ideal path to success. With live classes scheduled conveniently, even working professionals can leverage the benefits of this course.

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Project Planning Guide

Why is project planning important?

When a company decides to embark on a project, one of the first things team leaders must do is create a project plan. Sounds simple, right?

Actually, developing a strong project plan can be quick and easy, but it can also be a complex and drawn-out process. It really depends on the nature of the project. Either way, you can’t overstate the importance of project planning.

Project planning isn’t just another stage of project management. It’s one of the most critical stages of the whole process. Let’s see exactly why project planning is so important — not just for the project, but for the entire company and its staff, too.

1. It boosts project performance and success rates

Unfortunately, the project failure rate for most companies is 70 percent . Achieving a project’s objectives is often not as easy as it seems.

There are a number of reasons why projects fail. For example, 38 percent of companies say the main reason for failure is that team members are confused about their individual roles and responsibilities. Thirty-seven percent of projects fail because leaders don’t define project objectives and milestones clearly. When team leads don’t effectively manage requirements, 47 percent of projects fail to hit their targets .

Project planning involves comprehensive mapping and organizing of project goals, tasks, schedules, and resources before anyone assigns roles for the project and the team begins to execute the plan. You can avoid almost all of the problems that lead to project failure with proper project planning.

Just so you know

2. It saves money

Failed projects are expensive. Even when a company is successful in completing a project, they can still use up a lot of unnecessary, extra budget.

A poorly planned project can easily run into delays, unexpected glitches, and scope creep. Scope creep is when a project gradually grows in size (and cost) due to unforeseen circumstances or changes.

Project planning provides structure and foresight for the execution stage, helping to eliminate wasteful activities and patterns. This is why companies that stick to solid project management practices waste a lot less money than companies that don’t — an impressive 28 times less , in fact.

3. It improves team communication

Good communication is essential for smooth project execution, and this applies to projects of every size and type. Even two collaborators must communicate well to make sure they complete project tasks on time.

When a project involves multiple employees or teams, outsourced suppliers, and perhaps even staff members in other locations or time zones, then planning how project leads and team members will manage communications becomes vital.

A project plan takes into consideration the team’s communication needs and pinpoints the most effective channels to keep collaborators connected — such as email, chat, virtual meetings, shared documents, and more.

4. It ensures the best use of resources

One of the key components of project planning is resource planning. Every project is based on resource use, including staffing, equipment, budget, office space, and time. Without proper planning, it’s nearly impossible to make sure an organization allocates and uses resources in the most cost-effective and appropriate way.

Different project tasks often compete for limited resources, so project planners must make decisions in advance about how best to assign those resources. This entails a cost-benefit analysis for each project task so that planners don’t simply allocate resources haphazardly but do it with purpose, based on smart forecasts and with the project’s goals and key performance indicators (KPIs) in mind.

5. It makes it easy to track project goals and outcomes

Another key part of the project planning process is defining the project’s goals and objectives. Clearly defined and specific project goals are easier for team leads to translate into quantitative measures of success.

For example, a company is planning the launch of a new product. One of the project objectives is to generate 1,000 sales in the first two months. Team leads monitor this specific, measurable goal over the course of the project, and they can adapt project execution according to the tracking results. So, if sales by the end of the first month are weak, the team can reallocate resources to boost marketing activities during the next month.

When the project planning stage includes detailed mapping of KPIs, it’s much easier to gauge the project’s true performance over time — and decide how to adjust the execution to reach those goals.

6. It helps keep all collaborators aligned

Teamwork is a critical factor in any group activity — especially in project management.

Good teamwork exists only when all collaborators know their roles and responsibilities, how their part fits in with the whole, what impact their actions have on other team members’ productivity, and what expectations project leads have for them as individuals and as a team.

A solid project plan provides an official reference point for all collaborators. That way, everyone is in alignment and up to date about tasks, timelines, expectations, and workflow. When you use project management software to create a project plan, it’s even easier for all collaborators to access and view the entire plan at any time — and even contribute their opinions and expertise to the planning phase.

7. It improves employee retention

Project planning not only benefits the project’s performance and outcome but also plays a role in employee retention. Employees are eight times more likely to remain with their employer if they believe their managers are assisting them with workload management. That helps them feel more connected to their work, and when they feel connected, they are 87 percent less likely to leave their position.

Involving employees in project planning encourages them to contribute their perspective and skill, rather than simply telling them what they need to do. This ensures more effective execution and makes team members feel like a valued part of the company.

The importance of project planning goes way beyond the project itself. It has a direct impact on how employees feel about their workplace — and whether or not they leave or stay.

Planning drives performance

Projects aren’t separate from the daily operations of your company. They have a big impact on the organization as a whole. When done properly, project management saves resources, reduces costs, improves company culture, and improves employee morale. And good project management always starts with project planning. If your project planning phase is focused and precise, you’ll reap the rewards with project success.

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Lesson 2 of 12 By Ishan Gaba

Project planning ensures project success and timely delivery, a crucially important function in any technical organization. Striving toward a perfect plan will help increase the probability of customer satisfaction and their trust in the organization for future investments. It’s the most crucial step in the reduction of risk and project failures. After all, every project manager knows that no one gets points for a brilliant idea if the execution ultimately fails.

Some necessary steps to project planning can help yield a successful and efficient process. We can refer to different project planning tools like Gantt chart, PERT chart, or Critical Path Method when forming a project plan.

The following tutorial covers the basics of project planning, its fundamentals, why it’s so important for organizations, some popular tools used for project planning, and basic steps. We’ll also look at some opportunities to learn about these tools in more depth.

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What is Project Planning?

A project consists of five different phases: initiation, planning, execution, monitoring and controlling, and closure. Planning is the second phase of the project life cycle , where a plan after the initiation phase is made so the process of execution may begin. The project plan serves as a roadmap for the entire process of project management.

Project planning involves:

Defining Objectives

Explaining the scope, scheduling tasks , generating progress reports , project planning fundamentals.

Project Planning refers to defining fundamentals such as the following:

Determination of Scope, Cost, and Resources

The process of determining the scope, cost, and resources help estimate the time required to complete the project, the number of people needed, and the skill set required
Work Breakdown Structure ( WBS ) helps this process by dividing the whole task into smaller, manageable segments

Identification of the Problem

A variety of techniques, like surveys or meetings, are used to collect information to assess problems
There can be multiple problems; then, the project team selects the issue that requires the most immediate attention

Identification of Stakeholders

Identification of stakeholders gives a clearer image of the real problem, specifically which function or people might be affected by the project
Stakeholders work with the project team and contribute to the project's success

Definition of Project Objectives

A plan is made, keeping in mind the various expectations of the stakeholders
The success of the project entirely depends on how much of the expectations the project is able to meet

Why Project Planning?

Project planning ensures monitoring of the budget and schedule at every step. The project plan includes a schedule that guides team members in completing their tasks and helps them in knowing which tool they will need and when. It also helps the team stay engaged for higher project performance. The project plan ensures there is the active participation of all the team members and allows them to have an opportunistic approach towards their work.

Project planning ensures timely testing of the output at every step. When successfully implemented, everyone on the project team can foresee problems before they happen. This creates efficiencies and ensures the successful execution of the plan.

Additionally, project planning helps analyze, prioritize, and ensure an appropriate plan for all kinds of risks. Proper planning ensures that if there is more than one risk, they can be prioritized and dealt with accordingly. This step ensures that nothing will fall apart and the plan makes it easy for the project team to remember all the crucial details and deadlines.

What are the Components of a Project Plan?

The following are the components of project planning:

It is one of the most important components of a project plan. The scope determines what a project team will and will not do. Defining the project's in-scope requirements make the work breakdown structure creation process easier. The project manager must define performance objectives as part of the project scope.

One of a project's most important components is the budget. To determine the project's cost, project managers consider the amount of labour and other resources needed to complete the project's objectives. Different phases, tasks, and activities require different budget allocations depending on their priorities and needs.

The term "timeline" describes how long it is anticipated for each project stage to be finished. It also entails stating how the project is broken down into tasks and subtasks. The definition of these timelines, the creation of individual and team schedules, and the selection of project milestones are all included in the timeline process.

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How Do You Create a Project Plan?

The following steps will ensure that the project will be executed properly:

Define Stakeholders

Anyone with interest in the project is a stakeholder. Thus, any person, organisation, or party interested in a company or its actions' results is considered a stakeholder.

Define Roles

Stakeholders have a variety of responsibilities within the business. They may occasionally participate in making decisions, bringing in money, and performing other duties.

Introduce Stakeholders

It is essential to schedule formal or informal meetings with each team member at various points throughout the project. Before the project starts, issues like scope, budget, goals, schedule, and roles should be discussed.

Setting goals is essential to prepare for personal change and achieve project goals. It serves as a basis for managing performance and motivates and focuses attention.

Prioritize Tasks

You need to set tasks in order of importance. Also, the more significant task can be simplified into smaller objectives and tasks.

Create a Schedule

You must set up a system to make sure when deadlines are missed, corrective actions are taken. Your timeline may need to be modified, considering your objectives.

Assess Risks

A risk is a potential issue with your project that may or may not materialise. To avoid being caught off guard later, it is crucial to identify risks in project management and mitigate them during the project planning phase.

Communicate

Setting up reliable communication lines and expectations for project communication is essential. Hold a meeting or solicit opinions from each team member regarding the risks you should take into account.

You should reevaluate everything once you've reached the halfway point or other significant milestones. Doing so lets you assess which areas you are doing well in and which require more effort. Your original plan may need to be modified after revaluation.

Final Evaluation

You need to reflect on the project once it is finished. Learn from your areas of weakness and focus more on improving the ones where you performed better. Your likelihood of project success goes up as a result.

What are the 5 Phases of a Project?

Following are the essential 5 phases of each project:

You must create a business plan and define a broad project at this stage. Ensure the project meets business needs and that stakeholders and project teams agree. Creating the project success criteria throughout the project life cycle is the main objective of the Initiation Phase. Also, at this point, the feasibility of the project and its measurement are taken into account.

Successful project management depends on good project planning. The project team members focus on specific requirements, tasks, deadlines, and actions during the project planning phase. The project manager collaborates with every team member to develop the design, list the tasks, and determine the budget. S.M.A.R.T. (specific, measurable, attainable, realistic and timely) and C.L.E.A.R. (collaborative, limited, emotional, appreciable, refinable) are two of the most common approaches to setting project goals.

To keep the project on track for the remainder of the life cycle, the project manager attempts to manage every task and aspect of project delivery during this phase. During this phase, the project manager also must consistently uphold productive stakeholder collaboration. This ensures everyone is on the same page and everything goes off without a hitch during the project.

Monitoring and Management

By working in parallel with project execution, the project monitoring and controlling phase guarantees that goals and project deliverables are met. Along with keeping tabs on task progress, the project manager also looks for problems or risks, develops a plan to mitigate them with the team, and regularly communicates the project's status to stakeholders.

Closing and Review

The project management process ends at this stage. The final crucial tasks must be finished to ensure that the client is satisfied. However, the team should conduct a project retrospective regardless of the life cycle. The project team can consider new lessons learned and ensure that current project management procedures are improved for a future project during this post-mortem activity.

Project Planning Tools

Project planning tools help everyone concerned keep track of project requirements and deadlines. Some of the most popular project planning tools include the following:

Gantt Chart

Gantt charts are an industry standard that helps in tracking both time and interdependencies between tasks
Gantt charts are an essential tool to show different phases, jobs, and resources involved in project management

Critical Path Method (CPM)

Critical Path Method (CPM) is a crucial tool for determining the progress of the project to ensure that the project is on schedule
CPM helps in determining the essential or critical path by finding out the longest stretch of dependent tasks
The Program Evaluation and Review Technique (PERT) helps in analyzing the tasks to complete the project and the time required to complete those tasks
PERT simplifies the planning and scheduling of large and complex projects

Work Breakdown Structure (WBS)

Work Breakdown Structure (WBS) is a process of organizing the team's work into manageable sections
WBS is a hierarchical structure of the deliverables needed to complete the project

Project Documentation

Project documentation is created during the project lifecycle, which involves project scope, its schedule, and the risk analysis
Project documents help in better understanding and risk analysis of the project

Project Planning Steps

There are seven essential project planning steps:

1. Identify and Meet Stakeholder

The stakeholders might include the project manager, the customer, or the team. The first step is to identify and meet the stakeholders to discuss their expectations and establish the project scope.

2. Define Scope

Project scope involves determining a list of specific project goals, deliverables, budgets, and deadlines. Project scope helps in establishing boundaries of the project and responsibilities of each team member.

3. Set and Prioritize Objectives

The objectives are set and prioritized once the expectations of stakeholders become certain. More exquisite detail to initial ideas is given, which serves as a reference point throughout the project.

4. Determine Deliverables

Deliverables are the reason why the projects are created. It is one of the most critical steps of the project planning to determine what these deliverables will be and how they will be delivered in time.

5. Create a Project Schedule

The project schedule outlines when different tasks of a project are supposed to begin and end. The project schedule helps measure the project progress and set up progress reports.

6. Risk Analysis

Identifying risks and considering how to deal with them is an essential step in project planning. Specific steps to prevent risks from happening or limiting their impact should be considered.

7. Set Progress Guidelines

There must be a communication plan to update the stakeholders regarding the project progress. This can be done monthly, weekly, or daily so that all involved members can monitor the progress.

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Learn How Project Planning Can Improve Your Organization and Career

Even the most promising plans will fall flat if they aren’t properly executed. The best way to ensure success is to employ one of the proven project management methodologies already used by some of today’s biggest and most agile companies. Best of all, you can upgrade your skills online by enrolling in Simplilearn’s comprehensive PMP® Certification Training today!

Find our PMP® Certification Training Online Classroom training classes in top cities:

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About the Author

Ishan Gaba is a Research Analyst at Simplilearn. He is proficient in Java Programming, Data Structures, and Project Management. Graduated in Information Technology, Ishan is also passionate about writing and traveling.

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A guide to project planning (with template and examples)

“Hi, Aniket, good to see you again!” My manager greeted me after I came back from my two-month annual vacation to India. Back then, I was working as a product manager at Zalando, one of Europe’s biggest fashion e-commerce companies.

A Guide To Project Planning (With Template And Examples)

After coming back, I asked my manager if she knew what I would be working on next. We had a one-hour meeting and I learned that I’d be leading one of the most complex products — a completely new version of our in-house content management system. I was elated, to say the least.

At the end of the day, I was assigned the task of coming up with a rough project plan for this product. Even though I had worked on creating multiple project plans back then, I was nervous. This product was complicated and had hundreds of use cases. I didn’t know where to start. This was the first taste of building a project plan for a highly complex product.

In this blog, we’ll cover the importance of project planning and its key elements. We’ll look at a project plan template, walk through a realistic example, and cover tips for efficient project planning in your organization. Let’s get started!

Background information: The project management lifecycle

Before we get into project planning, it’s important to understand the lifecycle of a project:

Initiation — this is the start of the project. Ideally, this is where the need of the project is identified and the project is defined
Planning — this includes the end-to-end planning of the project. The main parts of the planning are defining project goals, scope, complexity, effort, timeline, budget, and risk management
Execution — this phase is where all the relevant teams come together and execute their part of the project
Continuous monitoring — throughout the project, progress is monitored and controlled. Any deviations or blockers are clarified for a smooth delivery
Closing — this is the last phase of the project where the work is reviewed and, depending on the feedback, the project closes

Since we are focusing on project planning, we’ll deep-dive into its different elements. However, to do that, we first need to understand why project planning is important.

The importance of project planning

The project that I was given to lead at Zalando was a highly complex one. The estimated timeline for completing the project was one year — this is fairly high in the software development world.

There were three engineering teams involved each with 7–8 team members. When it comes to complex projects, it’s essential to have a strong project plan in place.

Here are a few reasons why project planning is important:

Clarifies goals and objectives at the beginning

As they say “without a goal, you can’t score.”

Every project needs a goal or outcome for the team to understand what they are supposed to do. Project planning helps achieve that.

Helps with timeline and budget

Initial project planning helps to understand how much estimated time the team will take and how much money the project requires. The latter includes salaries of employees, hardware costs, training, etc.

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Identifies risks early on

This is an extremely important part of a project plan. Project planning helps identify potential blockers or risks , thereby enabling the project manager and teams to create a risk mitigation strategy.

Increases collaboration

A strong project plan helps everyone understand their responsibilities. This, in turn, helps the teams collaborate effectively and finish the project within the timeframe.

Key elements of project planning

Next, let’s review the key elements of project planning:

This is pretty self-explanatory, it’s what the project is going to hopefully achieve by the end. It’s important to have SMART goals so they’re as specific and unambiguous as possible.

This is the very first element of a project plan that the team decides on. Scope helps the teams understand what they need to achieve and gives direction to the product. Scope typically includes objectives, goals, expected deliveries, and project limitations.

This helps teams understand when they need to deliver the project and how to divide the project into small, executable milestones that fit into the total timeline. It also includes the allocation of resources, personnel equipment, and necessary training.

The budget details the financial part of the project. Questions like how much total money needs to be spent to finish the project, what are the funding sources, what are the revenue projects, etc. are answered via budgeting. This also includes the salaries of team members, training costs, equipment costs, etc.

Every project comes with its own risks. Risks are factors that could impact the project’s successful completion. These could be the availability of resources, legal and/or regulatory compliance, or technology limitations.

Assessing risks early on helps detail how they can be mitigated to successfully deliver the project. One point to note is that it’s not possible to identify all the risks early on. For example, no companies could predict the magnitude of the outbreak of COVID-19. This proves that some risks are beyond the control of the company and teams.

Communication plan

A project requires effective collaboration between different team members, such as designers, engineers, marketers, sales personnel, etc. To achieve this, a project needs to have a strong communication plan. This includes meeting schedules, modes of communication, and reporting requirements.

Change management plan

As mentioned in the risks section, there are times when the project needs to change because of unidentified or unplanned risks. These changes might affect the scope, timeline, budget, resources, or any other part of a project.

This is why a change management plan needs to be discussed. This plan outlines how a project can be changed, how to communicate changes to stakeholders, and how to address concerns or conflicts.

Stakeholder management plan

Every project has stakeholders. Stakeholders can either play an active role in finishing projects, such as engineering and designers, or simply may just be interested in the status of the project, such as higher management.

Having a stakeholder management plan will keep the stakeholders educated and engaged, thereby removing any blockers or concerns.

Team roles and responsibilities

As mentioned earlier, a project requires active collaboration between different teams and team members. This is why a clear definition of who will work on what is extremely important. It also helps to outline the responsibilities of every team member, project manager, project sponsor, etc.

Project plan template

Here is a free project plan template that I created. Feel free to use it at your convenience. This highlights all the points that are mentioned above in the key elements of the project planning section.

You can make a copy of this template to customize for your projects by going to File > Make a copy .

Project plan example

Let’s go through an example to create a project plan using the above template.

Project goal

We’ll start with the project goal. As mentioned earlier, the first part of a project plan is to understand the needs of the project. The outcome of this is to have a specific goal and outcome. This is the most critical part since it will drive the entire project.

For example, let’s say we work for an established e-commerce company that’s doing well in selling fashion products and we’ve already identified a need of selling second-hand products. In this case, the goal is to “enable sellers to sell second-hand products at their desired price.”

Once the goal is identified, the next step is to define the scope. This helps to deliver results faster. Here’s an example: to enable sellers to sell second-hand products at their desired price on an e-commerce shop, we need to: enable a new categorization “second-hand” on the website for the users to discover; build systems to enable sellers to sell the second product at their desired rates; and define return and exchange policies.

These are just a few of the things that the team will need to work on. And hence, it’s important to scope the project so that it’s easier for the team to deliver. For example, enable sellers to sell second-hand t-shirts at their desired price. This will help the team only focus on one category as compared to tens of other categories, thereby having a clear scope to work on.

Next, we have timeline. As mentioned previously, this helps the team know how soon they need to deliver the project. For our example, we could say that our goal to enable sellers to sell second-hand t-shirts at their desired price should be finished in three months. Every month, there will be a smaller release related to the project goal.

Next up is the budget. This falls in the bucket of the sponsor. Usually, that’s someone from higher management. We need to know what physical resources, human resources, and physical locations are necessary

For example:

Six sets of hardware for six team members with the associated software
Six team members: three backend, two frontend, and one project manager
Office space for seating six

Risks are an extremely critical part of a project that helps identify potential risks early on and create a contingency plan. We can ask ourselves things like, “What if the project is not delivered within the timeline?” “What if the project requires more budget?” or “What if the company doesn’t find sellers to sell second-hand products?”

For the first question, we could de-scope the project depending on what needs to be finished. For the second, evaluate the reasons and find funding opportunities, And for the third question, we could understand the reasoning and iterate the product (or close it, depending on the feedback).

This is the backbone of the project and keeps the project audience together.

Here’s an example of a communication plan:

A weekly check-in between all the stakeholders
A bi-weekly newsletter to keep all the stakeholders informed
A Google chat for the stakeholders to communicate daily

Questions such as “What happens if something goes wrong?” are taken care of in this section.

I nform the primary stakeholders, who, in this case, are higher management (including the CEO, CTO, and CPO) ASAP in case of changes. Also, evaluate the cost of the change and communicate the same.

This part talks about who are the relevant stakeholders, how should they be informed, and how often. In this case, the stakeholders are the higher management, engineering team, operations team, and design team. They should be informed via email once every two weeks.

Lastly, every project requires active collaboration between different teams. And hence why it’s necessary to understand who is involved in the project and what their roles are.

For example, engineering will work to build the software, the design team will design the features and the end-to-end flow, and the project manager will lead the project.

Here is the template with all the filled answers.

5 tips for effective project planning

The following are some lessons learned and advice I’d give for effective project planning:

Involve all the relevant stakeholders from day one . Sometimes, engineering or design is included later, which impacts not only the timeline but even the scope of the project
Create a realistic timeline . Include buffers, vacation days of team members, sick leaves, and holidays. Unexpected incidents happen and its best is to consider them in project planning right at the start
Maintain active communication . It’s better to over-communicate than under-communicate. Also, having active regular communication can help identify the roadblock or risks earlier
Identify the right stakeholders and prioritize them . Some stakeholders will be the sponsors or participants, and hence will be very active during the entire project. Others will be passive. Classify the stakeholders and communicate with them regularly according to priority
Be agile . Always prepare for the worst case and keep the team agile. This includes creating a strong change management plan and determining the potential risks early on.

A good project plan can help the team sail the winds smoothly. It forms the backbone of the project. A project plan can give clear visibility to all stakeholders, thereby helping everyone accomplish the desired goal.

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One Reply to "A guide to project planning (with template and examples)"

Thanks a lot for your hard work and great samples! Really appreciate. I think project planning also requires digital tools for planning. Kanbantool.com seems to be a great match here. I bet you have heard about kanban 🙂 Thanks once again and wish you luck, and all smooth i professional life 🙂

What is a Project Transition Plan?

In most layman's language, project transition planning can be considered a strategic method that helps in the smooth transition from a project's implementation to its maintenance and completion within an organization.

The individual or group in an organization who is in charge of the transition takes care of all the tasks and plans the activities that a project team needs to perform in each phase.

Apart from the ones already mentioned, there are quite a few other roles that transition plan project management can help assist. They are:

Setting a clear path for every transition specific to each one of them.
Creating an outline about what the project team needs to abide by to reach the set goal.
Clearly stating departmental and individual roles to keep the transitioning process hassle-free.
Keeping every employee up to date regarding the transition planning.

Why Transition Plan is Important in Project Management?

The first question that might arise after learning about project transition planning is, "Why is transition planning important?" Here’s the answer! The primary purpose of a transition project plan within a business is to consolidate all goals, strategies, and priorities into one comprehensive plan, ensuring a smooth and successful shift. With a well-defined plan, the entire process becomes manageable, the employees start getting confused, and insecurity develops within the country.

All this planning is essential before someone else takes over the roles after the transition. It is a very fruitful way to ensure nothing goes unnoticed and that all the roles and responsibilities are handed over without hiccups.

However, if you want to know more about why transition planning is vital to project management, be a part of some Project Management classes , and witness transition planning at both organizational and personal levels. Along with this, as an organization, one must always prioritize the employees. As a part of the transition team, it is essential to understand that a successful transition helps establish the employees' financial security.

Why is it Important to Have a Project Transition Checklist?

Having a checklist is always beneficial and is not just limited to transitioning. The checklist acts as a guidebook comprising all the critical transition activities that one must complete by specific timelines to ensure the process is completed within the set time frame.

A project transition plan checklist also helps keep the organization organized while the transition is ongoing. Here is an example of what a transition checklist looks like. As you can see, the above transition checklist example describes the process of shifting a patient with ongoing clinical care to an alternative setting. It clearly mentions the responsible people, general information about the transition, and the entire procedure.

How to Create a Project Transition Planning?

A project transitional plan is a vital tool that helps ensure a smooth and successful organizational change. Whether implementing new strategies, adopting new technologies, or undergoing a leadership change, a well-planned transition can help reduce disruptions. In addition, it helps maximize the chances of a successful outcome without any minor hiccups, which are often highlighted as one of the importance of transition planning. Alongside this, the PMP course will help you further learn and implement the transitional plan.

Below is the step-by-step guide to help you implement a transition plan format most effectively:

Step 1: Clearly State the Purpose: Identifying the reason behind the transition is crucial. Define the desired outcomes, the objectives and ensure it all aligns with the best interests of the company policies and vision.
Step 2: Take a While to Assess the Current Situation: No matter how urgent the transition is, it is crucial to assess the company's current state thoroughly. Identify the strengths, shortcomings, opportunities, and threats that might create difficulties during the transition process.
Step 3: Set Clear Goals Along with Time-stamped Milestones: Follow the SMART rule. It means establishing specific, measurable, achievable, relevant, and time-bound goals to complete the transition. Break the whole process down into smaller milestones and set clear timelines within which the milestone needs to be reached.
Step 4: Establish an Effective Communication Strategy: Having clear communication with the various stakeholders, employees, customers, etc, is very important. It helps establish transparency, trust, and consistency among the individuals.
Step 5: Allocate Everyone to their Roles: More than dividing the roles and responsibilities among the departments is required. Sometimes it might be challenging to allocate every individual involved with the transitioning with their specific duties due to a large team, but it becomes easier once done.
Step 6: Create Deadlines: Nothing works if there isn't a clock behind them. Setting a deadline helps keep the transition on track and finish the entire process within a set time frame without any unnecessary lags.
Step 7: Allocate Various Resources: Every project has its budget, personnel, technology, etc. Identify these resources while outlining the entire process to ensure everything is present in an adequate amount once the transition process starts.
Step 8: Address Training Needs: Assess the skill gaps one might have due to transitioning. Plan development and training programs for these purposes to train those individuals who lack the necessary skills.
Step 9: Calculate the Risks: It is evident that there are going to be potential risks and challenges during the process. Develop a contingency plan to mitigate the risk and immediately minimize their impact.
Step 10: Monitor Constantly: Real-time monitoring is crucial during transitions. If you refer to any transition plan sample, you’ll learn that real-time monitoring can facilitate spontaneous corrections and help you fathom every milestone while adhering to the timeline.
Step 11: Evaluate the Whole Transition: Once the entire process is completed, conduct comprehensive reviews to evaluate the whole transition. It helps assess the success and lessons that can be used during future transition projects.

Project Transition Plan Checklist Examples

Having an example or a sample to cross-check your checklist when handling the transition management plan is always beneficial. Below you will find a transition plan example that you can use to correlate with your plan or get an idea about how to create a project transition plan:

The below checklist comprises all the necessary steps and associated activities to completely transform from the implementation phase of Project AI to the maintenance phase. Also, the PRINCE2 course online will help you advance your project management career.

Step 1: Wrap up the Project AI implementation phase.

Confirm by comprehensive evaluation the successful implementation of the Project.
Meet with the designated team responsible for the project to discuss the entire implementation.
Set up an outline of the digital database to track any maintenance it might need.

Timeline: To be completed within five days from the day of successful implementation of the project and two days before beginning the next phase.

Step 2: Test the outline of the digital database.

Create the project AI database.
Enter all the details and information in it.
Troubleshoot the database in case of any issues.

Timeline: To be completed within three days, starting from the day of creating the outline and two days before starting with the next part.

Step 3: Secure the finalized database of the project.

Revise thoroughly to identify any errors or loopholes.
Test the final database at least twice.
Make the Project AI maintenance database live.

Step 4: To be completed within seven days, starting from the initial troubleshooting of the maintenance database and two days before the beginning of the final step.

Step 5: Launch the use of the Project AI maintenance database.

Add the location of the maintenance database to the company's website.
Invite and allow the Project AI participants to report any maintenance issues.

Timeline: Finish this immediately once the database is live.

Take a deep dive into the trending KnowledgeHut's Project Management Courses:

Tools to Manage Project Transition Planning Process

Although hundreds of ALM tools are available, not all are useful. Here's a checklist of the features one must check before choosing the right tool for the company. Tools with all the features help create different types of transition planning without any hassle. These features are:

Bug Tracking: A feature that keeps track of all the bugs that were raised during the development and implementation phase and the new ones added during the maintenance phase.
Test Management: Since regression testing requires the test cases created during the development phase, this is an indispensable feature to have.
Requirement Management: A repository that contains help in gathering, organizing, and managing requirements is a necessary feature to have in any ALM to aid in an effective transition.

Some prominent ALM tools are:

Jama Software - With the flagship product Jama Connect, the software provides a centralized repository for managing all project-related information across multiple functional teams.
SpiraTeam- A software product that helps teams manage their software development projects, track requirements, plan releases, conduct tests, and monitor defects.
Atlassian Jira - One of the most popular project management tools that help managers to plan, track, and release software projects using customizable workflows, dashboards, and visualizations.
TeamForge - A collaboration and software development platform that offers Agile project management and DevOps-related solutions.

When there is a need for any transition within a company, project transition planning is a crucial aspect. Companies and individuals involved with the management can draw inspiration and learn by utilizing the various project transition plan examples.

A well-defined and designed transition plan format serves as a framework that ensures a smooth and efficient transition. Getting a grasp on how to write a transition plan enables the individuals involved to outline goals effectively, assess risks, allocate resources, etc., for a seamless project handover. As an individual, you can learn more about transition planning by opting for KnowledgeHut Project Management and certification courses.

Frequently Asked Questions (FAQs)

If one is looking from a company's viewpoint, the primary purpose of the transition is to enable the business to adapt, evolve and thrive in response to changing circumstances.

The three main components of transition planning are as follows:

Assessment: This involves assessing the current situation of both the company and the individuals involved.
Planning: This component focuses on creating a detailed road map to guide the transition process.
Implementation and Monitoring: The final component is to ensure the successful execution of the transition plan and monitor the progress along the way.

There are quite some advantages of transition planning.

Clarity about the outcomes, goals, and objectives while staying focused on the collective vision of the company during the process.
A proactive approach to assess the strengths and weaknesses of the organization and the individual, reducing the forthcoming risks.
Effective allocation and optimization of resources.

Kevin D.Davis

Kevin D. Davis is a seasoned and results-driven Program/Project Management Professional with a Master's Certificate in Advanced Project Management. With expertise in leading multi-million dollar projects, strategic planning, and sales operations, Kevin excels in maximizing solutions and building business cases. He possesses a deep understanding of methodologies such as PMBOK, Lean Six Sigma, and TQM to achieve business/technology alignment. With over 100 instructional training sessions and extensive experience as a PMP Exam Prep Instructor at KnowledgeHut, Kevin has a proven track record in project management training and consulting. His expertise has helped in driving successful project outcomes and fostering organizational growth.

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Master project planning: essential components, steps, and tools.

By Quixy Editorial Team
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Are your projects often failing? Are you constantly creating new plans after spending months on a project? Or do you struggle to correctly create a budget estimate for your projects? If these issues seem familiar, then you would want to learn more about project planning.

Understanding the components of project planning, correctly executing project planning steps , and finding the right tools with the necessary features will be a game-changer for you.

Before getting into the nuances of project planning, let’s first understand what it means.

What is Project Planning?

This can be defined as a strategic project planning process of outlining and organizing the necessary steps to achieve project objectives. In simple terms, project management planning helps you create a roadmap for your project. It helps you figure out what needs to be done, how you will do it, and how you keep everything on track. You start by defining your goals and breaking down the work into manageable tasks. Then, you estimate how much time and resources each task will require.

You also need to anticipate potential risks and establish ways to communicate and stay in control. And once the project is in motion, you’ll set up systems to monitor progress, manage any changes, and ensure you’re sticking to your project constraints.

Types of Project Planning

Explore the diverse paths of project planning with vertical, horizontal, and joint approaches to achieve project success.

1. Vertical Planning (Waterfall Planning): Vertical planning, also called waterfall planning, involves sequentially organizing the project’s phases, starting from the beginning and progressing step by step.

2. Horizontal Planning (Agile Planning): Horizontal planning, also known as agile planning, entails simultaneously planning different aspects or parts of the project. This approach allows for flexibility and adaptability.

3. Joint Planning (Integrated Planning): Joint planning, sometimes termed integrated planning, combines elements of both vertical and horizontal planning. Some project parts are planned sequentially, while others are planned concurrently. This method integrates structured and flexible planning approaches.

Why is project planning important?

We can infer from the project planning definition that it provides a solid foundation for successful project execution. Now let’s go in-depth to understand the importance of project planning!

Gives Direction

Project planning sets clear objectives and gives everyone on the team a direction towards which they have to work. It’s like having a roadmap that lays out the project’s scope, deliverables, and milestones from beginning to end. This way, you stay on track and make sure your project is in line with the overall organizational goals.

Helps in Project Management Resource Planning

When you plan your projects effectively, you are able to make the most out of your resources. You figure out ahead of time the people, equipment, and materials you will need so you don’t run into any shortages or end up with too much of something. This way, you make sure you have the right resources when you need them, which helps you avoid delays and get the most productivity out of your team.

Mitigates Risks

When you plan your projects, you have to think about all the things that could go wrong and devise ways to handle them. You do risk assessments to spot potential challenges ahead of time and come up with backup plans. This way, when unexpected stuff happens, it doesn’t throw you off completely. It helps you make better decisions and keeps your project tough and resilient.

Manages Time & Cost

While planning projects, you are able to set up timelines and budgets that actually make sense. You break down the project plan into the smaller tasks, estimate how long each one will take, and assign the right resources. This way, you can keep an eye on how things are going and catch any potential delays or cost overruns before they become a big problem. It helps you make adjustments and take action quickly so you finish your projects on time and within budget.

Keeps Stakeholders Aligned

Project planning keeps all the important people on board. You involve key stakeholders in the planning process, so you can all be on the same page. It’s all about talking and keeping everyone in the loop about the project goals, what you expect, and how things are going. By setting up regular communication and reporting systems from the get-go, you manage stakeholder expectations, keep things transparent, and work together as a team.

What are the Components of Project Planning?

Now that you have seen what planning projects can do for you let’s see the three important components or elements of project planning.

The scope of the project basically talks about what you will do and what you will not do. It’s all about figuring out the specific things you will deliver, the features you will have, and how everything will work. By nailing down the scope, you ensure that everyone involved knows what’s included and what’s not. This way, you avoid scope creep, which is when things get added on and go off track. You would definitely not want that because it leads to delays and budget problems.

When planning a project, you have to figure out how much money you will need and where it will be used. You estimate all the costs, like how much you will spend on labor, materials, equipment, and all those other expenses that come with getting things done. Budget planning is important because it helps you know how much the whole project will cost and ensure you have enough cash to cover it. Plus, it lets you keep an eye on your spending and make sure you stay within the budget you set.

When creating a project plan, you have to map out a schedule that tells you when things are going to happen. You figure out the start and end dates for all the tasks and milestones. You also look at how long each task will take, what tasks depend on others, and the order they have to be done. This timeline planning is key because it helps you manage your resources and efficiently coordinate tasks.

You can spot the critical paths that could slow us down and mark your big milestones. By setting up realistic timelines that you can actually achieve, you can keep an eye on how you are doing, catch any potential delays, and take action to keep things on track.

Also Read: 5 Phases of Project Management

7 Simple Steps to Create a Successful Project Plan

Creating a project plan is essential to keep your project on track and make sure it succeeds. Here are seven steps to help you create a complete project plan:

Step 1: Define Your Project’s Goals: Start by clearly stating what your project is all about, what you want to achieve, and what you’ll deliver. Make sure everyone involved understands this.

Step 2: Identify Everyone Involved: Figure out who’s part of your project team, who the clients are, who’s sponsoring it, and who will use the end product. Understand their roles and expectations to communicate and work together effectively.

Step 3: Set a Timeline: Make a realistic schedule with specific start and end dates for each part of your project. Think about which tasks depend on others and make sure you have enough time for everything. Tools like Gantt charts can help you see the schedule visually.

Step 4: Break It Down: Divide your project into smaller tasks and sub-tasks. Organize them in a list to assign responsibilities and track progress easily.

Step 5: Get the Resources You Need: Determine what you’ll need for each task, like people, equipment, and materials. Make sure you have what you need when you need it to avoid delays.

Step 6: Deal with Risks: Identify potential problems that might come up during your project. Make a plan to handle these issues and be ready with backup plans if they happen. Keep reviewing and updating your risk plan throughout your project.

Step 7: Keep Everyone in the Loop: Set up a way to share project updates with everyone involved. Decide how and when you’ll report progress through updates or meetings.

Remember, your project plan can change as your project moves forward. Keep an eye on it, make adjustments when needed, and make sure your project stays on the path to success.

Examples of Project Planning

Project planning is the process of outlining the steps needed to complete a project successfully. It involves defining the project goals, identifying tasks, creating a timeline, assigning resources, and establishing a communication plan.

Here are some examples of project planning in different fields:

Software Development: In software development, project planning typically involves creating a work breakdown structure (WBS), which is a hierarchical outline of the project deliverables. The WBS is then used to create a project schedule, which outlines the timeline for completing each task.
Construction: In construction, project planning typically involves creating a Gantt chart, which is a type of bar chart that illustrates the project schedule. The Gantt chart shows the start and end dates of each task, as well as the dependencies between tasks.
Marketing: In marketing, project planning typically involves creating a marketing plan, which outlines the marketing goals, target audience, marketing strategies, and marketing budget. The marketing plan is then used to create a marketing calendar, which outlines the timeline for executing the marketing strategies.

These are just a few examples of project planning. The specific steps involved in project planning will vary depending on the size and complexity of the project. However, the basic principles of project planning are the same: define the project goals, identify tasks, create a timeline, assign resources, and establish a communication plan.

Tools for Project Planning and Management

Effective project management is essential in today’s fast-paced business environment, and several tools have emerged to streamline the process. Here, we explore these project management tools , each offering unique features and capabilities to suit various project management needs.

Quixy: A no-code Quixy simplifies project management with BPM innovation and user-friendly workflows.

Trello: Trello, known for its Kanban-based approach, streamlines project tasks efficiently.

Monday.com: Monday.com offers versatile dashboards, automation, and pre-built templates for seamless project management.

Wrike: Wrike prioritizes communication and transparency with real-time analytics for performance insights.

Asana: Asana is a feature-rich solution that emphasizes strategic goal-setting and workflow visualization.

Notion: Notion is ideal for small teams, offering customizable project planning tools and collaboration features.

Microsoft Project & Portfolio Management: Microsoft Project excels in single project management with budget tracking and interactive dashboards.

Choosing the right project management tool is crucial for your team’s success. Whether you need simplicity, flexibility, or comprehensive features, these tools offer various solutions to help you manage projects efficiently in today’s dynamic business landscape.

Also Read: Supercharge Project Management with No-Code Apps

Streamline Your Workflow with No-Code Tools and Efficient Project Planning

No-code tools and project planning make a perfect duo, combining the strengths of simplicity and efficiency. No-code tools empower individuals without extensive coding knowledge to create sophisticated applications and workflows effortlessly. These intuitive platforms provide a visual interface that enables users to drag and drop elements, configure logic, and automate processes without writing a single line of code.

By integrating project planning into this equation, teams can seamlessly map out tasks, allocate resources, set timelines, and collaborate effectively. This combination streamlines the development process, ensuring efficient project management while eliminating the need for complex coding. With no-code tools and project planning working hand in hand, individuals and teams can unleash their creativity and productivity , delivering innovative solutions without the traditional barriers of programming expertise.

Quixy’s End-to-End Solution from Project Planning to Management

Quixy can be your end-to-end project planning and management tool because of its unique combination of features:

No-code application building: With Quixy’s drag-and-drop interface, you don’t need coding expertise to build custom project management applications. You can tailor the tool to fit your specific project needs and workflows.
Pre-built project management apps: Quixy offers pre-built applications for common project tasks like creating tasks, assigning them to team members, and tracking progress. This saves you time from building everything from scratch.
Workflow automation: Automate repetitive tasks within your project workflows. Set triggers and actions to streamline processes and free your team to focus on higher-level work.
Task management: Assign tasks, set deadlines, track progress, and receive updates – all within Quixy’s centralized platform.
Reporting and dashboards: Gain real-time insights into your project health with customizable dashboards and reports. Track key performance indicators (KPIs) and make data-driven decisions.
Collaboration: Facilitate seamless collaboration within your team. Share files, discuss tasks, and provide feedback – all within the Quixy platform.

Quixy offers a comprehensive solution for planning, managing, and tracking your projects from start to finish. It empowers both technical and non-technical users to create efficient workflows and boost project success.

Also Read: Important Project Management Statistics to Watch

Project planning is the backbone of successful project execution. By following project planning steps, including defining objectives, allocating resources, and creating timelines, you can stay organized, efficient, and focused on achieving your goals. With the aid of project planning software like Quixy, collaboration and communication are enhanced, making the entire process smoother and more productive. So, embrace the power of project planning apps and watch your projects thrive!

Get Your Personalized Quixy Demo & See the Difference!

Frequently Asked Questions (FAQs)

Q. what are the most important tasks for project planning.

The most important tasks in project planning include: 1. Defining the project scope. 2. Creating a detailed schedule 3. Allocating resources effectively. 4. Identifying risks. 5. Establishing communication channels for efficient collaboration.

Q. Why is project planning important?

Project planning is crucial as it sets the foundation for project success. It clarifies objectives, estimates resources, manages risks, and aligns stakeholders’ expectations. Effective planning ensures efficient resource utilization and enables teams to deliver projects on time and within budget.

Q. When planning a project, why is it necessary to estimate?

When planning a project, estimating is necessary to determine each task’s time, cost, and resource requirements. Accurate estimation helps set realistic deadlines, allocate resources effectively, and manage project constraints. It also identifies potential bottlenecks and enables informed decision-making to ensure project success.

Q. How to plan a project?

To plan a project, start by clearly defining objectives and stakeholders. Create a timeline, break tasks down, allocate resources, and consider risks. Keep communication open and adapt the plan as the project progresses.

Q. How project planning tools can help in better management?

Project planning tools enhance management through streamlined organization, automated workflows, improved communication, and real-time updates. They provide transparency, support risk management, allocate resources efficiently, maintain documentation, and offer data analysis capabilities. These tools adapt to different methodologies, making them versatile for projects of all sizes and complexities. Essentially, they empower teams to manage projects efficiently, leading to successful outcomes.

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What is project planning? (Plus, 7 ste ...

What is project planning? (Plus, 7 steps to write a successful project plan)

Organize your projects with project plans to keep things on track—before you even start. A project plan houses all the necessary details of your project, such as goals, tasks, scope, deadlines, and deliverables. This shows stakeholders a clear roadmap of your project, ensures you have the resources for it, and holds everyone accountable from the start. In this article, we teach you the seven steps to create your own project plan.

Project plans are essential to keeping your project organized and on track. A great project plan will help you kick off your work with all the necessary pieces—from goals and budgets to milestones and communication plans—in one place. Save yourself time (and a few headaches) by creating a work plan that will make your project a success.

What is project planning?

Project planning is the second stage in the project management process, following project initiation and preceding project execution. During the project planning stage, the project manager creates a project plan, which maps out project requirements. The project planning phase typically includes setting project goals, designating project resources, and mapping out the project schedule.

What is a project plan?

If you're still unsure about what a project plan is, here's how it differs from other project elements:

Project plan vs. work plan: A project plan and a work plan are the same thing. Different teams or departments might prefer one term or another—but they both ultimately describe the same thing: a list of big-picture action steps you need to take to hit your project objectives .

Project plan vs. project charter: A project charter is an outline of your project. Mostly, you use project charters to get signoff from key stakeholders before you start. Which means your project charter comes before your project plan. A project charter is an outline of a simple project plan—it should only include your project objectives, scope, and responsibilities. Then, once your charter has been approved, you can create a project plan to provide a more in-depth blueprint of the key elements of your project.

Project plan vs. project scope: Your project scope defines the size and boundaries of your project. As part of your project plan, you should outline and share the scope of your project with all project stakeholders. If you’re ever worried about scope creep , you can refer back to your pre-defined scope within your project plan to get back on track.

Project plan vs. agile project: Agile project management is a framework to help teams break work into iterative, collaborative components . Agile frameworks are often run in conjunction with scrum and sprint methodologies. Like any project, an Agile project team can benefit from having a project plan in place before getting started with their work.

Project plan vs. work breakdown structure: Similar to a project plan, your work breakdown structure (WBS) helps you with project execution. While the project plan focuses on every aspect of your project, the WBS is focused on deliverables—breaking them down into sub-deliverables and project tasks. This helps you visualize the whole project in simple steps. Because it’s a visual format, your WBS is best viewed as a Gantt chart (or timeline), Kanban board , or calendar—especially if you’re using project management software .

Why are project plans important?

Project plans set the stage for the entire project. Without one, you’re missing a critical step in the overall project management process . When you launch into a project without defined goals or objectives, it can lead to disorganized work, frustration, and even scope creep. A clear, written project management plan provides a baseline direction to all stakeholders, while also keeping everyone accountable. It confirms that you have the resources you need for the project before it actually begins.

A project plan also allows you, as the person in charge of leading execution, to forecast any potential challenges you could run into while the project is still in the planning stages. That way, you can ensure the project will be achievable—or course-correct if necessary. According to a study conducted by the Project Management Institute , there is a strong correlation between project planning and project success—the better your plan, the better your outcome. So, conquering the planning phase also makes for better project efficiency and results.

7 steps to write a project plan to keep you on track

To create a clear project management plan, you need a way to track all of your moving parts . No matter what type of project you’re planning, every work plan should have:

Goals and project objectives

Success metrics

Stakeholders and roles

Scope and budget

Milestones , deliverables , and project dependencies

Timeline and schedule

Communication plan.

Not sure what each of these mean or should look like? Let’s dive into the details:

Step 1: Define your goals and objectives

You’re working on this project plan for a reason—likely to get you, your team, or your company to an end goal. But how will you know if you’ve reached that goal if you have no way of measuring success?

Every successful project plan should have a clear, desired outcome. Identifying your goals provides a rationale for your project plan. It also keeps everyone on the same page and focused on the results they want to achieve. Moreover, research shows that employees who know how their work is contributing to company objectives are 2X as motivated . Yet only 26% of employees have that clarity. That’s because most goal-setting happens separate from the actual work. By defining your goals within your work plan, you can connect the work your team is doing directly to the project objectives in real-time.

What's the difference between project goals and project objectives?

In general, your project goals should be higher-level than your project objectives. Your project goals should be SMART goals that help you measure project success and show how your project aligns with business objectives . The purpose of drafting project objectives, on the other hand, is to focus on the actual, specific deliverables you're going to achieve at the end of your project. Your project plan provides the direction your team needs to hit your goals, so you can create a workflow that hits project objectives.

Your project plan provides the direction your team needs to hit your goals, by way of your project objectives. By incorporating your goals directly into your planning documentation, you can keep your project’s North Star on hand. When you’re defining your project scope, or outlining your project schedule, check back on your goals to make sure that work is in favor of your main objectives.

Step 2: Set success metrics

Once you’ve defined your goals, make sure they’re measurable by setting key success metrics. While your goal serves as the intended result, you need success metrics to let you know whether or not you’re performing on track to achieve that result. The best way to do that is to set SMART goals . With SMART goals, you can make sure your success metrics are clear and measurable, so you can look back at the end of your project and easily tell if you hit them or not.

For example, a goal for an event might be to host an annual 3-day conference for SEO professionals on June 22nd. A success metric for that goal might be having at least 1,000 people attend your conference. It’s both clear and measurable.

Step 3: Clarify stakeholders and roles

Running a project usually means getting collaborators involved in the execution of it. In your project management plan, outline which team members will be a part of the project and what each person’s role will be. This will help you decide who is responsible for each task (something we’ll get to shortly) and let stakeholders know how you expect them to be involved.

During this process, make sure to define the various roles and responsibilities your stakeholders might have. For example, who is directly responsible for the project’s success? How is your project team structured (i.e. do you have a project manager, a project sponsor , etc.)? Are there any approvers that should be involved before anything is finalized? What cross-functional stakeholders should be included in the project plan? Are there any risk management factors you need to include?

Consider using a system, such as a RACI chart , to help determine who is driving the project forward, who will approve decisions, who will contribute to the project, and who needs to remain informed as the project progresses.

Then, once you’ve outlined all of your roles and stakeholders, make sure to include that documentation in your project plan. Once you finalize your plan, your work plan will become your cross-functional source of truth.

Step 4: Set your budget

Running a project usually costs money. Whether it’s hiring freelancers for content writing or a catering company for an event, you’ll probably be spending some cash.

Since you’ve already defined your goals and stakeholders as part of your project plan, use that information to establish your budget. For example, if this is a cross-functional project involving multiple departments, will the departments be splitting the project cost? If you have a specific goal metric like event attendees or new users, does your proposed budget support that endeavor?

By establishing your project budget during the project planning phase (and before the spending begins), you can get approval, more easily track progress, and make smart, economical decisions during the implementation phase of your project. Knowing your budget beforehand helps you with resource management , ensuring that you stay within the initial financial scope of the project. Planning helps you determine what parts of your project will cost what—leaving no room for surprises later on.

Step 5: Align on milestones, deliverables, and project dependencies

An important part of planning your project is setting milestones, or specific objectives that represent an achievement. Milestones don’t require a start and end date, but hitting one marks a significant accomplishment during your project. They are used to measure progress. For example, let’s say you’re working to develop a new product for your company . Setting a milestone on your project timeline for when the prototype is finalized will help you measure the progress you’ve made so far.

A project deliverable , on the other hand, is what is actually produced once you meet a milestone. In our product development example, we hit a milestone when we produced the deliverable, which was the prototype. You can also use project dependencies —tasks that you can’t start until others are finished. Dependencies ensure that work only starts once it’s ready. Continuing the example, you can create a project dependency to require approval from the project lead before prototype testing begins.

If you’re using our free project plan template , you can easily organize your project around deliverables, dependencies, and milestones. That way, everyone on the team has clear visibility into the work within your project scope, and the milestones your team will be working towards.

Step 6: Outline your timeline and schedule

In order to achieve your project goals, you and your stakeholders need clarity on your overall project timeline and schedule. Aligning on the time frame you have can help you better prioritize during strategic planning sessions.

Not all projects will have clear-cut timelines. If you're working on a large project with a few unknown dates, consider creating a project roadmap instead of a full-blown project timeline. That way, you can clarify the order of operations of various tasks without necessarily establishing exact dates.

Once you’ve covered the high-level responsibilities, it’s time to focus some energy on the details. In your work plan template , start by breaking your project into tasks, ensuring no part of the process is skipped. Bigger tasks can even be broken down into smaller subtasks, making them more manageable.

Then, take each task and subtask, and assign it a start date and end date. You’ll begin to visually see everything come together in a cohesive project timeline . Be sure to add stakeholders, mapping out who is doing what by when.

Step 7: Share your communication plan

We’ve established that most projects include multiple stakeholders. That means communication styles will vary among them. You have an opportunity to set your expectations up front for this particular project in your project plan. Having a communication plan is essential for making sure everyone understands what’s happening, how the project is progressing, and what’s going on next. And in case a roadblock comes up, you’ll already have a clear communication system in place.

As you’re developing your communication plan, consider the following questions:

How many project-related meetings do you need to have? What are their goals?

How will you manage project status updates ? Where will you share them?

What tool will you use to manage the project and communicate progress and updates?

Like the other elements of your project plan, make sure your communication plan is easily accessible within your project plan. Stakeholders and cross-functional collaborators should be able to easily find these guidelines during the planning and execution phases of your project. Using project planning tools or task management software that integrates with apps like Slack and Gmail can ensure all your communication happens in one easily accessible place.

Example project plan

Next, to help you understand what your project management plan should look like, here are two example plans for marketing and design projects that will guide you during your own project planning.

Project plan example: annual content calendar

Let’s say you’re the Content Lead for your company, and it’s your responsibility to create and deliver on a content marketing calendar for all the content that will be published next year. You know your first step is to build your work plan. Here’s what it might look like:

Goals and success metrics

You establish that your goal for creating and executing against your content calendar is to increase engagement by 10%. Your success metrics are the open rate and click through rate on emails, your company’s social media followers, and how your pieces of content rank on search engines.

Stakeholders and each person’s role

There will be five people involved in this project.

You, Content Lead: Develop and maintain the calendar

Brandon and Jamie, Writers: Provide outlines and copy for each piece of content

Nate, Editor: Edit and give feedback on content

Paula, Producer: Publish the content once it’s written and edited

Your budget for the project plan and a year’s worth of content is $50,000.

Milestones and deliverables

Your first milestone is to finish the content calendar, which shows all topics for the year. The deliverable is a sharable version of the calendar. Both the milestone and the deliverables should be clearly marked on your project schedule.

You’ve determined that your schedule for your content calendar project plan will go as follows:

October 15 - November 1: The research phase to find ideas for topics for content

November 2 - November 30: Establish the topics you’ll write about

December 1 - January 1: Build the calendar

January 1 - December 31: Content will be written by Brandon and Jamie, and edited by Nate, throughout the year

January 16 - December 31: Paula will begin publishing and continue to do so on a rolling basis throughout the year.

You’ll have a kick-off meeting and then monthly update meetings as part of your communication plan. Weekly status updates will be sent on Friday afternoons. All project-related communication will occur within a project management tool .

How ClassPass manages project plans from start to finish

Kerry Hoffman, Senior Project Manager of Marketing Operations at ClassPass , oversees all marketing projects undertaken by the creative, growth, and content teams. Here are her top three strategies for managing project plans:

Identify stakeholders up front: No matter the size of the project, it’s critical to know who the stakeholders are and their role in the project so you ensure you involve the right people at each stage. This will also make the review and approval process clear before the team gets to work.

Agree on how you want to communicate about your project: Establish where and when communication should take place for your project to ensure that key information is captured in the right place so everyone stays aligned.

Be adaptable and learn other people’s working styles: Projects don’t always go according to plan, but by implementing proper integration management you can keep projects running smoothly. Also, find out how project members like to work so you take that into account as you create your plan. It will help things run smoother once you begin executing.

Write your next project plan like a pro

Congratulations—you’re officially a work planning pro. With a few steps, a little bit of time, and a whole lot of organization, you’ve successfully written a project plan.

Keep yourself and your team on track, and address challenges early by using project planning software like Asana . Work through each of the steps of your project plan with confidence, and streamline your communications with the team.

Related resources

How Asana drives impactful product launches in 3 steps

How to streamline compliance management software with Asana

New site openings: How to reduce costs and delays

Provider onboarding software: Simplify your hiring process

10 Reasons Why Planning Is Important in Project Management

If you’ve ever missed a deadline, gone over budget, or faced an unhappy team or client, you know just how tough managing projects can be. It’s not fun to let people down.

That’s why we believe having a plan is the most important thing you can do as a project manager—for your own peace of mind as well as that of your project mates.

A plan is your best defense against the common pitfalls that cause projects to fail. Let’s take a look at 10 benefits of project planning and why having a plan is so important in project management.

1. Plans minimize stress

Imagine building IKEA cabinets with only a picture of the finished kitchen to go by. You’d start out completely overwhelmed, and every wrong move you make would only amp up your stress and frustration. And anyone else you rope into the build will feel it too.

You’d never bring that kind of pain on yourself, so why do that to your team and projects?

Think of a project plan as the instruction manual that guides everyone seamlessly through the steps to success—no wild guesses needed. This kind of clarity sends confusion packing and makes way for project peace to settle in.

Learn more about how to reduce project stress.

2. Plans inspire confidence

Good project planning doesn’t just neutralize negative project vibes. It provides a positive boost of confidence to everyone involved in the project.

You don’t have to wonder if progress is keeping pace with the deadline. Your team doesn’t have to guess what they should tackle next. And leaders and clients don’t have to worry about whether you’ve got a strategy for delivering what they need on time and budget.

It’s all right there in your plan!

3. Plans drive communication

Everyone knows communication is important in project management . And a plan is one of the most effective communication tools you can use to keep everyone informed about your project. That’s because it documents every important detail about your project—even when things change.

With TeamGantt, you don’t have to act as the sole go-between pushing projects forward. Everyone has access to the plan and can check up on progress and collaborate on work in real time.

Having all your project communication streamlined around a centralized plan leads to better efficiency and fewer mistakes. That’s something everyone can get behind.

VIDEO - How to Collaborate in Your Project in TeamGantt

4. Plans unite and focus teams

Agile workflows tend to skip the plan in favor of getting down to the tasks at hand. But a plan doesn’t have to get in the way of project work.

In fact, a plan rallies your team around a single project vision so they can power through tasks faster. Priorities are clear, expectations are aligned, and everyone knows exactly what needs to happen to cross the finish line on time.

With a plan, your team can easily see how their work affects others and impacts the final deadline. This provides an extra boost of motivation to stay on track and keeps confusion from bogging your project down.

5. Plans create accountability

I don’t know about you, but I’ve got a lot of plans I never write down or share with anyone. Funny enough, these “plans” never seem to go anywhere.

It’s not a coincidence. Plans that aren't documented don’t hold anyone accountable.

When your team and stakeholders can be called out on tasks in a plan everyone has access to, it raises the stakes. Clearly outlining roles and responsibilities in your plan will push people to get things done on time and up to standard. It really is that simple.

Lay a clear path to success with a visual plan that’s easy to understand, and keep everyone in sync with flexible workflows and team collaboration.

6. Plans keep deadlines on track

Agile may not run on deadlines, but stakeholders do. If you want to earn goodwill and trust, you need to deliver projects on time.

Here’s the thing: Having one big date to shoot for isn’t enough. You’ve got to ensure you’re making the right progress along the way.

That’s where a plan comes in.

A plan breaks the project timeline down into measurable steps so you can track progress against the final deadline. If things start running behind, you can intervene early and determine what needs to shift to right the ship.

Bonus: When you assign people to a task or milestone in TeamGantt, they’ll get notified when it’s coming due so you don’t have to send constant reminders to keep them on task.

Get simple tips for meeting and managing your project deadlines.

7. Plans prevent team overload

In the ideal world, your team would only work on one project at a time, making it easy to keep workloads balanced. But that kind of project focus is a luxury at most organizations.

Project planning enables you to map out a schedule that takes your team’s entire workload into account. That way you don’t load anyone up with too many tasks or assign deadlines they can’t possibly make.

In TeamGantt, you can check team availability across projects right from your gantt chart.

VIDEO - How to Check Team Availability in TeamGantt

This makes it easy to figure out who has time to do the work when you need it so your project has a better chance of delivering on time without burning people out.

Learn more about resource allocation in project management.

8. Plans take fear out of change

You can’t avoid project change, so you might as well embrace it. Despite common misconceptions, planning gives you the flexibility to adapt to change more easily so you have a better chance of hitting your project goals.

That’s because a plan holds all the important project details in one place. When something unexpected pops up, you can weigh the potential impact on project scope, timing, and workloads and adjust your plan to forge a new path forward.

When these updates are documented in your plan, it’s easy to bring your team and stakeholders up to speed on the changes so you can all move forward successfully together.

Learn how to manage project change, and get a free change request template.

9. Plans mitigate risk

Just like change, risk is an inherent part of project work . While you can’t control every possible risk, you can manage it with a project plan.

Think of your plan as a living document that lets you keep a thumb on the pulse of your project as it progresses. You can look ahead in your project and address issues before they become a major problem.

For example, a plan lets you monitor the pace of work to ensure you’re not blowing through your budgeted hours faster than expected. That way you can have important scope or budget discussions early and avoid unwelcome surprises (and unhappy stakeholders) down the road.

10. Plans increase profitability

A lot of factors can drain the profit out of projects. Any of these sound familiar?

Scope changes that sneak in under the radar and draw out your deadline
Stakeholders who ghost you when progress depends on their approval
Team members who spend more time figuring out what they’re supposed to do than actually doing it

With a plan, you’re more likely to hit your project goals on time and budget. And less time and money wasted means more room for your business to actually grow.

Build a clear and confident plan for free

Ready to put planning at the center of your projects? TeamGantt makes it easy to create, track, and collaborate on all your project plans in minutes.

You’ll have all the features you need to ensure projects finish on time and under budget—from drag and drop simplicity and team collaboration to customizable views and workload management.

Best of all, it’s all wrapped up in a simple and intuitive interface your whole team will love. 😍

Give TeamGantt a free try today!

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10 Benefits of Project Management Software for Business

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Our content and product recommendations are editorially independent. We may make money when you click links to our partners. Learn more in our Editorial & Advertising Policy .

Without a proper understanding of the benefits of project management software for your business, you and your team could miss out on 10 tremendous perks.

Heightened productivity
Friction-free collaboration
Orderly task tracking
Intuitive progress visualization
Centralized document storage
Enhanced stakeholder visibility
Multi-project tracking
Whole-team accountability
Easy-to-navigate home base
Decreased task redundancy

So read on to learn more about the benefits of project management software for business.

Read more: Project Management Guide for Beginners

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1. Heightened Productivity

One of the biggest benefits of implementing project management software is heightened productivity. While project management software can help promote productivity in a variety of ways, it all boils down to providing employees with the resources they need to do the best work possible by having a dedicated space that clearly shows their personal obligations, project resources, and essential information. Project management software cuts the guesswork out of project work so teams can spend more time focusing on productive work and creativity.

2. Friction-Free Collaboration

Project management software is also a great way to unite teams collaboratively anywhere in the world that they clock in from. Commenting options give teams the ability to instantly provide updates and notes about individual tasks and projects. Tagging features help notify specific team members of relevant communications instantly. Some solutions even offer the ability to chat with teammates individually or in a group chat, eliminating the need for lengthy emails or redundant meetings (because let’s be honest we could all use a little time back in our day).

Example of the chat feature within ClickUp.

3. Orderly Task Tracking and Strategic Planning

By all means, task tracking ranks at the top of the list of perks that project management software provides. Upon initiation of a new project, teams can use project management software to keep a log of all required project tasks, with the flexibility to add or change tasks at any time. What’s more, teams can utilize various task views, such as Gantt charts, calendar views, list views, and more to plan deadlines and key project goals down the line visually.

Example of a Gantt chart task visualization that allows teams to see task dependencies and timelines

4. Intuitive Progress Visualization

In project management, one of the most frequently asked questions is “How are things going?” Thankfully, project management software makes it easy to keep tabs on project progress at as detailed a level as you require, whether that’s a 30,000-foot view or progress specific to an individual.

Example of a project overview dashboard with customizable data points.

5. Centralized Document Storage

One of the least discussed perks of project management software is the ability to house and store documents, files, and multimedia elements. Project management software is designed to make it as easy as possible to access project tools, and having the added capability of storing and attaching files to specific projects and tasks streamlines work tremendously. Some solutions, like Notion, even have additional features that support Wiki capabilities so teams can embed documentation for operations and training material as well.

Example of a Wiki within Notion, with embedded document storage.

6. Enhanced Stakeholder Visibility

When you’re a project manager, you spend as much time managing relationships as you do projects, especially when external stakeholders are involved. Thankfully, project management software can help you keep stakeholders in the loop without any additional work involved. Most solutions offer the ability to email updates directly from the application and share specific project data and updates while maintaining control over the access level and visibility guest users have over the interface.

Example of guest user controls in Airtable.

7. Multi-Project Tracking and Management

Multi-project management can be a headache without the proper tools. When it comes to juggling stats across projects, multi-project dashboard views help provide overviews of more than one project at once, while limiting the data to the most important components.

Example of a multi-project dashboard in Jira.

8. Whole-Team Accountability and Workload Management

Managing workloads and individual contributors in the heat of a challenging project adds unnecessary stress and complication to the project dynamic. Instead, opting for project management software offers an easier and more accurate way to gather insights about individual users’ progress, tasks, and workload. Many solutions even offer time tracking, which can help freelancers in particular keep track of their workload.

Example of a time-tracking log template in Zoho Projects.

9. Easy-to-Navigate Project Home Base

Project management software enables teams to organize tasks, deadlines, correspondences, and project information all in one place, which helps teams optimize their workflows while reducing their need to jump across multiple platforms. Having a dedicated project home base makes it easy to locate resources and information when you need them, instead of shuffling through a stack of paperwork.

Example of a project home base in Basecamp.

10. Decreased Task Redundancy

When’s the last time you heard someone say, “Boy, I sure would love to send a few dozen emails”? Never? Exactly. Project management software helps eliminate task redundancies in three ways: workflow automations, templates, and generative AI features.

Automations generate automatic commands based on customized triggers that you generate; for example, update the project manager when task 1 is complete. Similarly, template options allow teams to generate preset project settings and layouts based on industry or project-specific needs. Finally, the power of artificial intelligence has recently been implemented in project management software to help teams generate short bits of content and speed up workflows.

Read more: Top 10 Project Management Software Buyer’s Guide

How can I ensure the best-fitting project management solution for my team’s unique needs?

While the needs of each team are unique, there are a few ways to ensure a project management solution is a strong fit:

Take advantage of free trials to test a few select solutions
Compare solutions carefully
Establish your criteria early
Consider your long-term team needs

Need extra guidance in selecting a solution?

Read more: How to Choose Project Management Software

How does project management software enhance decision-making processes within businesses?

Aside from the benefits listed above, project management software provides the baseline data for teams to make data-driven decisions. Whether it’s estimating a timeline, evaluating workloads, or deciding the best way to resolve roadblocks in project work, project management software provides a baseline of information to reference from what otherwise would be harder to determine through traditional project management methods.

Read more: Nailing the Decision-Making Process

Can project management software be customized to fit the specific needs of different businesses?

Project management software is designed to be customized and personalized to the precise needs of your team, whether that’s catering to team size, industry, project type, or others. From personalized task tags to project metrics and even color schemes, there are hundreds of project management software solutions available to meet the needs of every type of team.

Read more: 8 Best Free Project Management Software for 2024

How does project management software work in combination with traditional project management?

Just because your team is utilizing the power of project management software doesn’t mean the foundational concepts of traditional project management go out the window. In fact, project management software is designed to accentuate and bolster the same strategies that project teams have relied on for years.

In the same way that there are a variety of project management methodologies to choose from, a wide range of solutions offered to consumers cater to specific project needs and ideologies. For example, kanban-focused solutions, such as Trello, cater to the needs of Agile teams.

Read more: A Complete Guide to Agile Project Management

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CAPS Business Studies 11

Caps bs 11 term 2 week 2 – 3 transformation of a business plan into an action alan, topic – transformation of a business plan into an action plan.

Transformation of a business plan into an action plan (including Gantt charts and timelines) – collaboratively or independently

• Transformation of a business plan into an action plan (e.g. planning tools: Gantt charts or Work Breakdown Structure (WBS) with timelines and responsibilities, project planning)

CIO strategy

What is project planning?

Rahul Awati
Ben Lutkevich, Site Editor

Project planning is a project management discipline that addresses how to complete a project in a certain time frame, usually with clearly defined stages, milestones and designated resources. It starts after a project has been initiated and before its execution begins.

What is a project plan?

A project plan, also known as a work plan, is a detailed document that clearly elucidates a project's scope, goals, tasks, deliverables, milestones, communication channels, budget and deadlines. The aims of a project plan, and indeed of project planning, are to provide a clear roadmap or blueprint for project execution, to provide early warning of project requirements, and to ensure the project stays on track toward completion.

Project plans differ by project, but in general, the planning activity is divided into these steps:

Setting measurable objectives.
Identifying deliverables, or the tangible or intangible results of a project.
Scheduling.
Planning tasks.

A project plan can be supported by other plans that address specific areas of a project. Supporting plans can encompass human resources, communication methods and risk management .

Enterprises often have an IT project planning guide that identifies the processes to be used. Tools used for the scheduling parts of a plan include Gantt charts and PERT charts . Many project management software tools, including Microsoft Project, Asana, Jira, Trello and Zoho Projects, also include project planning capabilities.

Why is project planning important?

Project planning is important because it helps guide and streamline every other phase of a project. It lays out the basics of a project, which include the following:

Project scope .
Objectives.
Schedule, milestones and deadlines.
Key deliverables.

Planning enables project managers to turn an idea into reality in an organized manner. It identifies who will be involved in the project, clarifies roles and responsibilities, and helps to maintain accountability throughout the project lifecycle. It also helps to prevent scope creep and budget overruns, as well as frustration and confusion among team members. In addition, a detailed plan shows project stakeholders and sponsors that the necessary resources -- personnel, funds, etc. -- are available for the project, which can be important to ensure continued support, funding or sponsorship for the project.

Some of the other key benefits of project planning include the following:

Facilitate communication and provide a central source of information for project personnel.
Help the project sponsor and other key stakeholders know what is required to execute the project within its time, cost and scope constraints.
Identify who will perform certain tasks, and also when and how those tasks will happen.
Facilitate project management as the project progresses.
Enable project managers to identify and plan for future challenges.
Enable effective monitoring and control of a project.
Manage, mitigate and eliminate project risk wherever possible.
Generate feedback useful for the next project planning phase.

Graphic listing 12 important project management skills.

What are the components of a project plan?

Every project plan includes at least three major components:

Scope. The scope determines what a project team will do during the execution of the project. It considers the team's or organization's vision, what stakeholders want and the customer's requirements to determine what's possible. When defining the project scope, the project manager also sets achievable and measurable performance goals.
Budget. Project managers look at what staff and other resources will be required to meet the project goals to estimate the project's cost and ensure funding is available.
Timeline. The timeline reveals the project duration -- i.e., the expected length of time it will take to complete each phase of the project -- and includes a schedule of milestones that will be met.

Other important components of a project plan include the following:

Milestones. Milestones indicate progress and help keep the project on track. A project can include multiple milestones to clearly show that a particular deliverable or phase has been successfully completed.
Tasks. The plan should include the tasks that must be accomplished to achieve the project's scope within its timeline. Each task is assigned to one or more project team members depending on their skills or role.
Resource allocation. The plan lists resources that include the people working on the project, their roles and responsibilities, and the tasks they will be handling.

In addition to these components, some project plans link to other documents, such as the project charter, statement of work , RACI chart , risk management plan, quality management plan and work breakdown structure.

What are the 5 phases of a project?

Projects typically pass through five phases. The project lifecycle includes the following:

Initiation defines project goals and objectives. It also is when feasibility is considered, along with how to measure project objectives.
Planning sets out the project scope. It establishes what tasks need to get done and who will do them.
Execution is when the deliverables are created. This is the longest phase of a project. During execution, the plan is set into motion and augmented, if necessary.
Monitoring and management occur during the execution phase and can be considered part of the same step. This phase ensures the project is going according to plan.
Closing and review is when the final contracts are closed out and the final deliverables are given to the client. Successes and failures are evaluated.

Graphic listing 10 project planning steps.

How to create a project plan

An effective project planning process includes the following 10 steps:

Define stakeholders. Stakeholders include anyone with an interest in the project. This can include customers or end users, members of the project team, other people in the organization the project will affect, or individuals with an interest in the project or a stake in its outcomes.
Define roles. Each stakeholder's role should be clearly defined. Some people might fill multiple roles.
Introduce stakeholders. An organizational meeting should bring the stakeholders together and unify the project vision. The meeting should including discussions about project scope, goals, budget, schedule and roles.
Set goals. Based on issues raised during the above meeting, a project plan can be updated and refined. It should include goals and deliverables that define what the product or service will result in.
Prioritize tasks. All the tasks necessary to meet the project's goals should be listed and prioritized based on importance and interdependencies. A Gantt chart can be helpful for mapping project dependencies.
Create a schedule. A timeline should be established that considers the resources needed for all the tasks.
Assess risks. Project risks should be identified so that strategies can be developed for mitigating them.
Communicate. The plan should be shared with all stakeholders. Updates should be provided in the format and frequency stakeholders expect.
Reassess. As milestones are met, the project plan should be revisited and revised to address any areas that are not meeting expectations.
Final evaluation. Once the project is completed, its performance should be evaluated to learn from the experience and identify improvement areas.

Project planning tools and software

Project planning and project management software facilitate the project planning process. The best tools support collaboration among stakeholders, have intuitive user interfaces, and provide built-in time tracking and invoicing.

Some popular planning tools according to experts include the following:

Asana offers different project views to suit a team's preferences.
ClickUp comes with several Agile -based features, including a custom automation builder that lets users create reusable task templates.
Freedcamp lets users organize their projects using Gantt charts or Kanban boards.
Hive provides hundreds of templates that speed up project planning and execution.
Scoro includes a unified work management system to easily manage the entire project lifecycle; it also includes features for resource planning, budgeting, invoicing and customer relationship management .
Trello provides boards to organize tasks, lists to manage the different stages of a task and cards to show task status.
Wrike centralizes all project work and automates many workflows; it also integrates with more than 400 popular business tools, including Jira , Slack , Dropbox, Salesforce , Google Calendar, HubSpot and OneLogin.

Learn more about the various tools that help with project management .

Continue Reading About What is project planning?

How AI is transforming project management
How to calculate project completion times
How to kick-start a proof-of-concept IT project
Craft a risk management plan for application modernization

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Project Planning: How to Make a Project Plan

This guide is brought to you by projectmanager, the project planning software trusted by 35,000+ users worldwide. make a project plan in minutes.

What Is a Project Plan?

How to create a project plan, project planning phase, what is project planning software, benefits of online project planning software, must-have project planning software features, project planning terms, project planning steps, how to create a project plan with projectmanager, what is the purpose of a project management plan, the elements of a project plan, how long does the project planning phase take, techniques for the project planning process, how to manage your project plan.

A project plan is a series of formal documents that define the execution and control stages of a project. The plan includes considerations for risk management, resource management and communications, while also addressing scope, cost and schedule baselines. Project planning software is used by project managers to ensure that their plans are thorough and robust.

ProjectManager allows you to make detailed project plans with online Gantt charts that have task dependencies, resource hours, labor costs, milestones, the critical path and more. Plus, your team can execute the plan in any of our five project views, while you track progress along the way with dashboards. Start today for free.

ProjectManager's Gantt charts are the perfect project planning tool

The project plan, also called project management plan, answers the who, what, where, why, how and when of the project—it’s more than a Gantt chart with tasks and due dates. The purpose of a project plan is to guide the execution and control project phases.

As mentioned above, a project plan consists of the following documents:

Project Charter : Provides a general overview of the project. It describes the project’s reasons, goals, objectives, constraints, stakeholders, among other aspects.
Statement of Work : A statement of work (SOW) defines the project’s scope, schedule, deliverables, milestones, and tasks.
Work Breakdown Structure : Breaks down the project scope into the project phases, subprojects, deliverables, and work packages that lead to your final deliverable.
Project Plan : The project plan document is divided in sections to cover the following: scope management, quality management, risk assessment, resource management, stakeholder management, schedule management and the change management plan.

This guide aims to give you all the information and resources you need to create a project plan and get it approved by your customers and stakeholders. Let’s start with the basics of writing a project plan.

Get your free

Project Plan Template

Use this free Project Plan Template for Word to manage your projects better.

Your project plan is essential to the success of any project. Without one, your project may be susceptible to common project management issues such as missed deadlines, scope creep and cost overrun. While writing a project plan is somewhat labor intensive up front, the effort will pay dividends throughout the project life cycle.

The basic outline of any project plan can be summarized in these five steps:

Define your project’s stakeholders, scope, quality baseline, deliverables, milestones, success criteria and requirements. Create a project charter, work breakdown structure (WBS) and a statement of work (SOW) .
Identify risks and assign deliverables to your team members, who will perform the tasks required and monitor the risks associated with them.
Organize your project team (customers, stakeholders, teams, ad hoc members, and so on), and define their roles and responsibilities.
List the necessary project resources , such as personnel, equipment, salaries, and materials, then estimate their cost.
Develop change management procedures and forms.
Create a communication plan , schedule, budget and other guiding documents for the project.

Each of the steps to write a project plan explained above correspond to the 5 project phases, which we will outline in the next section.

What Are the 5 Phases of the Project Life Cycle?

Any project , whether big or small, has the potential to be very complex. It’s much easier to break down all the necessary inclusions for a project plan by viewing your project in terms of phases. The Project Management Institute , within the Project Management Book of Knowledge (PMBOK), have identified the following 5 phases of a project:

Initiation: The start of a project, in which goals and objectives are defined through a business case and the practicality of the project is determined by a feasibility study.
Planning: During the project planning phase, the scope of the project is defined by a work breakdown structure (WBS) and the project methodology to manage the project is decided on. Costs, quality and resources are estimated, and a project schedule with milestones and task dependencies is identified. The main deliverable of this phase is your project plan.
Execution: The project deliverables are completed during this phase. Usually, this phase begins with a kick-off meeting and is followed by regular team meetings and status reports while the project is being worked on.
Monitoring & Controlling: This phase is performed in tandem with the project execution phase. Progress and performance metrics are measured to keep progress on the project aligned with the project plan.
Closure: The project is completed when the stakeholder receives the final deliverable. Resources are released, contracts are signed off on and, ideally, there will be an evaluation of the successes and failures.

Free Project Plan Template

Address all aspects of your project plan with this free project plan template for Word . This in-depth template will guide you through every phase of the project, as well as all the elements you need to outline for a proper document. Download your template today.

We’ve created also created other project planning templates to help you create all the different documents that make up a project plan, like the project schedule, project budget or resource plan.

Now that we’ve learned how to make a project plan, and identified the stages of the project management life cycle, we need to emphasize on the importance of the project planning phase.

The project planning process is critical for any kind of project because this is where you create all the documents that will guide how you’ll execute your project plan and how you’ll control risks and any issues that might occur. These documents, which are part of the project management plan, cover all the details of your project without exception.

There are project plan templates out there that can help you organize your tasks and begin the project planning process—but we here at ProjectManager recommend the use of project planning software. The feature set is far more robust and integrated with every project phase compared to an Excel project plan template, and is a great way to ensure your actual progress stays aligned with your planned progress.

Once you write a project plan, it’s time for implementation . Watch the video below to see how project planning software helps organize a project’s tasks, resources and costs.

Project planning tools has become an invaluable tool for project managers in recent years, as it provides them the ability to maintain and automate the components we outlined above. Project planning software is a great tool to facilitate project management processes such as schedule development, team management, cost estimation, resource allocation and risk monitoring.

Beyond that, planning software also allows managers to monitor and track their plan as it moves through the execution phase of the project. These features include dashboards, for a high-level view of the project’s progress and performance, and in-depth reports that can be used to communicate with stakeholders.

Project planning software comes in all different sizes and shapes. There are some that focus on a single aspect, and others that offer a suite of planning features that can be used in each one of the project planning steps. What’s right for your project depends on your specific needs, but in general terms, project planning software is a much more powerful tool than project planning templates .

Related: 20 Must-Have Project Management Excel Templates

Online project planning software is highly flexible and adaptable to your team’s style of work. It has features that are designed to assist you throughout your project planning process.

Before the rise of planning software, project managers would typically have to keep up with a disjointed collection of documents, excel spreadsheets and so on. Savvy managers, however, make use of the project management tools available to them to automate what they can, and streamline what they can’t.

Some of the time-saving benefits of project planning software include the following.

Organize, prioritize and assign tasks
Plan and schedule milestones and task dependencies
Monitor progress, costs and resources
Collaborate with team
Share project plans with team and stakeholders
Generate reports on plans

Gantt Charts for Superior Planning

A Gantt chart is the most essential tool for the project planning process. Organize tasks, add their duration and they automatically populate a project timeline . Set milestones to break the larger project into manageable phases, and link task dependencies to avoid bottlenecks later in the project.

A zoomed in screenshot of ProjectManager.com’s gantt chart

Get More Than a To-Do List

When planning a project, you need more than a to-do list. Seek out a planning software with a task list feature that lets you set priority levels, filters and collaborate. It’s a big plus if you can also make personal task lists that are private to manage your own work.

A zoomed in screenshot of ProjectManager.com’s task list view

Use Kanban for Workflows

Workflows ensure proper execution of your plan, and no feature does this better than kanban boards. Customize boards to match your workflow and drag and drop cards as teams get their work done. See what work needs to be done and keep the focus on productivity with this feature.

A zoomed in screenshot of ProjectManager.com’s kanban view

Be Able to Track Progress

A dashboard can keep your project plan on track. Try and find a dashboard that’s synced with your planning tools, so everything updates automatically. It will make reporting easier too.

A zoomed in screenshot of ProjectManager.com’s dashboard view

Get Transparency Into Teams

For a plan to go smoothly, you have to know what your team is working on. Find a way to balance your team’s availability with the project schedule. Workload features that map out resource allocation and holidays can be a big help here.

A zoomed in screenshot of ProjectManager.com’s workload view

Be Able to Manage Multiple Projects

Rarely do you need to only focus on one project at a time. Give yourself the flexibility to manage multiple projects at once in the same tool. A roadmap feature that maps all of your projects on one timeline can be a lifesaver.

A zoomed in screenshot of ProjectManager.com’s Overview Projects tab

Before we dive into how to create a project plan, it helps to be familiar with some of the terms that you’ll run across. Here is a list of general terms you’ll encounter in this guide.

Deliverable: The results of a project, such as a product, service, report, etc.
Stakeholder: Anyone with a vested interest in the project—project manager, project sponsor, team members, customers, etc.
Tasks: Small jobs that lead to the final deliverable.
Milestone: The end of one project phase, and the beginning of the next.
Resources: Anything you need to complete the project, such as personnel, supplies, materials, tools, people and more.
Budget: Estimate of total cost related to completing a project.
Tracking & Monitoring: Collecting project data, and making sure it reflects the results you planned for.

The project planning process is critical for the success of your project, and as a project manager, you have to think about all the elements that make up your project management plan such as work, time, resources and risks.

Now, we’re going to take you through the main project planning steps :

Outline the business case
Meet with key stakeholders
Define project scope
Assemble a project team
Determine a project budget
Set project goals & objectives
Outline project deliverables
Create a project schedule
Assign tasks to your team members
Do a risk analysis
Create your project plan
Report your progress

By following these project planning steps, you’ll clarify what you need to achieve, work out the processes you need to get there and develop an action plan for how you are going to take this project plan outline forward.

1. Outline the Business Case

If you have a project, there’s a reason for it—that’s your business case . The business case outlines reasons why the project is being initiated, its benefits and the return on investment. If there’s a problem that is being solved, then that problem is outlined here. The business case will be presented to those who make decisions at your organization, explaining what has to be done, and how, along with a feasibility study to assess the practicality of the project. If approved, you have a project.

2. Meet with Key Stakeholders

Every project has stakeholders , those who have a vested interest in the project. From the ones who profit from it, to the project team members who are responsible for its success. Therefore, any project manager must identify who these key stakeholders are during the project planning process, from customers to regulators. Meeting with them is crucial to get a better picture of what the project management plan should include and what is expected from the final deliverable.

3. Define Project Scope

It refers to the work required to accomplish the project objectives and generate the required deliverables. The project scope should be defined and organized by a work breakdown structure (WBS). Therefore, the project scope includes what you must do in the project (deliverables, sub deliverables, work packages, action items ), but also what is nonessential. The latter is important for the project plan, because knowing what isn’t high priority helps to avoid scope creep ; that is, using valuable resources for something that isn’t key to your project’s success.

4. Assemble a Project Team

You’ll need a capable project team to help you create your project plan and execute it successfully. It’s advisable to gather a diverse group of experienced professionals to build a multi-disciplinary team that sees your project management plan from different perspectives.

5. Determine a Project Budget

Once you define your project scope, you’ll have a task list that must be completed to deliver your project successfully. To do so, you’ll need resources such as equipment, materials, human capital, and of course, money. Your project budget will pay for all this. The first step to create a project budget is to estimate the costs associated with each task. Once you have those estimated costs, you can establish a cost baseline , which is the base for your project budget.

6. Set Project Goals & Objectives

Goals and objectives are different things when it comes to planning a project. Goals are the results you want to achieve, and are usually broad. Objectives , on the other hand, are more specific; measurable actions that must be taken to reach your goal. When creating a project plan, the goals and objectives naturally spring from the business case, but in this stage, you go into further detail. In a sense, you’re fine-tuning the goals set forth in the business case and creating tasks that are clearly defined. These goals and objectives are collected in a project charter , which you’ll use throughout the project life cycle.

7. Outline Project Deliverables

A project can have numerous deliverables. A deliverable can be a good, service or result that is needed to complete a task, process, phase, subproject or project. For example, the final deliverable is the reason for the project, and once this deliverable is produced, the project is completed. As defined in the project scope, a project consists of subprojects, phases, work packages, activities and tasks, and each of these components can have a deliverable. The first thing to do is determine what the final deliverable is, and how you will know that the quality meets your stakeholder’s expectations. As for the other deliverables in the project, they must also be identified and someone on the team must be accountable for their successful completion.

8. Create a Project Schedule

The project schedule is what everything hangs on. From your tasks to your budget , it’s all defined by time. Schedules are made up by collecting all the tasks needed to reach your final deliverable, and setting them on a project timeline that ends at your deadline. This can make for an unruly job ahead, which is why schedules are broken into phases, indicated by milestones , which mark the end of one project phase and the beginning of the next.

9. Assign Tasks to Your Team Members

The plan is set, but it still exists in the abstract until you take the tasks on your schedule and begin assigning them out to your team members. Their roles and responsibilities must be clearly defined, so they know what to do. Then, when you assign them tasks from your plan, they should be clear, with directions and any related documentation they will need to execute the tasks.

10. Do a Risk Analysis

Every project has some level of risk . There are several types of risk such as scope risk, technical risks and schedule risk, among others. Even if your project plan is thorough, internal and external factors can impact your project’s time, cost and scope (triple constraint). Therefore, you need to regard your planning as flexible. There are many ways to prepare for risk, such as developing a change management plan, but for now, the most important thing to do is to track your progress throughout the execution phase by using project status reports and/or project planning software to monitor risk.

11. Create your Project Plan

As discussed above, a project management plan is a document that’s made of several elements. Before we get into a detailed explanation of each of them, it’s important to understand that you should include them all to have a solid project plan. The components that you’ll need might vary depending on your project, but in general terms, you’ll need these main documents to create your project management plan:

Project charter
Project schedule
Project budget
Project scope statement
Risk management plan
Change management plan
Cost management plan
Resource management plan
Stakeholder management plan

12. Report Your Progress

Your ultimate goal is to ensure a successful project for your stakeholders. They’re invested, and will not be satisfied twiddling their thumbs without looking at project status reports to track progress. By constructing a work breakdown structure (WBS) during the project planning phase you can break down the project for them so that they understand how your project plan will be executed. Keeping stakeholders informed is important to manage their expectations and ensure that they’re satisfied. Having regular planning meetings where you present progress reports are a great way to show them that everything is moving forward as planned and to field any questions or concerns they might have. Your stakeholder management plan will specify how you’ll engage stakeholders in the project.

Project planning software is a tool that helps to plan, organize and manage the schedule and resources needed to complete a project. ProjectManager is an award-winning project management software that organizes projects from planning to completion. Sign up for a free 30-day trial and follow along to build a thorough project plan that covers every detail.

1. List Your Tasks for the Plan

Tasks are the building blocks of any project and the start of any plan is identifying all the tasks that lead to your final deliverable.

Open the tool to add your tasks on the Gantt chart or one of the other multiple project views. You can import a task list from any spreadsheet or use one of our templates to get started.

2. Add Duration and Costs to Tasks

Every task has an estimated duration, which is the time it will take to complete it. They will also require a certain amount of funding, which needs to be collected to formulate your plan.

Add the start and end dates for each task in the Gantt and they populate a project timeline, so you can see the whole project laid out in one place. There’s also a column for task costs.

ProjectManager's task list showing a manufacturing project plan

3. Link Dependent Tasks

Tasks are not always separate from one another. Often one cannot start or stop until another has started or stopped. That’s called a task dependency and needs to be noted in your plan.

Link dependent tasks by dragging one to the other. A dotted line indicates that they’re linked, so you stay aware of the fact and can avoid bottlenecks later in the project.

4. Set Milestones & Baseline

A milestone indicates the end of one phase and the beginning of another, which helps with tracking and morale. The baseline sets your plan so you can compare it to actual progress.

There is a filter on the Gantt that automatically sets the baseline, so you can use it to track your actual progress against the plan. The baseline can also be locked with a click.

5. Onboard Team & Assign

Getting the team and the tool together is how a project plan becomes actualized. The easier and seamless this transition, the faster you’ll get to work on the project.

Invite your team from the software and it generates an email with a link. Once they follow that link, they’re in and have access to the tools they need to manage their tasks.

ProjectManager's Gantt showing a construction project plan task assignments

6. Monitor Progress & Report to Stakeholders

Keeping track of your progress and then updating stakeholders is both how you stay on track and manage your stakeholders’ expectations.

See progress as it happens on our real-time dashboard, which calculates data and displays it over six project metrics. Reports can be filtered and shared for a deep dive into those numbers.

ProjectManager’s dashboard view, which shows six key metrics on a project

7. Adjust Plan As Needed

No plan remains the same throughout a project. Things happen and changes are demanded. Therefore, being able to edit your plan easily is key to the project planning process.

Edit your plan on the Gantt by a simple drag and drop. Move the old date to the new date and not only is that task fixed, but any impacted tasks are also updated automatically.

ProjectManager is an award-winning software that helps managers plan and helps teams get organized. Gantt charts control all aspects of your project plan from scheduling to assigning tasks and even monitoring progress. Multiple project views provide transparency into workflow and give everyone the tools they need to be at their best.

Ready to make your plan? Try ProjectManager today with this free 30-day trial.

The project manager is responsible for producing the project plan, and while you can’t make up all the content yourself, you’ll be the one banging the keys to type it all out. Use templates where you can to save time. Download our free project plan template and write your plan in double-quick time!

The purpose of a project management plan is to serve as a guide for the execution and control phases. The project plan provides all the information necessary for the execution phase such as the project’s goals, objectives, scope of work, milestones, risks and resources. Then, this information helps project managers monitor and control the progress of the project.

We plan at the beginning to save time later. A good project plan means that you don’t have to worry about whether the project participants are going to be available on the right dates—because you’ve planned for them to be. You don’t have to worry about how to pay those invoices—you’ve planned your financial process. You don’t have to worry about whether everyone agrees on what a quality outcome looks like—you’ve already planned what quality measures you are going to use.

A good project plan sets out the processes that everyone is expected to follow, so it avoids a lot of headaches later. For example, if you specify that estimates are going to be worked out by subject matter experts based on their judgement, and that’s approved, later no one can complain that they wanted you to use a different estimating technique. They’ve known the deal since the start.

Project plans are also really helpful for monitoring progress. You can go back to them and check what you said you were going to do and how, comparing it to what you are actually doing. This gives you a good reality check and enables you to change course if you need to, bringing the project back on track.

Tools like dashboards can help you make sure that your project is proceeding according to plan. ProjectManager has a real-time dashboard that updates automatically whenever tasks are updated.

The project planning process already discussed only scratches the surface of what is a deep well of practices created to control your project. They start with dialogue — speaking to stakeholders, teams, et al.

The deliverable for your planning phase is a document called the project plan. A Guide to the Project Management Body of Knowledge (PMBOK Guide) – Fifth Edition says that the project plan is made up of lots of subsidiary plans. These include:

A project scope statement to define all the tasks and deliverables that are needed to complete the project
A risk management plan for dealing with project risk including the processes for logging and tracking risks
A change management plan to manage any changes that will be made to the project plan
A cost management plan for managing costs and the budgeting elements of the project including any procurements or supplier engagements you might have
A resource management plan for managing the material resources such as equipment and the human resources on the team both in terms of availability and skills
A stakeholder management plan setting out who is going to receive messages about the project, when and in what format
A quality plan that specifies the quality targets for the project

That’s a lot of documentation.

In reality, it’s rare that you’ll produce these as individual documents. What you need is a project plan that talks about the important elements of each of these. There’s no point creating a big document that sets out exactly how your business works anyway. If you already have a structured risk management process , then don’t waste time writing it all down again in your project plan.

Your project management plan needs to include enough information to make sure that you know exactly what processes and procedures need to be followed and who needs to be involved. Get your project plan approved by your stakeholders, your project sponsor and your team so there are no surprises later. As explained above, project planning charts and techniques such as Gantt charts, CPM, WBS or PERT can help you create your project plan.

This is hard to answer. It’s going to take longer to plan the moon landing than a new dating app.

The best way to estimate how long your project planning phase will take is to look at similar projects that have happened before, and see how long it took them to plan. Talk to the project manager as well, if you can, because they’ll have a view on whether that length of time was enough or not!

It’s easy to see how long other projects took if you have a project management tool that archives your old project schedules and makes the data available to everyone who needs it. You can then search for similar projects and study their schedules in detail.

A project plan is all about working out what to do and how to do it, so you need to get a lot of people involved. There are several good tools and project planning techniques for getting information from other people including:

One-to-one meetings or interviews
Surveys or customer focus groups to gather and validate requirements.

You should also arm yourself with a task management tool , like a list or a kanban board. They are incredibly useful for noting down important things that should be in your project plan. Kanban board software can help structure your plan by writing down the key headings and then moving them around as required until you have a flow that looks right.

ProjectManager's Kanban board showing the tasks of a marketing project plan

Finally, you’ll need an online project management system to store your project management plan in. Make sure that everyone in the team can access the latest version of the project plan.

Your project plan is not a document written in stone. You should be referring back to it and making changes to it as often as you need to. Parts of it, like your project schedule, will change almost daily. Other parts, like your procurement plans and cost management processes, won’t change at all during the life of your project.

The important thing to remember is that if your project management plan isn’t working for you, think about what you can do to change it. It’s there to guide your project management, not restrict you from doing the right thing. If you need to review how you manage work and project resources, then go back and review it. Make the changes you need, get the plan approved again and share it with the team.

How To Make a Project Plan When You Don’t Have All the Answers

Yes, this happens–most of the time! It’s rare to have all the information at the beginning of a project. Most managers want you to dive in and get started, but you might not have the luxury of knowing all the details.

That’s OK; we have techniques to help deal with uncertainty.

First is the project assumption. You use these to put caveats on your plan and to document the things that you assume to be true at this point in time. For example:

We assume that the resources will be available.
We assume that the required funding is available.
We assume that the colors requested will be in line with the company brand and that Marketing sign off is not required.

You get the picture. Then, if the design team comes back and says that they want the product to be a totally new palette of colors and that Marketing has to approve that, you are justified in saying that you’ll have to change the timescales on the schedule to make that possible.

You planned based on an assumption (that everyone agreed to, because you got the document approved) and that assumption turned out not to be true.

Next Steps for Project Planning

The most important thing to remember is that you shouldn’t rush the project planning process. Done properly, project planning takes time. And it’s worth doing it properly because if you don’t, we guarantee that you will hit problems later on as people won’t understand what they are supposed to do and why.

Great planning sets you up for success. It gives you the confidence of knowing that you’ve got all your processes, tools and systems in place to deliver the perfect result.

Now that you’ve learned all about project planning, it’s time to take action. Sign up for a free 30-day trial of ProjectManager and start planning your project today!

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Project Planning Resources

Best Project Planner Tools: Apps, Software & Templates
Best Project Planning Software of 2024 (Free & Paid)
25 of the Best Planning Quotes
3 Best Planner Apps for Mac in 2024
3 Best Project Management Charts for Project Planning
Project Management Trends
How to Create a Project Roadmap (Example Included)
What Is Aggregate Planning? Strategies & Tips
What Is Rolling Wave Planning?
How to Create a Project Execution Plan (PEP) – Free Template Included
Sample Project Plan For Your Next Project
Operational Planning: How to Make an Operations Plan
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Gantt Chart Software
Project Scheduling Software
Work Breakdown Structure Software
Project Timeline Software
Resource Planning Software
Free Project Planning Templates
Free Project Management Templates
Project Proposal Template
Project Charter Template
Project Timeline Template
Implementation Plan Template
Work Plan Template
Action Plan Template

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How to write an effective project plan in 6 simple steps

Contributing writer

If you’re a Type A personality, project planning might sound like music to your ears. Setting deadlines, organizing tasks, and creating order out of chaos — what’s not to love?

The reality is that project planning isn’t for everyone. In one survey by Association for Project Management, 76% of project professionals said their main project was a source of stress . Poor planning, unclear responsibilities, and overallocation are often the culprits behind the stress.

An effective project plan helps teams stay within budget, scope, and schedule, while delivering quality work. In short, it gets you to the finish line without the stress.

What is a project plan?

A project plan, also known as a work plan, is a blueprint of your project lifecycle. It’s like a roadmap — it clearly outlines how to get from where you are now (the beginning of the project) to where you want to go (the successful completion of the project).

“A project plan is an action plan outlining how…[to] accomplish project goals,” says Jami Yazdani , certified Project Management Professional (PMP), project coach, project management consultant, and founder of Yazdani Consulting and Facilitation .

A comprehensive project plan includes the project schedule, project scope, due dates, and deliverables. Writing a good project plan is key for any new, complex project in the pipeline.

Why Are Project Plans Important?

Project plans allow you to visualize your entire project, from beginning to end—and develop a clear strategy to get from point A to point B. Project plans steer stakeholders in the right direction and keep team members accountable with a common baseline.

Project plans help you stay agile

Projects are bound by what is traditionally called the “iron triangle” of project management . It means that project managers have to work within the three constraints of scope, resources (project budget and teams), and schedule. You cannot make changes to one without impacting the other two.

Modern-day project management has shifted to a more agile approach, with a focus on quality. This means that resources and schedules remain unchanged but a fixed number of iterations (flexible scope) helps teams deliver better quality and more value.

A project plan puts this “agile triangle” in place by mapping out resources, schedules, and the number of iterations — sprints if you’re using a Scrum framework and work in progress (WIP) limits if you’re using the Kanban methodology .

As Yazdani points out, “Project plans help us strategize a path to project success, allowing us to consider the factors that will impact our project, from stakeholders to budget to schedule delays, and plan how to maximize or mitigate these factors.”

Project plans provide complete visibility

A project plan, when created with a comprehensive project management software , gives you 360-degree visibility throughout the project lifecycle.

As a project manager, you need a single source of truth on team members and their project tasks, project scope, project objectives, and project timelines. A detailed project plan gives you this visibility and helps teams stay on track.

screenshot of a Jira Work Management project board

Project plans also help to get everyone involved on the same page, setting clear expectations around what needs to be accomplished, when, and by who.

“Project plans create a framework for measuring project progress and success,” says Yazdani. “Project plans set clear expectations for…stakeholders by outlining exactly what…will [be accomplished] and when it will be delivered.”

Project plans boost engagement and productivity

A well-written project plan clarifies how each individual team member’s contributions play into the larger scope of the project and align with company goals. When employees see how their work directly impacts organizational growth, it generates buy-in and drives engagement , which is critical to a project’s success.

“Project plans provide…teams with purpose and direction,” says Yazdani. “Transparent project plans show team members how their individual tasks and responsibilities contribute to the overall success of the project, encouraging engagement and collaboration.”

How To Write A Project Plan in 6 Steps

Writing a project plan requires, well, planning. Ideally, the seeds for a project plan need to be sowed before internal project sign-off begins. Before that sign-off, conduct capacity planning to estimate the resources you will need and if they’re available for the duration of the project. After all, you want to set your teams up for success with realistic end dates, buffer time to recharge or catch up in case of unexpected delays, and deliver quality work without experiencing burnout .

Based on organizational capacity, you can lay down project timelines and map out scope as well as success metrics, outline tasks, and build a feedback loop into your project plan. Follow these project planning steps to create a winning plan:

1. Establish Project Scope And Metrics

Defining your project scope is essential to protecting your iron, or agile, triangle from crumbling. Too often, projects are hit with scope creep , causing delays, budget overruns, and anxiety.

“Clearly define your project’s scope or overall purpose,” says Yazdani. “Confirm any project parameters or constraints, like budget, resource availability, and timeline,” says Yazdani.

A project purpose statement is a high-level brief that defines the what, who, and why of the project along with how and when the goal will be accomplished. But just as important as defining your project scope and purpose is defining what metrics you’re going to use to track progress.

“Establish how you will measure success,” says Yazdani. “Are there metrics, performance criteria, or quality standards you need to meet?”

Clearly defining what your project is, the project’s overall purpose, and how you’re going to measure success lays the foundation for the rest of your project plan—so make sure you take the time to define each of these elements from the get-go.

2. Identify Key Project Stakeholders

Get clarity on the team members you need to bring the project to life. In other words, identify the key stakeholders of the project.

“List individuals or groups who will be impacted by the project,” says Yazdani.

In addition to identifying who needs to be involved in the project, think about how they’ll need to be involved—and at what level. Use a tool like Confluence to run a virtual session to clarify roles and responsibilities, and find gaps that need to be filled.

Let’s say you’re managing a cross-functional project to launch a new marketing campaign that includes team members from your marketing, design, and sales departments.

When identifying your key stakeholders, you might create different lists based on the responsibility or level of involvement with the project:

Decision-makers (who will need to provide input at each step of the project)
Managers (who will be overseeing employees within their department)
Creative talent (who will be actually creating the project deliverables for the campaign) from each department.

Give your project plan an edge by using a Confluence template like the one below to outline roles and responsibilities.

confluence template preview for roles and responsibility document

Define roles, discuss responsibilities, and clarify which tasks fall under each teammate’s purview using this Confluence template.

Getting clarity on who needs to be involved in the project—and how they’re going to be involved—will help guide the rest of the project plan writing process (particularly when it comes to creating and assigning tasks).

3. Outline Deliverables

Now is the time to get granular.

Each project milestone comprises a series of smaller, tangible tasks that your teams need to produce. While a big-picture view keeps teams aligned, you need signposts along the way to guide them on a day-to-day or weekly basis. Create a list of deliverables that will help you achieve the greater vision of the project.

“What will you create, build, design, produce, accomplish or deliver?” says Yazdani. “Clearly outline your project’s concrete and tangible deliverables or outcomes.” Centralize these deliverables in a Trello board with designated cards for each one, like in the example below, so you keep work moving forward.

trello board that shows tasks organized into status columns

Each card on a board represents tasks and ideas and you can move cards across lists to show progress.

Defining the concrete items you need your project to deliver will help you reverse-engineer the things that need to happen to bring those items to life—which is a must before moving on to the next step.

4. Develop Actionable Tasks

Task management is an important component of any project plan because they help employees see what exactly they need to accomplish. Drill down those deliverables into actionable tasks to assign to your team.

You can use either Confluence or Jira for different task management needs. If you want to track tasks alongside your work, like action items from a meeting or small team projects, it’s best to use Confluence. But if a project has multiple teams and you need insight into workflows, task history, and reporting, Jira makes it easy.

“Let your deliverables guide the work of the project,” says Yazdani. “Break down each deliverable into smaller and smaller components until you get to an actionable task.” If a major deliverable is a set of content pieces, the smaller actionable tasks would be to create topic ideas, conduct research, and create outlines for each topic.

Once you’ve broken down all of your deliverables into manageable, assignable subtasks, analyze how each of those tasks interacts with each other. That way, you can plan, prioritize, assign, and add deadlines accordingly.

“Highlight any dependencies between tasks, such as tasks that can’t be started until another task is complete,” says Yazdani. “List any resources you will need to accomplish these tasks.”

When a task has multiple assignees, you need to streamline the workflow in your project plan. Say the content pieces you outlined need to be edited or peer-reviewed. A couple of articles may need an interview with a subject matter expert. Lay down a stage-by-stage process of each piece of content and pinpoint when each team member comes into play so you prevent bottlenecks and adjust timeframes.

5. Assign Tasks And Deadlines

Assign tasks to your team and collaborate with employees to set deadlines for each task. When you involve employees in setting workloads and deadlines , you increase ownership and boost the chances of delivering quality work on time.

After all, you want to move projects forward at a steady pace, but you also want to make sure your teams stay motivated and engaged. So, when writing your project plan, make sure to “set realistic and achievable deadlines for completing tasks and deliverables,” says Yazdani. “Highlight dates that are inflexible and factor in task dependencies. Add in milestones or checkpoints to monitor progress and celebrate successes .”

Use Jira and Confluence to create tasks that live alongside your project plan or meeting agendas.

Once you map out all of your tasks and deadlines, you should have a clear picture of how and when your project is going to come together—and the initial writing process is just about finished.

But that doesn’t mean your project plan is complete! There’s one more key step to the process.

6. Share, Gather Feedback, And Adjust The Project Plan As Necessary

While steps 1 through 5 may make up your initial writing process, if you want your project plan to be as strong and complete as it can be, it’s important to share it with your team—and get their input on how they think it can be improved.

“Share the plan with your project team and key stakeholders, gathering feedback to make adjustments and improvements,” says Yazdani.

A tool like Confluence helps knowledge flow freely within teams and departments, leading to better teamwork, higher collaboration, and a shared understanding of priorities. Coworkers can use comments, mentions, notifications, and co-editing capabilities to provide and discuss feedback.

After you gather your team’s feedback —and make any necessary adjustments based on that feedback—you can consider your project plan complete. Hooray!

But as your project progresses, things may change or evolve—so it’s important to stay flexible and make changes and adjustments as needed.

“Expect to update your plan as you gather more information, encounter changing requirements and delays, and learn from feedback and mistakes,” says Yazdani. “By using your project plan to guide your activities and measure progress, you’ll be able to refine and improve your plan as you move through the project, tweaking tasks and deadlines as deliverables are developed.”

Download a template to create your project plan and customize it based on your needs.

Example of a simple project plan

A project plan doesn’t have to be a complicated spreadsheet with multiple tabs and drop-down menus. It’s best to use a project planning tool like Confluence — or at least a project plan template — to make sure you cover every aspect of the project. A simple project plan includes these elements:

Project name, brief summary, and objective.
Project players or team members who will drive the project, along with their roles and responsibilities.
Key outcomes and due dates.
Project elements, ideally divided into must-have, nice-to-have and not-in-scope categories.
Milestones, milestone owners, and a project end date.
Reference material relevant to the project.

Best Practices For Writing Effective Project Plans

A project planning process can quickly turn into a mishmash of goals and tasks that end up in chaos but these best practices can give you a framework to create a project plan that leads to success.

Use Other Project Plans For Inspiration

There’s no need to reinvent the wheel for every new project! Instead, look to other successful project plans for inspiration—and use them as a guide when writing the plan for your project.

“Review templates and plans for similar projects, or for other projects within your organization or industry, to get ideas for structuring and drafting your own plan,” says Yazdani.

To get started, use a Trello project management template and customize it for your project plan by creating unique lists and adding cards under each list.

Build your team’s ideal workflow and mark each stage of the project plan as a list, with cards for each task.

Get Your Team Involved In The Process

You may be in charge of spearheading the project. But that doesn’t mean that you have to—or even that you should—write the project plan alone.

“Collaborate with your project team and key stakeholders on crafting a project plan,” says Yazdani. “Input into the project plan supports buy-in to project goals and encourages continued engagement throughout the project.”

With Confluence , you can organize project details in a centralized space and build a project plan collaboratively.

Don’t Let Perfect Be The Enemy Of The Good

You may be tempted to write (and rewrite) your project plan until you’ve got every detail mapped out perfectly. But spending too much time trying to get everything “perfect” can actually hold up the project. So don’t let perfect be the enemy of the good—and instead of getting caught up in getting everything perfect from the get-go, stay willing and flexible to adjust your project plan as you move forward.

“Focus on outcomes, not plan perfection,” says Yazdani. “While it would be awesome for the first draft of our plan to require no changes while also inspiring our team and ensuring project success, our goal shouldn’t be a perfect plan. Our goal is a plan that allows us to successfully deliver on project goals. Responsiveness to changing needs and a shifting environment is more important than plan perfection.”

Use the right tools to succeed with your project plan

Writing a project plan, especially if you’re new to the process, can feel overwhelming. But now that you know the exact steps to write one, make sure you have the tools you need to create a strong, cohesive plan from the ground up—and watch your project thrive as a result.

Atlassian Together can help with project planning and management with a powerful combination of tools that make work flow across teams.

Guide your team to project success with Atlassian Together’s suite of products.

Advice, stories, and expertise about work life today.

10 best project planning software & tools compared: features, benefits, and pricing to plan like a pro

Table of contents

Delivering project work on time hinges on planning right from the get-go. But even if you have the perfect work plan in place, you need ways to visualize it and monitor the work that needs to get done.

In other words, you need a built-for-purpose project planning tool.

If you’re on the market for one that meets your needs, check out our list below. We compiled various tools based on:

The range of solutions they offer
The types of teams they’re most suitable for

We also built this comparison sheet for a summary of how tools compare based on key attributes, including:

Planning and scheduling features
Customer success
Time tracking

project planning software and tools comparison sheet

<tip>

Planning and execution aren’t the same thing

Planning vs execution is an important distinction in project management.

Some tools help you do both project planning and task management at an acceptable level.

Other tools go deeper into project planning to give you the best possible ways to plan at the macro level, forecast based on previous projects, and ensure you set up your team for success.

Which tool is best for you depends on your team’s needs and planning processes ⚙️

</tip>

📈 Best project planning tool for growing advertising and marketing agency teams: Float

Advertising and marketing agency teams (as well as other professional service teams) often need a planning tool that’s easy to learn, visual, and flexible. They don’t want to deal with manual work, complex reporting, or difficult setups.

This is why our founders, coming from an agency background, built Float to make life easier for fellow project planners—to help them plan hundreds of projects and manage hundreds of people with ease.

Let's check it out.

🏢 Founded in: 2011 🎯 Primary software category: Resource management 🏆 G2: 4.2 (1,200+ reviews) ; Capterra: 4.5 (1,580 reviews) 🧪 Free trial: yes, 30 days

Being on the market for the past 12 years, Float is the go-to resource and project planning tool for 4,500+ happy teams and two million users in agencies, consultancies, construction and marketing firms, and large tech companies like Atlassian .

Float serves as your one source of truth for all project work. Imagine you have a new project briefed by a client. With Float’s intuitive and flexible solution , you can:

Add the project with crucial information , like the client’s name, budget, phases, and project milestones .
Assign specific allocations to team members based on real-time capacity and skills . The Float schedule shows you at a glance what everyone’s working on, who’s overbooked, on time off, or available. Search based on skills and roles to find the people who are both available and best suited to take on specific work.
Enable time tracking for your team . Pre-filled timesheets and a built-in timer make tracking time worked a breeze!
Monitor all ongoing projects and progress in clear timelines and lists. Generate reports on estimates vs. actuals for utilization and project work.

🔥 Want a taste of what it is to plan a project in Float? Use this semi-interactive demo and walk through the process of adding a project with milestones and tasks. Click on the purple circles in the screens below (click on the two arrows ↙️↗️ on the top right of the demo to open up full-screen!)

Most importantly, Float’s visual schedule is a life-saver when that dreaded thing happens in your project plan—change. Float makes it easy to shift timelines or reallocate work, allowing you to clearly predict the impact on your team and budgets.

As Justin West, Program Manager at design agency and Float customer A—B partners , says : “Having forecasting connected to a visual tool and not having to be messing around in graphs to figure that out is super helpful.”

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Power up your project planning with the right software

Plan multiple projects and allocate work with confidence with Float

<cta-button> Try for free </cta-button>

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Float is most suitable for teams up to 1000 people, as larger teams may have different requirements and have more need to combine project planning with other business functions into one place (we’ll see the enterprise platforms a little later).

👍 Float planning features

Project phases, milestones, and multi-project timelines
Resource and capacity planning
Time off and workload management
Budget tracking
Resource forecasting

1. Starter . $6 per person per month, billed annually. Every resource scheduling capability you need, with unlimited projects and powerful reporting. Best for teams of up to 30 people. 2. Pro . $10 per person per month, billed annually. Everything in Starter, plus built-in time tracking, single sign-on (SSO), and workflow features designed to scale. Best for growing teams of 30+ people. 3. Enterprise . A custom plan that includes everything in Pro and is designed for larger organizations with heavier compliance and support needs.

🔥 You can learn more about Float’s pricing plans here .

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<sme-author> Jason Fisher </sme-author>

<sme-position> Co-Founder and Global Studio Director </sme-position>

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Float has made us 50% more efficient in terms of how we're budget tracking and streamlining our workflow. We took on a project at the start of this year, and it was the first time we’d done a project like that. We used the reports from that project to baseline future ones. We've done five more of those projects this year, and every single one came in right on budget exactly where we planned it.

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🧑‍💻Best project planning tools for individuals & small teams: Trello and Todoist

Small teams, freelancers, or solopreneurs often value flexibility and ease of use over more robust features for project planning. We chose two tools because of their user-friendly UI, which can help you organize your project work and ensure it gets done without fanfare or difficult learning curves.

Here they are:

🏢 Founded in: 2007 🎯 Primary software category: Project management 🏆 G2: 4.4 (13,400+ reviews) ; Capterra: 4.5 (23,000+ reviews) 🧪 Free trial: yes, 14 days

Acquired by large tech company Atlassian in 2017, Trello is known for its Kanban-style view used by thousands of individuals and small companies to organize tasks and projects. Because of its visual design, customizability, and extensive integrations suite, it’s a great tool for teams who need effective task management to complete projects. It's an excellent collaboration solution for small teams.

A downside is that Trello lacks the ability to manage availability and capacity, making it less effective for larger teams or for planning multiple projects across realistic timelines.

Also, many of the essential functions of project planning can be done only through Trello’s power-ups (e.g. Gantt charts, budget tracking). Power-ups are integrations—some of them are owned by Trello, while others are created and owned by third-party developers.

Adding power-ups to gain some features you need can work well if you have few requirements. But once your planning gets more complex, finding and using the right Power-up may get more cumbersome than choosing a ready-to-use tool instead.

👍 Trello features

Task management
Flexible drag-and-drop interface
100+ available integrations (power-ups)
Workflow automation

1. Free . Best for individuals and small teams. 2. Standard . 5$ per user per month, billed annually, for unlimited boards and checklists. 3. Premium . 10$ per user per month, billed annually, which includes timeline views and dashboards, and more security options (e.g. domain restrictions). 4. Enterprise . 17.5$ per user per month, billed annually, including unlimited workspaces, advanced permission settings, and enterprise support.

🏢 Founded in: 2007 🎯 Primary software category: Project management 🏆 G2: 4.4 (750+ reviews) ; Capterra: 4.6 (2,300+ reviews) 🧪 Free trial: yes, 30 days

Todoist is a productivity tool that allows you to plan task lists and collaborate with others to get work done. It’s less about high-level planning and more about organizing tasks in an easy-to-track way.While not robust enough for larger teams with many requirements (e.g. resource management, capacity planning, or timelines), it’s still a slick and flexible tool for small teams or solopreneurs.

Project planning essentials such as timelines and Gantt charts are possible only through integrations with other tools.

👍 Todoist features

Task lists that can be categorized into different sections
Scheduling and prioritization
Collaboration features (e.g. share files and add comments)
Project progress tracking (e.g. activity stream that shows all actions team members have taken in Todoist sequentially)
AI assistant (for pro and business plans) that helps you plan tasks, e.g. by suggesting tasks or helping you break them down into smaller chunks

1. Beginner . Free, for up to five projects and email and calendar integration. 2. Pro . 4$ per month, billed annually, for up to 300 personal projects, unlimited activity history, and AI assistant. 3. Business . 6$ per member per month, billed annually, for 500 team projects, roles and permissions, and a shared team workspace.

🌐 Best all-in-one project planning suites: Asana and Monday.com

This category includes two household names in all-in-one project management software. Both tools are impressive when it comes to task management and visualizing projects. But, they’re both limited in terms of resource planning and capacity management , which makes it trickier to know how to assign tasks more effectively, keep workloads manageable, and ensure realistic deadlines.

Let’s take a look:

🏢 Founded in: 2008 🎯 Primary software category: Project management 🏆 G2: 4.3 (9,300+ reviews) ; Capterra: 4.5 (12,000+ reviews) 🧪 Free trial: yes, 30 days

Asana is one of the most well-known project management tools—and much loved by our content team, too! Asana has what you need to schedule projects and tasks, visualize them in multiple views (e.g. Kanban and lists), and identify dependencies and critical paths.

If you value resource planning capabilities though, Asana may be lacking compared to built-for-purpose tools like Float. It all depends on your team’s needs—Nick Patterson, Co-CEO of creative agency Storm+Shelter, made the switch from Asana to Float because they needed an easier way to plan ahead and know what everyone is working on.

“The team has got a lot more of a clear understanding of what's going on, where, and when. We wouldn't have really had that if we were still using Asana for our schedule management stuff,” he mentions.

Want the best of both worlds? Float and Asana can actually work together too , to build a more powerful project planning and management workflow.

👍 Asana features

Easy to see multi-project timelines
Centralized task information via easily customizable input fields
Some ability to track capacity and “effort” required (a measure of workload)
Diverse and customizable reporting dashboards (depending on pricing plan)

1. Basic —Free. Project management for individuals or teams just getting started. Doesn’t include resource management. 2. Premium . $10.99 per user per month, billed annually. Track and plan projects with timelines, milestones, etc. 3. Business . $24.99 per user per month, billed annually. For companies that need to manage portfolios and work across multiple departments. Limited resource management is possible through the “Workload” addition.

5. Monday.com

🏢 Founded in: 2012 🎯 Primary software category: Project management 🏆 G2: 4.7 (9,800+ reviews) ; Capterra: 4.6 (4,400+ reviews) 🧪 Free trial: yes, 14 days

Monday.com is another extremely popular project management tool. You can see all the work that needs to be done in multiple views, such as lists, calendars, Gantt charts, and Kanban boards. Monday.com’s color-coded, visual interface is easy to read, and allows for many inputs like assignees, files, and deadlines.

The areas where it has limitations involve resource planning and capacity management—as it’s not their priority, these kinds of features (e.g. the ability to clearly see who’s overbooked) remain rudimentary and may affect the ability to plan projects with realistic timelines.

👍 Monday.com features

Visual, drag-and-drop tasks lists
Customizable dashboards
Multiple ways to visualize projects, including timeline views and Gantt charts
Document management and sharing

1. Free . Up to two seats for individuals to keep track of work. 2. Basic . $8 per seat per month, billed annually. A plan that helps you manage your team’s work with everything in Free, plus unlimited items and 5GB storage. 3. Standard . $10 per seat per month, billed annually. Everything in Basic, along with timelines and Gantt charts, calendar views, and automations. 4. Pro . $16 per seat per month, billed annually. Everything in Standard, plus time tracking and more automations. 5. Enterprise . Advanced reporting and analytics and multi-level permissions.

🏛️ Best enterprise project planning tools: Smartsheet and Kantata

The platforms we chose in this category are robust powerhouses that offer multiple solutions. This means they’re not only focused on project planning or project management, but they have other functions too. These platforms may be good for teams that want to centralize tools in one place, but less effective for teams that want the absolute best project planning solution.

Here we go:

6. Smartsheet

🏢 Founded in: 2005 🎯 Primary software category: Work management 🏆 G2: 4.4 (15,000+ reviews) ; Capterra: 4.5 (3,000+ reviews) 🧪 Free trial: yes, 14 days

Smartsheet is a complete work management platform that offers both project planning and resource management features (as an add-on). You can plan projects across multiple timelines and use multiple views, such as Gantt charts and Kanban.

While it’s a very reliable tool with lots of solutions built-in, it requires a lot of manual work and time to make updates and is often reviewed as hard to learn for new users.

👍 Smartsheet features

Project and resource planning
Digital assets management
Automations
Portfolio management

1. Free . For one user and up to two editors, suited for getting started on task management. 2. Pro . $7 per user per month, billed annually. Track, share, and manage projects with unlimited sheets, user management, etc. 3. Business . $25 per user per month, billed annually. This plan includes their resource management features. 4. Enterprise . For organizations that need enterprise-level security and controls.

🏢 Founded in: 2008 (as Mavenlink) 🎯 Primary software category: Resource management 🏆 G2: 4.1 (1,300+ reviews) ; Capterra: 4.2 (500+ reviews) 🧪 Free trial: yes, 14 days

Kantata is a professional services automation software that combines finance, project, and resource management tools to provide a comprehensive solution for high-level decision-making. It has anything from business intelligence and forecasting to project planning and automation.

As the platform combines multiple services in one, it’s high in complexity. While it has easy-to-use task management and collaboration features, it’s a more robust and less flexible platform than others on this list.

Choosing Kantata as your tool can be a great benefit to your enterprise team if you want to centralize multiple solutions in one—but know that pricing is custom, and you'll need to reach out to the team directly for a quote, even if you’re still evaluating tools.

👍 Kantata features

Timelines, milestones, and phases
Real-time collaboration
Document sharing
Extensive insights and analytics reporting

To find out about pricing for your company, you have to first provide some information to Kantata such as your industry, company size, and contact details.

🖥️ Best desktop project planning software (Mac/Windows): Wrike and Teamwork

While many tools have stable and reliable apps used from a browser, you may also need an app that can be used natively on your computer. Here are two tools that offer this option well:

🏢 Founded in: 2006 🎯 Primary software category: Work management 🏆 G2: 4.2 (3,300+ reviews) ; Capterra: 4.3 (2,400+ reviews) 🧪 Free trial: yes, two weeks

Wrike is primarily a collaborative project management software that helps teams organize their projects, tasks, and subtasks. It also offers resource management features under the ‘Business’ plan to help you plan projects based on your team’s availability.

Its desktop app is available for both Windows and Mac, for all users (including collaborators). With the app, you can do pretty much everything you can on the browser (including working in multiple tabs) and you can also receive desktop notifications.

Another one of Wrike’s advantages is that you can take many actions in offline mode in the mobile apps—even if it’s still limited compared to the online version.

👍 Wrike features

Multiple project views, such as Gantt charts and Kanban👍 Workflow automation
Resource and workload management
Shared dashboards for better collaboration
Built-in proofing features for multiple formats (e.g. JPEG, PDF)

1. Free . For small teams that want basic task management functionality. 2. Team . $9.80 per user per month, billed annually. For growing teams with unlimited projects, tasks, subtasks 3. Business . $24.80 per user per month, billed annually. Set up organization-wide, with automations, resource management, and time tracking features. This plan with resource management is limited to 200 users, after which you’ll need to speak to Wrike’s Sales team about an enterprise plan. 4. Enterprise & Pinnacle . Plans for large teams for unlimited users, with enhanced governance.

9. Teamwork

🏢 Founded in: 2007 🎯 Primary software category: Project management 🏆 G2: 4.4 (1,000+ reviews) ; Capterra: 4.5 (800+ reviews) 🧪 Free trial: yes, 30 days

Teamwork focuses on streamlining various facets of client operations, such as monitoring performance by clients, projects, and teams. Its project planning features help teams keep work organized in one place with the ability to track capacity and utilization.

It has a remarkable suite of desktop apps, including its own main Teamwork app, a Teamwork Chat app, a Timer, and three additional apps for documents (Document Editor and MS Office) and email (Outlook).

It’s a great option for centralizing any client-related information, but it’s less effective for big-picture planning. Teamwork may also run slower when there are lots of projects and tasks.

👍 Teamwork features

Project timelines with milestones
Resource and capacity management
Performance reporting
Budget and profit tracking

Teamwork has five plans (in yearly billing). 1. Free . For up to 5 users and includes time tracking, managing clients, and project management essentials (e.g., tasks, Gantt charts) 2. Starter . $5.99 per user per month, billed annually. More integrations and project management features. 3. Deliver . $9.99 per user per month, billed annually. Includes more reports (e.g. project status, portfolio health, burndown), and teams management. 4. Grow . $19.99 per user per month, billed annually. With budget management tools, resource scheduling, additional integrations, and advanced project management features. 5. Scale . Custom. Includes every feature with advanced, unlimited reports, and retainer management.

🤑 Best free project planning tools: ClickUp and nTask

Spreadsheets are the freeest of the free project planning tools—but they’re certainly underfeatured. They’re hard to maintain and prone to errors, and they don’t allow for effective capacity management.

There are other tools you could use for free and get the job done. For example, both Asana and Monday.com (mentioned earlier) have free plans that can work well if you have a small team or only a few projects. We also have two more tools that may cover your needs:

10. ClickUp

🏢 Founded in: 2017 🎯 Primary software category: Project management 🏆 G2: 4.7 (6,900+ reviews) ; Capterra: 4.7 (3,600+ reviews) 🧪 Free trial: no, but free plan

ClickUp is a well-rounded project management tool used by over two million teams, which competes with software like Asana and Monday.com—but we’re including it in this category thanks to its really useful free version.

While the free version doesn’t offer important tools included in the other plans (such as resource management or integrations), it’s still very usable by small teams because of unlimited free plan members, chat, collaborative documents, and sprint management.

However, where it falls short is more specialized areas of project planning, like scheduling phases and resource optimization . It also lacks robust people and project reports.

👍 ClickUp features

Collaboration features (e.g. chat, whiteboards)
Gantt charts and Kanban views
Document creation and management

The below plans are billed yearly: 1. Free . A plan for personal use, with collaborative docs, Kanban view, and more. 2. Unlimited . $7 per member per month, billed annually. A plan for small teams with unlimited storage, dashboards, and time tracking. 3. Business . $12 per member per month, billed annually. A plan for mid-sized teams that includes everything in Unlimited, alongside more advanced features like SSO, workload management, and advanced time tracking. 4. Enterprise . You need to contact ClickUp for a custom price on a plan for large teams.

🏢 Founded in: 2017 🎯 Primary software category: Project management 🏆 G2: 4.4 (17 reviews) ; Capterra: 4.2 (105 reviews) 🧪 Free trial: yes, 7 days

nTask is an all-in-one project management software with strong collaboration features like managing meetings (e.g. agendas and schedules) and real-time chat.

It has an excellent free plan which includes five team members, unlimited workspaces, and unlimited tasks. Unlike other tools, nTask also offers timesheets as part of the free plan, as well as issue tracking and all available integrations.

👍 nTask features

Meeting management
Task management (including dependencies)
Gantt and Kanban views

1. Basic . Free forever, for teams of up to 5 people, with unlimited workspaces and task lists. 2. Premium . 3$ per user per month, billed annually, for individuals and small teams with unlimited projects. 3. Business . 8$ per user per month, billed annually, for all project management features and priority support. 4. Enterprise . Custom for teams with higher compliance, security, and support requirements.

Scale your people and project planning with Float

Manage projects, capacity, and scheduled work in one visual tool.

Plan for your needs

All of these tools above can be great, depending on what you and your team need. Want powerful resource management to plan projects with realistic timelines and utilize your team correctly? Then, we suggest you check out Float. Want an effective desktop app? Wrike and Teamwork are your best options. Want efficient task management in a user-friendly platform? Take a look at Asana and monday.com.

And if you still need some help figuring out what kind of software you need for different purposes, check out our other comparison guides on capacity planning tools , project scheduling tools , and resource management software .

Happy planning!

Some FAQs about project planning tools

Project planning tools are software applications designed to help manage complex project tasks, schedules, resources, and budgets. They offer functionalities to plan, execute, and monitor projects and ensure they meet deadlines and stay within budget.

Project planning tools help streamline project management processes, enhance team collaboration, track progress, manage resource allocation effectively, and ensure timely project completion.

Key features to look for when selecting planning tools for your project teams include:

Project planning templates
Scheduling and calendar integration
Resource management
Time and project tracking
Collaboration tools
Reporting and analytics
Budget management
Integration with other tools

How to choose the best resource management software

A Kickstart guide to Float: get set up for success

Your 8 best options for agency management software & how to choose the right tool [checklist]

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How to Write and Develop an Action Plan for Your Small Business

6 min. read

Updated October 29, 2023

Download Now: Free 1-Page Business Plan Template →

Taking action at the appropriate time is critical to turning your visions into a viable reality. However, doing so without a proper strategy can be a recipe for disaster.

A well-designed and concrete action plan that weighs all the benefits and possible challenges is the key to executing your vision successfully. Furthermore, it makes tracking progress easier, which in turn helps you attain your goals.

Whether it’s a business, personal, or career goal you are going after, the right action plan can be your roadmap to success. A comprehensive plan details all the information regarding your objectives and projects, such as the resources required, the complexity level of tasks, etc.

Let’s figure out how you can build one to achieve your goals successfully and efficiently.

What is an action plan and why is it important?

An action plan serves as a trajectory for the tasks or steps you need to accomplish to reach your goals and objectives. It is a crucial part of your strategic process that helps you improve teamwork planning significantly. Also, a proper action plan allows you to manage projects efficiently.

You have all the essential information in a centralized location that your team can access, making it easier for everybody to monitor progress and plan things successfully. As your company grows and circumstances change, you can revisit and make modifications to meet your latest requirements.

Planning of action items helps you prepare for any obstacles ahead. You’re your teams on track while ensuring impactful results. Furthermore, it also boosts your productivity and keeps everybody focused on urgent tasks.

Here are some of the reasons why an action plan is vital for you:

It gives you a clear sense of direction by highlighting precisely the steps you need to take when you need to take that and what it will help you accomplish
Having your objectives and goals on paper with structured steps keeps the team members motivated and dedicated throughout the project
You can gauge your and member’s progress and contribution toward the collective goals
You can turn your visions into reality, increase accountability and efficiency within your organization

How to create an effective action plan

When it comes to creating an action plan, various practical methods and tools can help you develop a robust action program. Begin by following this straightforward 7-step strategy.

Following these steps for structuring your action plan incidentally also acts as a brilliant roadmap for your idea’s overall presentation and can effectively create a clear goal.

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1. Define your scope

It is essential to define your scope, create a roadmap, and align it with your strategic planning . Make sure your actions guide you toward company goals. Start by gauging how your team members can contribute and help you achieve your objectives.

If you don’t have a clear understanding of what you want to achieve, it might be challenging for you to plan a new initiative. Defining your current status and where you see your company helps you analyze the situation, explore potential solutions and implement strategies successfully.

2. Set S.M.A.R.T. goals

S.M.A.R.T. (specific, measurable, achievable, realistic, and time-bound) objectives or goals is a method of objective setting that enables employees and managers to set, monitor, and achieve their long-term and short-term goals. This approach brings tractability and structure together.

Once you map out your plan, scope, and aim to accomplish, the next step requires you to set well-defined goals and measurable tools. Create a template to highlight all the tasks that your team needs to perform and deadlines.

It is vital to make sure that your entire team is on the same page, involved in the process, and has access to the document. This way, the projects become manageable while also boosting team productivity.

Furthermore, ensure that the tasks are attainable. If you have more complex tasks, it’s essential to break them down into manageable parts for easy execution.

3. Visualize your plan

Once you plan on the action items, prioritize tasks, and set milestones, the next step is creating a visual representation of your action plan. This visualization helps you engage your team and allow everyone to follow through to carry out activities.

A graphical presentation also makes it easier to get a bird’s eye view of your project. This way, you can identify your objectives and tasks that you weren’t able to execute or reach, allowing you to prioritize them to accomplish them.

You can elaborate your action plan with the help of a concept map that can help you explicitly communicate all the essential elements and information — task owners, tasks owners, resources, goals, objectives, deadlines, etc. Also, make sure the document is easily accessible to all.

Additionally, you can also leverage online visual collaboration platforms to help you seamlessly visualize and structure your simple and complex concepts.

4. Prioritize your tasks

It is imperative to align all your activities with specific goals and assign them to relevant team members. When you list and prioritize all your tasks, it helps keep track of your projects’ status, progress, and completion.

You could also structure your task list by importance. This way, everyone knows what needs to be done first to meet your deadlines effectively while ensuring that your employees can manage those tasks. That way, your team will also know their responsibilities and tasks to get done and engage them with a clear vision.

5. Set milestones

Milestones are the objectives that your team aims to achieve to keep a specific project progressing at a steady pace. Your work will have a lot smoother flow when everybody is clear with goals.

When you set milestones , it serves as mini-goals that help you achieve your central goal towards the end. Adding milestones to your action plan is crucial to give your team members something to look forward to and encourage them to stay motivated throughout.

6. Identify your resources

Before starting your project, it is imperative to ensure that you have the critical resources to complete the tasks successfully. And if you don’t have adequate resources, devise a strategy to leverage what you have effectively. Include all the essential components such as the number of projects, budget, timelines, etc., to make sure you don’t miss out on vital aspects.

Knowing what you have to work with will ensure that any tasks or projects you set out to accomplish have a better chance of succeeding. If you don’t have enough cash, a large enough team, or even enough time to manage every project, you’ll soon find yourself struggling to meet milestones and deadlines.

7. Monitor, gauge, and update

It is pivotal to allocate time and resources to evaluate your projects’ and teams’ progress. Make sure you conduct frequent follow-ups with team members to see if everybody is on track.

For this reason, you need to elaborate on the follow-up and assessment of teams in your action plan. This will help you implement the strategies that work well and eradicate the ineffective ones.

A guide to reaching your goals

An action plan is an indispensable tool that helps you guide your way to realizing your goals. It turns your visualization into actionable steps and milestones.

From larger departments in an organization to individual employees, an action plan is a defined methodology that helps you outline your activities, tasks, resources, budget, objectives, etc. This, in turn, allows you to achieve desired outcomes.

JT Ripton is a business consultant and a freelance writer out of Tampa. JT has written for companies like T-Mobile and others.

Table of Contents

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What is Project Planning? Steps, Process, Importance, Tools
Step 8: Communicate. Communication plays a key role in project management and according to the PM role, a project manager spends about 90% of the time communicating. Communication of plans, timely reviews, and change management are all important aspects of the project that need attention at regular intervals.
Importance of Project Planning: All You Need to Know
1) Project Planning- an overview. 2) Discussing the Importance of Project Planning. 3) Exploring the key components of Project Planning. 4) Looking at the five phases of a Project's life cycle. 5) The key tools you need for Project Planning. 6) Steps you can take to create an effective Project Plan. 7) Conclusion.
Project Planning: Importance, Tools and Fundamentals
Project planning assures timely delivery and project success, a crucially necessary process in any technology company. It is the most critical phase in removing threats and project failures. Aiming toward an ideal project plan aids in increasing the likelihood of consumer satisfaction and their confidence in the company for future investments, as there is no success in a business plan if the ...
The importance of the planning phase to project success
Project Success. Before it is possible, discuss the impact of the project planning phase on success; it is useful to define what a successful project is. Shenhar, Dvir, Levy, and Maltz (2001) define four levels of project success: 1. Project efficiency. 2. Impact on the customer. 3. Business success.
Why is project planning important?
It's one of the most critical stages of the whole process. Let's see exactly why project planning is so important — not just for the project, but for the entire company and its staff, too. 1. It boosts project performance and success rates. Unfortunately, the project failure rate for most companies is 70 percent.
What is Project Planning: Tools and Fundamentals
A project consists of five different phases: initiation, planning, execution, monitoring and controlling, and closure. Planning is the second phase of the project life cycle, where a plan after the initiation phase is made so the process of execution may begin. The project plan serves as a roadmap for the entire process of project management.
A guide to project planning (with template and examples)
Planning — this includes the end-to-end planning of the project. The main parts of the planning are defining project goals, scope, complexity, effort, timeline, budget, and risk management. Continuous monitoring — throughout the project, progress is monitored and controlled. Any deviations or blockers are clarified for a smooth delivery.
Project Transition Planning: Process, Checklist, Tools
Step 7: Allocate Various Resources: Every project has its budget, personnel, technology, etc. Identify these resources while outlining the entire process to ensure everything is present in an adequate amount once the transition process starts. Step 8: Address Training Needs: Assess the skill gaps one might have due to transitioning.
Master Project Planning: Essential Components, Steps, and Tools
Remember, your project plan can change as your project moves forward. Keep an eye on it, make adjustments when needed, and make sure your project stays on the path to success. Examples of Project Planning. Project planning is the process of outlining the steps needed to complete a project successfully.
What Is Project Planning? How Write a Project Plan [2024] • Asana
A project plan houses all the necessary details of your project, such as goals, tasks, scope, deadlines, and deliverables. This shows stakeholders a clear roadmap of your project, ensures you have the resources for it, and holds everyone accountable from the start. In this article, we teach you the seven steps to create your own project plan.
Why Planning Is Important in Project Management
Plans drive communication. Everyone knows communication is important in project management. And a plan is one of the most effective communication tools you can use to keep everyone informed about your project. That's because it documents every important detail about your project—even when things change. With TeamGantt, you don't have to ...
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3. Orderly Task Tracking and Strategic Planning. By all means, task tracking ranks at the top of the list of perks that project management software provides. Upon initiation of a new project, teams can use project management software to keep a log of all required project tasks, with the flexibility to add or change tasks at any time.
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This timeline will now expose the spots in the project that need more resources and those that are most important to keep the project on track. 2. Brainstorming. Brainstorming can be looked at as the plan before the plan. A plan for anything is a way to organize an approach.
7 Steps to Successful Project Planning
Here are seven keys to successful project planning to help you get started. 1. Think of your plan as a roadmap for stakeholders. Every project needs a roadmap with clearly defined goals that should not change after the first phase of the project has been completed. All stakeholders benefiting from the outcome or involved in executing the ...
CAPS BS 11 TERM 2 WEEK 2
Transformation of a business plan into an action plan (including. Gantt charts and timelines) - collaboratively or independently. • Transformation of a business plan into an action plan (e.g. planning tools: Gantt charts or Work Breakdown Structure (WBS) with timelines and responsibilities, project planning)
Project planning: What it is and 5 steps to create a plan
A project plan, also known as a work plan, is a detailed document that clearly elucidates a project's scope, goals, tasks, deliverables, milestones, communication channels, budget and deadlines. The aims of a project plan, and indeed of project planning, are to provide a clear roadmap or blueprint for project execution, to provide early warning ...
What Is a Project Plan? The Ultimate Guide to Project Planning
A project plan is a series of formal documents that define the execution and control stages of a project. The plan includes considerations for risk management, resource management and communications, while also addressing scope, cost and schedule baselines. Project planning software is used by project managers to ensure that their plans are ...
How to write an effective project plan in 6 simple steps
A simple project plan includes these elements: Project name, brief summary, and objective. Project players or team members who will drive the project, along with their roles and responsibilities. Key outcomes and due dates. Project elements, ideally divided into must-have, nice-to-have and not-in-scope categories.
10 Best Project Planning Tools that Drive Results [2024]
7. Kantata. Kantata is a professional services automation software that combines finance, project, and resource management tools to provide a comprehensive solution for high-level decision-making. It has anything from business intelligence and forecasting to project planning and automation.
Essential Project Planning Elements
Timeline, costs, and deliverables should be detailed clearly to show the scope of your project. In the ten sections below, you'll find ten essential elements of a project plan you shouldn't overlook. 1. Outline business justification and stakeholder needs. Before starting your project, it is essential to align the project's goals and needs ...
How to Write and Develop an Action Plan for Your Small Business
Build a strategy. 1. Define your scope. It is essential to define your scope, create a roadmap, and align it with your strategic planning. Make sure your actions guide you toward company goals. Start by gauging how your team members can contribute and help you achieve your objectives.

Importance of Project Planning: An Overview

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Project Planning- an overview

Discussing the Importance of Project Planning

Minimising uncertainty

Resource allocation

Stakeholder alignment

Time management

Budget control

Quality assurance

Client satisfaction

Continuous improvement

Exploring the key components of Project Planning

Project scope

Project objectives

Work Breakdown Structure (WBS)

Project schedule

Risk assessment and mitigation

Quality standards

Communication plan

Procurement plan

Change management

Cost estimate and budget

Stakeholder analysis

Legal and regulatory considerations

Monitoring and evaluation

Looking at the five phases of a Project’s life cycle

Initiation

Planning

Execution

Monitoring and managing

Closure

The key tools you need for Project Planning

Steps you can take to create an effective Project Plan

Conclusion

Frequently Asked Questions

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Introduction to PMP Certification

PMBOK Guide 6

Project Management Basics

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What Is Project Procurement Management And How To Perform It?

PMP Interview Questions

Career Guidance

Project Management and Methodologies

What is Project Planning?

The Five Phases of the Life Cycle of a Project

Fundamentals of Project Planning

The Importance of Project Planning for a Business

Tools Required for Project Planning

Steps Involved in Project Planning

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Why is project planning important?

1. It boosts project performance and success rates

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5. It makes it easy to track project goals and outcomes

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Planning drives performance

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What is Project Planning?

Defining Objectives