manage project quality assignment

• May 30, 2024
• Meredith Malinawan

Project Quality Management: A Guide for Project Managers

By:  Meredith G. Malinawan, PMP; Editor: Dr. Michael J. Shick, MSPM, PMP, CSM

Managing a project’s quality can feel like navigating a maze of expectations, standards, and deliverables throughout the project lifecycle. Costly rework and unexpected delays could be frustrating. Many project managers struggle to ensure their projects meet the desired quality standards while staying within budget and on schedule.

Picture yourself as a project manager who can deliver projects that exceed quality expectations, all while maintaining efficiency and stakeholder satisfaction. This scenario is achievable with the right approach to Project Quality Management, supported by robust methodologies and frameworks. This guide will provide you with the tools and knowledge to transform your project outcomes, turning quality management from a daunting task into a streamlined process.

Project Quality Management can significantly reduce rework risks and delays, improve stakeholder satisfaction, and enhance your project’s overall success. You will learn how to define quality standards, develop a thorough Quality Management Plan, implement efficient quality assurance and control measures, and continuously improve your processes. These strategies will empower you to deliver high-quality projects consistently, setting you apart as a leader in your field.

This guide will walk you through the essential steps of Project Quality Management, helping you to master the art of delivering exceptional projects that exceed stakeholder expectations. Dive into this guide and discover the step-by-step instructions, key considerations, and advanced methodologies that will elevate your approach to quality management. Let us begin your journey towards delivering exceptional project quality, ensuring alignment with your stakeholders and their expectations.

Unpacking Project Quality Management: What It Is and Why It Matters

Project Quality Management is the process of ensuring that a project meets its defined quality objectives and standards. It involves identifying and implementing effective processes, monitoring project deliverables, and continuously improving practices to meet stakeholder expectations and project requirements . Translating the quality management plan into actionable activities ensures that the project’s outputs conform to specified criteria, enhancing overall project success and stakeholder satisfaction. Quality management encompasses planning, assurance, and control to maintain and improve quality throughout the project’s lifecycle .

Critical components of Project Quality Management include:

• Process Improvement : Continually refining processes to increase efficiency and effectiveness, contributing to the project’s overall success.
• Monitoring : Keeping a close watch on project deliverables and processes to ensure they meet the established quality standards and objectives.
• Deliverables : Ensuring that all project outputs conform to the specified quality criteria, meeting or exceeding stakeholder expectations.
• Continuous Improvement : Adopting an ongoing approach to enhancing project practices and outcomes based on feedback and performance data.
• Statistical Quality Control : Using statistical methods to monitor and control the quality of processes and outputs.
• Statistical Process Control : Implementing statistical techniques to manage and improve processes.

Critical Reasons to Embrace Project Quality Management

Effective quality management can significantly impact a project’s success, from enhancing stakeholder satisfaction to reducing costs associated with rework and delays. Some considerations are:

• Improved Stakeholder Satisfaction: Quality management helps meet and even exceed stakeholders’ expectations, leading to higher satisfaction and support for the project. Effective stakeholder management ensures all parties are aligned and content with the project’s progress and outcomes.
• Cost Efficiency: Effective quality management can help avoid costly rework and delays by identifying and addressing issues early in the project lifecycle. This proactive approach brings significant cost reductions and ensures efficient use of resources.
• Risk Mitigation: By following processes and meeting standards, quality management reduces the risk of project failure and increases the likelihood of success. This minimizes the potential for rework and delays, contributing to smoother project execution .
• Continuous Improvement: It promotes a culture of continuous improvement, leading to better processes, products, and outcomes over time. This iterative approach helps refine practices and achieve higher levels of performance and satisfaction.
• Compliance and Standards : Ensures the project adheres to relevant quality standards and regulatory requirements. This maintains compliance and enhances the credibility and reliability of the project deliverables.
• Fulfilling Quality Requirements: Ensuring all deliverables meet the predefined quality standards and expectations.

This method addresses immediate quality concerns and embeds a culture of excellence and continuous improvement within the project team. It supports that the project aligns with organizational goals, meets stakeholder expectations, and effectively achieves its intended outcomes.

Your Path for Project Quality Excellence: Step-by-Step Guide

Implementing Project Quality Management requires a structured approach to addressing all aspects of quality throughout the project lifecycle. It intends to be practical and easy to follow, ensuring that your project meets its quality objectives and satisfies stakeholder expectations.

Let us outline the vital steps in this strategy:

• Define Quality Standards: Establish clear criteria that your project deliverables must meet, setting the foundation for all subsequent quality management activities.
• Develop a Quality Management Plan: This plan acts as a blueprint for how quality will be managed throughout the project , detailing the implementation plan for achieving quality objectives.
• Implement Quality Assurance: Focus on the project processes to ensure quality is maintained from the start and prevent issues before they arise.
• Conduct Quality Control: Regularly perform quality checks on project outputs to ensure they meet the defined standards, using a structured framework to guide these evaluations.
• Review and Improve: Continuously assess the effectiveness of quality management practices and make improvements, following sequential steps for enhancing project quality.

Adherence to these steps will help the project meet its quality objectives and achieve success.

1. Define Quality Standards

Defining quality standards is the first critical step in Project Quality Management. It involves identifying the quality criteria that your project deliverables must meet to ensure standards compliance and stakeholder satisfaction. Start by consulting with stakeholders to understand their expectations and requirements, clearly defining and documenting all stakeholder requirements.

Review industry standards and regulations relevant to your project to ensure that your quality criteria align with best practices and legal requirements. This step is crucial for achieving compliance standards and avoiding potential pitfalls related to non-compliance.

Document these standards clearly in a quality specification document. This document should include detailed criteria and specifications for each deliverable that will serve as a reference throughout the project. Proper documentation ensures that everyone involved in the project understands and can consistently meet the quality expectations.

2. Develop a Quality Management Plan

After defining the quality standards, the next step is to develop a comprehensive Quality Management Plan. This plan outlines the quality policies, procedures, and guidelines to observe to achieve the quality objectives. It includes details on quality assurance activities, quality control measures, roles and responsibilities, and the necessary tools and techniques.

A well-crafted Quality Management Plan ensures that everyone involved in the project understands the quality expectations and how to achieve them. More importantly, it is crucial to avoid costly rework and delays. The approach is as follows:

Proactive Issue Identification

Establishing clear quality standards and processes from the outset facilitates the timely determination of potential issues. This proactive approach helps detect defects or deviations before they escalate into significant problems, reducing the need for extensive rework later in the project.

Consistent Quality Checks

The plan includes regular quality assurance and quality control activities, such as audits, inspections, and reviews. These activities help catch and address any quality issues promptly, preventing them from affecting subsequent project phases and causing delays.

Clear Roles and Responsibilities

Defining roles and responsibilities in the Quality Management Plan ensures that everyone knows their specific duties related to quality management. This clarity reduces misunderstandings and efficiently conducts quality tasks to minimize errors and rework.

Effective Communication

A comprehensive plan enables effective communication among project team members and stakeholders. By having a documented reference for quality procedures and standards, everyone involved can stay informed and aligned, reducing the chances of miscommunication that could lead to mistakes and delays.

Prevention Over Correction

The plan emphasizes preventive measures over corrective actions. By investing time and resources in preventive quality activities, the project can avoid the excessive costs associated with fixing defects after they have occurred. This approach saves money and helps keep the project timeline on track.

Stakeholder Alignment

Involving stakeholders in developing the Quality Management Plan ensures that their expectations are understood and met. This alignment helps avoid conflicts and misunderstandings that could potentially lead to scope changes, rework, and delays.

Continuous Improvement

The Quality Management Plan incorporates feedback loops for continuous improvement. Regularly reviewing and updating the plan based on lessons learned and quality performance data can enhance the project’s processes and reduce the likelihood of future quality issues.

The plan’s inclusion of guidelines and quality measures provides a clear path for achieving and maintaining high standards throughout the project lifecycle. This structured approach ensures your project meets quality standards, efficiency, and success.

3. Implement Quality Assurance

Quality Assurance (QA) is a proactive process that focuses on ensuring that the methods, techniques, and processes used in the project are efficient and capable of producing quality outcomes. The goal is to improve development and test processes so that defects do not arise when developing the product or service. Here is how it works:

Regular Audits and Reviews

QA involves conducting regular audits and reviews of project processes to ensure they align with the Quality Management Plan. These audits verify adherence to the defined processes and their effectiveness in achieving the quality objectives. Audit processes are essential for maintaining process efficiency and ensuring continuous compliance with quality standards.

Process Checklists

Using process checklists, QA validates the completeness of all necessary steps in the correct order and conformance with the prescribed standards. These checklists help maintain consistency and prevent omissions that could compromise product quality.

Project Audits

Audits are systematic examinations of project activities and processes to ensure compliance with the predefined standards. They help identify deviations from the established procedures and provide recommendations for corrective actions. Regular audits contribute to maintaining high process efficiency and identifying areas for improvement.

Process Documentation

Proper process documentation is crucial in QA. It involves creating and maintaining detailed records of the procedures and standards applied during the project. This documentation serves as a reference for continuous improvement and compliance. Comprehensive documentation ensures that all process steps are transparent and can be reviewed or audited effectively.

Implementing QA helps identify and correct process deficiencies before impacting the project deliverables. By focusing on the processes, QA ensures that the project builds on a solid foundation of quality practices, reducing the risk of defects and rework. Regular reviews and adherence to audit processes contribute significantly to maintaining process efficiency and achieving high-quality project outcomes.

4. Conduct Quality Control

Quality Control (QC) is a reactive process that focuses on identifying defects in the actual products or deliverables of the project. It involves monitoring and inspecting the project deliverables to ensure they meet the defined quality standards. This step includes various techniques such as testing, inspections, and reviews. QC activities are conducted during different project stages to detect and correct defects. The goal is to ensure the final outputs meet the defined quality standards and acceptance criteria. Here is how it works:

Monitoring and Inspection

QC involves the continuous monitoring and inspection of project deliverables at various stages. It ensures early detection and immediate resolution of any defects or non-conformities. Regular inspections are crucial for maintaining high standards and identifying defects as soon as they arise.

One of the primary activities in QC is testing. It can include different test types, such as unit tests, integration tests, system tests, and user acceptance tests. Testing verifies that the product functions as intended and meets all specified requirements. Comprehensive testing is essential for ensuring that deliverables conform to quality standards.

QC also includes formal and informal reviews of project deliverables. Peers, stakeholders, or quality specialists conduct these reviews to ensure that the outputs meet the quality standards and are fit for use. Regular reviews help in maintaining high deliverable standards and ensuring stakeholder satisfaction.

Defect Tracking

After identifying the defects, QC involves tracking and documenting them through defect management systems. It ensures systematic recording, analysis, and resolution of each defect. Effective defect tracking is vital for managing and resolving issues efficiently.

Corrective Actions

Based on the findings from inspections, testing, and reviews, QC involves implementing corrective actions to fix defects. This step ensures conformity of the final deliverables to the quality standards and acceptance criteria. Prompt implementation of corrective actions helps maintain the integrity and quality of the project deliverables.

Differentiating between Quality Assurance and Quality Control:

• Focus: QA is process-oriented and focused on preventing defects by improving the processes used to create deliverables. QC is product-oriented and concentrates on identifying defects in the actual deliverables.
• Timing: QA is a preventive measure conducted throughout the project to ensure adherence to processes. QC is a corrective measure conducted after producing deliverables to verify their quality.
• Approach: QA involves process audits, checklists, and documentation to maintain efficient processes. QC involves inspections, testing, and defect tracking to ensure deliverables meet quality standards.

Effective defect identification, stringent deliverable standards, and systematic defect tracking are all critical components of a successful quality control process. QA helps build robust processes that prevent defects, while QC ensures that the final deliverables are of the highest quality. Together, they contribute to successful project delivery that meets stakeholder expectations.

5. Review and Improve

The last step in the Project Quality Management process is to review the quality outcomes and implement improvements. It involves analyzing the results of QA and QC activities, gathering feedback from stakeholders, and identifying areas for improvement. Conduct a post-project review to assess the overall effectiveness of the quality management practices and document lessons learned. Continuous improvement is crucial to enhancing the quality of future projects.

This step focuses on maintaining a cycle of ongoing enhancements to quality management practices. By continuously analyzing performance data and outcomes, project managers can identify trends and areas that require improvement. This approach ensures that the project evolves and improves through time, adapting to new challenges and requirements.

Feedback Loops

Implementing effective feedback loops is essential for capturing insights from various project stages. Regular feedback from team members and stakeholders helps identify the strengths and areas for improvement. These loops ensure the timely collection and execution of feedback.

Conduct a thorough analysis of the quality outcomes from both QA and QC activities. It involves examining the data to identify patterns, common issues, and opportunities for process optimization. Detailed analysis helps understand the root causes of quality issues and develop strategies to address them.

Stakeholder Feedback

Gathering feedback from stakeholders is crucial for understanding their perspective on the project’s quality. This feedback provides valuable insights into whether the project met their expectations and any improvement the future projects can consider. Engaging stakeholders in this process builds trust and ensures their continued support.

Lessons Learned

Documenting lessons learned throughout the project is necessary for continuous improvement. This documentation should include insights from successes and failures, providing a reference for future projects. By learning from past experiences, project managers can avoid repeating mistakes and implement best practices.

Focus on continuous improvement, effective feedback loops, detailed analysis, stakeholder feedback, and documenting lessons learned help create a robust quality management system that evolves and improves with each project .

Essential Considerations for Effective Project Quality Management

Successfully implementing Project Quality Management requires attention to several essential considerations beyond the basic steps. One of these considerations includes fostering a culture of quality within the project team and the broader organization. It involves encouraging a mindset that prioritizes quality in every aspect of the project, from planning to execution and delivery. Training and continuous education on quality management principles are crucial for embedding this culture. Regularly updating the team’s knowledge and skills ensures everyone is equipped to uphold high standards.

Another critical insight is the importance of stakeholder engagement. Regular communication and involvement of stakeholders throughout the project ensure that the team understands and meets their expectations. Gathering feedback and adjusting based on stakeholder input can prevent misunderstandings and ensure the project remains aligned with its quality objectives. Effective decision-making in this context relies heavily on active and open communication channels with all stakeholders, including government agencies.

Another consideration is that leveraging quality management technology and tools can significantly enhance the effectiveness of your processes. Technology integration, such as software solutions for project management , quality control, and defect tracking, can streamline workflows, provide real-time data, and facilitate better decision-making.

Beyond Basics: Advancing Your Project Quality Management

To take your Project Quality Management to the next level, consider integrating advanced methodologies and practices. One such approach is adopting Six Sigma principles, which focus on reducing defects and improving process efficiency. Using Six Sigma’s statistical analysis to examine processes can help identify areas for improvement and implement changes that lead to higher-quality outcomes. This methodology relies on data-driven decision-making, ensuring only solid evidence establishes quality improvements.

Another enhancement is implementing a Continuous Improvement Program. This program involves regularly reviewing and refining quality management processes based on lessons learned and feedback from previous projects. Encouraging a culture of continuous improvement ensures that quality management practices evolve and improve over time , leading to consistently better project results. Continuous improvement programs focus on iterative development, allowing for incremental enhancements that cumulatively lead to significant improvements in quality.

Incorporating Agile practices can enhance quality management by promoting iterative development and regular feedback loops. Agile methodologies emphasize flexibility, collaboration, and customer satisfaction, which align well with quality management objectives. Adopting Agile practices can build quality into the project from the ground up, with regular assessments and adjustments to meet evolving needs. Agile’s focus on iterative development ensures prompt identification and resolution of quality issues, preventing them from escalating into worse problems.

Applying these methodologies to various processes, such as manufacturing, can help you better manage process variation and achieve optimal quality throughout the production line.

Exploring Alternatives: Complementary Approaches to Traditional Quality Management

While traditional Project Quality Management is highly effective, teams can consider alternative approaches depending on the project’s nature and requirements. One such alternative is Lean Project Management . Lean focuses on maximizing value by minimizing waste and optimizing processes. It emphasizes efficiency and continuous improvement, making Lean a suitable choice for projects where resource optimization is critical.

Another alternative is the Total Quality Management (TQM) approach, which involves a comprehensive and organization-wide effort to improve quality. TQM integrates quality management principles into every aspect of the organization, from top management to frontline employees. This comprehensive approach ensures that quality is a fundamental part of the organizational culture and operations.

The International Organization for Standardization (ISO) 9001 standard provides a framework for quality management systems applicable to any organization, regardless of size or industry. Adhering to ISO 9001 standards ensures that your quality management system is robust, consistent, and capable of meeting customer and regulatory requirements. This approach can be particularly beneficial for organizations seeking to enhance their credibility and competitiveness through recognized quality standards.

Each approach—whether Lean’s focus on efficiency and resource optimization, TQM’s integration into organizational culture, or ISO 9001’s structured framework—offers unique advantages that can enhance your project’s quality outcomes and support optimal quality in manufacturing processes.

Final Thoughts and Expert Insights on Project Quality Management

Project Quality Management is crucial in successful project delivery, ensuring that outcomes meet stakeholder expectations and comply with defined standards. By following a structured approach that includes defining quality standards, developing a comprehensive Quality Management Plan, implementing quality assurance, conducting quality control, and continuously reviewing and improving processes, you can significantly enhance the quality of your projects.

Understanding and differentiating between quality assurance and quality control helps address the processes and deliverables, leading to more effective management and higher-quality outcomes. Key considerations such as fostering a culture of quality, engaging stakeholders, and leveraging technology are essential for successfully implementing quality management practices.

Integrating advanced methodologies like Six Sigma, continuous improvement programs, and Agile practices can elevate your quality management practices significantly. Exploring alternatives such as Lean Project Management , Total Quality Management, and ISO 9001 standards can provide additional frameworks to tailor your approach to the specific needs of your projects. These approaches ensure compliance with regulatory standards and enhance the robustness of your quality management system.

As someone who continues to navigate the complexities of project management , I can attest to the transformative impact of robust quality management practices. Investing time and resources in quality management ensures successful project outcomes and builds trust and satisfaction among stakeholders. Effective quality practices lead to compliance with regulatory standards, meeting stakeholder expectations, and achieving superior project outcomes.

Project Management Institute. (2021). A Guide to the Project Management Body of Knowledge (PMBOK guide) (7th ed.) . Newton Square, PA: Project Management Institute

Project Management Institute. (2022). Process Groups: A Practice Guide . Newton Square, PA: Project Management Institute

Bourne, L. (2012). The cost of quality . PM Network, 26(9), 67. https://www.pmi.org/learning/library/cost-quality-communication-stakeholder-information-4288

Chauhan, J., Subedi, S., Thakulla, A., & Khanal, S. (2023). Project Quality Management . https://www.researchgate.net/publication/367332848_PROJECT_QUALITY_MANAGEMENT

Rever, H. (2007). Quality in project management —a practical look at chapter 8 of the PMBOK­­® guide . Paper presented at PMI® Global Congress 2007—North America, Atlanta, GA. Newtown Square, PA: Project Management Institute. https://www.pmi.org/learning/library/practice-three-project-quality-management-7198

Project Quality Plan: The Easiest Guide (With Template)

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The big risk as a project manager is that you hit all the project management success criteria: being on time and on budget, but what you deliver doesn’t meet the customer’s requirements.

That can happen for a lot of reasons, but one of the main causes is that you didn’t know what good looked like before you started. A project quality management plan can help with that. In this article, we’ll talk about how to write one and why you should. Plus I have a template to share with you.

The basics: What is a quality management plan?

A quality management plan is a document that sets out how the expectations for the project will be achieved. It is part of the project management plan.

In my experience, I’ve never written a bumper project management plan. I’ve always written several different plans and then (sometimes) had a document that references them all. Sometimes it is worth doing a project management plan and then calling out references to one or two specific other documents.

For example, I rarely write a specific risk management plan because I can just reference the PMO’s standard risk management approach which is published on the intranet. But if my project included a lot of procurement, I might write a separate procurement management plan.

The quality plan talks about how you are going to make sure that the project delivers a quality result. So what does a quality result look like?

What quality looks like

It’s hard to define quality in project management. There are so many different types of projects, each with specific goals. There is no definitive answer for how to measure quality in project management. Unfortunately.

‘Quality’ means different things to different people, so you will have to ask stakeholders what they are expecting from the project and then help them translate those into quality criteria.

Sometimes it’s easy: the website search button must a result within 0.2 seconds. Each toy brick must be 1.5cm by 3cm. The new product must be ready by 25 June.

Sometimes it’s hard, especially when the output supports organizational transformation, culture change, or something else that is difficult to quantify. Give it a go anyway; you might be surprised at what you can come up with.

Here are some suggestions of what you could suggest to stakeholders as the basis for quality metrics. The two biggest ones are:

• Performance: How is the thing supposed to work and does it do what it is supposed to do?
• Conformity: Is the thing fit for purpose? Can we use it? Does it meet the specifications as set out in the requirements?

And here are some others:

• Sustainability: Does the thing support sustainability goals? Has it been created with sustainability in mind?
• Uniformity: If you are making lots of things, are they all the same?
• Reliability: Does the thing work on a reliable basis? Are the results you get from it consistent?
• Customer satisfaction : Do people like the thing? Is the user experience good? Are they recommending it to their friends and colleagues?

Where are quality requirements documented?

So where do you get an idea of what stakeholders want?

The expectations for performance levels i.e. the quality expected from the project are probably documented in the exit or completion criteria, the business case, requirements documents, use cases or a statement of work. Any of these might include quality targets.

Failing that, use the list above to talk to team members and the wider stakeholder community and get some ideas.

The contents of a quality management plan

You have your quality requirements. You know what good looks like and what your quality goals should be. Now it’s time to create a quality management plan.

The plan can include:

• Roles and responsibilities : Who will do the quality management tasks (e.g. external quality inspectors, quality manager)
• The quality assurance plan and approach
• The quality control approach and what activities are going to be scheduled for quality management
• The plan for how ‘continuous improvement’ is going to happen
• Any quality management system, tools, or processes that are going to be involved, for example, the process for dealing with corrective actions
• The quality standards and acceptance criteria that the project must stick to.

This is what I would include in my project quality document. There is no definitive list, so if you want to add in a section or delete one, just do it. Make the document relevant to your project.

As you can see, the plan mentions quality assurance and quality control. There are 3 processes in project quality management, and they are the other two (along with quality planning).

Quality assurance (QA)

Quality assurance activities are all about making sure there is a culture of quality. It sums up different ways of work to give stakeholders and the project sponsor confidence that you are doing the right things: it’s part of your overall approach to project assurance .

For example, quality assurance tasks could include:

• Writing new processes and following them
• Scheduling quality reviews and documenting the output
• Having a process for lessons learned to support ongoing organizational knowledge sharing.

The role of quality assurance in project management is proactive and process-led. It is all about planning to deliver something that meets the quality objectives.

I have never worked on a project where there is a specific quality assurance team. It has always been considered something that I would lead on, as part of the project management responsibilities.

Quality control (QC)

Quality control, on the other hand, is all about checking your work. Control tasks include:

• Testing the deliverables
• Carrying out peer reviews, internal project reviews, or quality audits
• Root cause analysis
• Failure mode and effects analysis (which is something I learned when I was doing Six Sigma training)
• Documenting the output of tests, reviews, and audits along with recommended corrective actions and a plan for how to implement these to get the deliverables up to scratch.

Quality control in project management is reactive because it happens after the deliverable is created. However, you would still have a quality control plan that sets out the schedule for audits and so on.

Some organizations will have a quality control team, so tap into them if you do have experts available to you.

Both QA and QC processes are required for certain industries, for example in healthcare and life sciences, and to ensure compliance with ISO 9000. Talk to your quality management team if you are worried about your project not being able to evidence that it has met contractual guidelines.

How to write a project quality plan

You need some inputs before you can put fingers to keyboard! Here are 3 simple steps for writing a quality plan.

1. Establish what quality looks like for this project

What does a good result look like? What metrics are you going to use? How will you track and measure what is produced?

Look at what standards exist in the organization already and then think about how that applies to your work.

Then, go a level deeper and work out the acceptance criteria (or exit criteria, depending on what you want to call them) for each aspect of the work. This gives you a complete overview of how to assess quality for each deliverable.

On an agile project , this is something you’ll do for each sprint, as the contents of each sprint are known.

2. Clarify roles and responsibilities

Will you have a dedicated quality manager for this project? If not, who is going to do all the relevant tasks? How will they fit that in? Have they been allocated those tasks on the Gantt chart or project schedule yet?

Document roles and responsibilities and make sure everyone is happy with what they are going to be doing.

3. Write it down

Use the outline template below to write your quality plan. Reference other project documents where they exist to save duplicating the effort.

Then get your plan signed off by the project sponsor or client.

We’re all for integrated project management, so once the document is complete, make sure to update any other files that reference it (or should reference it). Add any new risks to your risk log, update the stakeholder register and so on.

Quality management plan template

Here is a template you can use to create your own quality plan. Put the headings into your own organization’s document template in Word, or turn it into a set of slides in PowerPoint. I would not suggest creating this plan as an Excel file as it’s too wordy.

This outline is deliberately vague as you need to make it project-specific. There is no single checklist that I can give you because the definition of quality differs from project to project.

• Project title
• Roles and responsibilities: List the roles and what part they have to play in the quality management process.
• Tools: If you are using specific software, templates, analysis techniques (like Ishikawa or control charts) then put all that in here.
• Quality assurance approach: Outline how you will ensure high quality for the final deliverable and any process quality standards applicable to the project.
• Quality control approach: Outline how QC will work for this project
• Quality improvements: Outline how you will identify improvements and how these will be acted on.
• Quality metrics: Document the specific requirements. These might already exist in the product descriptions as part of the work breakdown structure, so don’t reinvent the wheel if you already have this information.

Finally, make sure you have all the normal version control information on there, like your name, the version number, and a history of how the document has been updated, so people can make sure they have the latest version.

Why bother with project quality?

So far, all this quality planning sounds like quite a lot of work, so what’s the purpose behind project quality management procedures and processes?

It’s obvious really: you get a better result. If you make an effort to embed quality practices in whatever you do, you are more likely to:

• Get project deliverables that are fit for purpose
• Spend less money
• Deliver results that don’t have bugs or other defects
• Meet your business objectives
• Make stakeholders happy because you have met customer requirements
• Save time because you don’t have to do rework.

What the Standard for Project Management says

The Standard for Project Management covers quality by saying we should build quality into processes and deliverables.

If you ask any customer what they want, one of the responses is going to be that they want the deliverables to be good enough. They get to define what ‘good enough’ means and then you have to make sure the project team meets those standards.

The Standard talks about maintaining:

“a focus on quality that produces deliverables that meet project objectives and align to the needs, uses and acceptance requirements set forth by relevant stakeholders.”

The Quality domain

You might not subscribe to the PMBOK® Guide 7 th Edition way of doing things, but even if you don’t, there are still a few useful takeaways in the PMI manual.

Quality falls into the Delivery Performance Domain. There isn’t much in the way of specifics in the book but what I took from it is:

• Your quality plan should link in with any organizational quality policy .
• Work procedures are part of quality management as they document the way tasks are expected to be carried out, so if you are writing new Standard Operating Procedures (SOPs) they had better be good.
• Most of the cost of quality falls to the supplier doing the work, whether that is internal or external.

Cost of quality, you say? What’s that? Let’s look at that next.

What is the cost of quality?

Quality costs. As you can imagine, putting those checks and balances in place takes time and costs money.

When we talk about the cost of quality (COQ), we mean how much do we spend on getting a quality result, and how much does it cost to have to do work again because we messed up the first time. In other words, what would it cost us to not deliver a quality solution.

The cost of quality includes:

• Preventing nonconformance: the effort involved in making sure the requirements meet the right quality standard
• Checking: appraising what you deliver to check it does meet requirements
• Rework: the effort involved in having to do something again and get it right the second (or third…) time

Internal failure costs are when the project team recognizes there is a mistake before it gets to the customer. External failure costs are found by the client – that’s a big no no, plus it’s embarrassing to hand something over only to be told your customer has found an error or it isn’t up to scratch.

Quality management in agile projects

Agile projects integrate quality into everything they do. I think this is the way it should be for all projects. Why make it different, when delivering a good result should be what we turn up to work to do anyway?

The waterfall approach is often to do a quality audit and assurance work periodically or when deliverables are finished. That’s not the agile way, because agile teams have a much more holistic view of building quality into every step of the journey.

Quality assessments happen as part of sprints. Defects are detected early and fixed at the next possible opportunity.

Spotting errors early means it costs less to put them right: try backing out a line of code when there are hundreds of other processes that might be dependent on it. That’s a whole lot of regression testing that could have been avoided if only the bug was resolved earlier on.

In an agile environment, quality management is the responsibility of the product owner, but really it’s everyone’s job.

FAQ about project quality management

Who is responsible for quality management on the project.

The project manager or product owner is ultimately responsible. However, the project team might include a quality manager. Everyone is responsible for following the processes and doing a good job.

Why quality is important in project management

Quality matters because people want to get the right thing at the end of the project. They want a decent result because they’ve spent time and money on the process and they have certain expectations.

What is the purpose of project quality management?

The purpose of project quality management is to ensure the project delivers the right outputs that meet customer expectations in a controlled way while minimizing the cost of quality by building a culture where quality is baked into everything the project team does.

Project manager, author, mentor

Elizabeth Harrin is a Fellow of the Association for Project Management in the UK. She holds degrees from the University of York and Roehampton University, and several project management certifications including APM PMQ. She first took her PRINCE2 Practitioner exam in 2004 and has worked extensively in project delivery for over 20 years. Elizabeth is also the founder of the Project Management Rebels community, a mentoring group for professionals. She's written several books for project managers including Managing Multiple Projects .

Sandeep Kashyap

What is project quality management in project management?

Introduction

Quality is never an accident. It is always the result of intelligent effort. – John Ruskin

The common mistake of wishful thinking we all project managers make is that quality will be built into the project. But the truth of managing projects in the real world is that we have to define, monitor, and manage project management quality.

Project quality management focuses on ensuring quality in a project. It is the alleged fourth constraint of the project that a manager has to actively manage along with the other three constraints of a project (cost, scope, and time) to ensure the project’s success. This is because every client expects the product or service to fulfill their quality requirements.

In this post, we will talk about quality project management in detail. We will learn about the three phases of quality management in a project, tools for quality project management, tips to create a project quality plan, and more.

What is project quality management?

Project quality management is the process of ensuring the quality of deliverables of a project. It involves defining the quality standards for a project’s deliverables, measuring the quality of the project activities based on those agreed standards, and taking corrective measures if a project deliverable deviates from its quality standards. It is essential to proactively manage this process continuously to ensure the project’s quality.

The purpose of quality project management is to reduce project risks and prevent project failure by delivering the quality requirements of a project. Quality directly impacts the cost of the project. Thus, for a project to be cost-effective, a manager needs to work within the constraint of quality. 

According to the PMI , “Cost-effectiveness is a result of the quality built into the project. Without quality throughout the project, there is no cost-effectiveness.”

What are the benefits of project quality management?

Most analyses conclude that 65 to 80% of IT projects fail to meet their objectives, and also run significantly late or cost far more than planned.

Project quality management offers a range of benefits for the organization. At first glance, it seems like an additional cost, but in the long run, the cost of quality in project management saves you money.

Here are the key benefits of quality project management:

1. Customer satisfaction

A project management quality plan includes a clear description of the project’s end goals. By applying quality project management, you can create products that satisfy the client’s needs and quality expectations. This improves client satisfaction, reduces the risk of project failure , and improves brand image when your customers take notice you are delivering quality work.

2. Reduce costs   

Project quality management requires you to perform some extra tasks and quality checks from time to time which costs extra money and resources. However, the absence of quality management projects leads to major losses. It is because you are not able to identify and resolve issues early on and you have to rework again and again which can derail your project schedule , scope, and cost.

3. Quality assurance 

A well-designed project management quality plan outlines the quality requirements, and activities to ensure meeting quality standards and quality control measures. Thus, everyone knows about the quality expectations, roles and responsibilities, quality checklists, and plan of action if something goes south. This improves operational efficiency, promotes collaboration, and streamlines quality management operations. 

4) Increased productivity

When teams are constantly fixing mistakes, it can be demoralizing and hinder overall productivity. Quality management fosters a culture of ownership and continuous improvement. By empowering teams to take pride in their work and focus on delivering quality results, you’ll see a boost in morale and overall productivity. This positive work environment leads to a more engaged and motivated workforce.

5) Mitigated risks 

Project quality management isn’t just about deliverables; it’s about proactively managing potential risks. Regular quality checks throughout the project lifecycle help identify and address potential problems early on. This enables taking preventative measures, minimizing the impact of unforeseen issues, and ensuring the project stays on track. It helps catch issues early to avoid costly rework and delays.

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What are the four stages of project quality management?

Project quality management starts from the planning stage and carries through the execution and completion stages. Corresponding to the stage of the project, there are three core quality management processes: quality planning, quality assurance, and quality control.

Any project management quality plan must have three processes. Have a look at the detailed explanation of the three phases, elements, or processes of quality management in a project.

1. Quality planning 

Quality planning in project management is the process of identifying and defining the quality standards for the quality measurement of the project activities or deliverables. 

It includes defining a clear and detailed description of each project deliverable , painting the picture of the finished product of a project, and describing the quality requirements of a project. 

After identifying and defining the project quality requirements, key stakeholders and a project manager of a project outline the approaches, plans, processes, and methods for quality management and assign owners to the tasks planned.

Performing this step at the initial stage of the project is crucial for quality project management. Ensuring the inclusion of a project quality management plan in the project plan guarantees successful quality control.   

2. Quality assurance 

In project management , quality assurance ensures the correct implementation of all measures listed in the quality planning stage to maintain quality.

It includes performing planned activities to ensure that all the quality practices recommended in the quality project management plan are in place. This ensures quality requirements for a product or service are fulfilled. 

A project manager uses a project management tool or a system of quality metrics, quality checklists, and audits to track and determine whether the quality management plan is proceeding as planned. 

3. Quality control

Quality control in project management is an operational process of taking corrective actions to solve a problem. It is not about taking steps to prevent problems but focusing on taking corrective measures to solve a problem . It includes analyzing the problem and implementing corrective measures. 

A project quality manager measures the problem against the quality standards and tries to implement the corrective measures to achieve the goals or ensure compliance with the applicable standards.

While quality assurance occurs before a problem is identified, quality control occurs after a problem has been identified and suggests methods of improvement.

4. Quality improvement 

Quality improvement is the process of analyzing the quality management process of a current project to increase the effectiveness and efficiency of the project management processes. The purpose of quality improvement is that the current project and future ones will better meet customer satisfaction.

Read more: Project management plan – everything you need to know about    

What are project quality management tools & techniques?

PMI says, “Too much quality, or “overkill” on the quality required for an efficient operation, can eradicate project cost-effectiveness just as quickly as too little quality.” Therefore, it is a great idea to use standard methods for project quality management.  

1. Project network diagrams 

A project network diagram is a chart that helps teams visualize the activities that need to be completed throughout a project. It talks about the schedule and sequence of all activities of a project and uses the boxes and arrows to depict the flow of tasks. It is an important tool for quality project management as you can easily identify if any activity is not followed.   

There are two main types of network diagrams in project management: the arrow diagramming method (ADM) and the precedence diagramming method (PDM).

2. Affinity diagrams

Affinity diagram is a tool that allows you to organize and categorize ideas, thoughts, or information about a project in groups with common relationships. It is a great tool for quality project management as it allows you to identify quality requirements for similar activities.         

3. Matrix diagrams

A matrix diagram serves as a tool to establish relationships between data sets. In the context of quality management, it establishes relationships between deliverables and quality standards. This is a great tool for quality assurance as for each deliverable you have a set of quality standards to match. 

In project management, utilize a matrix diagram for quality management activities such as matching quality requirements with specifications, reviewing the fulfillment of quality requirements, and reallocating resources based on quality control needs.

Matrix diagrams are primarily of five types:

• L-shaped matrix 
• T-shaped matrix
• Y-shaped matrix
• C-shaped matrix
• X-shaped matrix

4. Process decision program charts 

A process decision program chart is a project planning tool that is used to identify what might go wrong in a project plan under development. It analyzes the problems associated with project tasks and focuses on developing countermeasures to prevent those problems.    

5. Interrelationship diagrams 

American Society for Quality (ASQ) defines an interrelationship diagram as a new management planning tool that depicts the relationship among factors in a complex situation. It is used to depict cause-and-effect relationships between activities that are not easily recognizable.

How to create a project quality management plan? 

A project quality management plan is a document that outlines the company’s strategy for quality management of a project. It is a part of the project plan and should be created carefully in coordination with the key stakeholders of a project.

Without the right quality project management plan in place, even the most skilled and educated project teams with the most modern tools may fail to maintain project quality.

Here are the steps to create a quality project management plan:

1. Define project quality requirements

First of all, define what quality means to you for a project deliverable. Write down the client’s expectations from the project, take into account industry standards, and interview end-users to define the quality requirements. The purpose is to create a shared understanding of the project quality.

2. Define quality metrics 

Define how you are going to measure the quality. Quality can be managed in two ways: product and process. Product quality talks about the quality of features of the product whereas process quality talks about how good teams are functioning to deliver results.

Decide the quality metrics to measure the quality of activities in a project. The most commonly used quality metrics in project management are:

• Project status 
• Cost performance index 
• Earned value
• Resource utilization   
• Budget utilization
• Cost variance  
• Deliverable quality 

However, it is important to note that quality metrics for quality project management vary according to the industry.      

3. Describe acceptance criteria for the project deliverables

Acceptance criteria are probably the most important factor in project quality management. It is defined as the conditions that must be satisfied for a product deliverable or user story to be accepted. Define the acceptance criteria.      

4. Define quality assurance and control processes 

Outline the tasks, processes, and checklists that the project team needs to follow to ensure quality assurance throughout the project. It can include activities like inspections, reviews, audits, and testing procedures. 

Define the quality control actions to be taken if quality standards are not met in a project.  

5. Assign owners for quality management activities    

A project team needs to follow a long list of activities to monitor and manage project quality. Assign owners to the quality management activities. You can use the RACI matrix to assign owners to tasks. 

6. Document the quality management measures 

Document the quality requirements for the project, quality assurance measures you need to take, and the quality control actions. You can create customized templates to streamline various actions to be followed at different project stages in a quality management plan.  

7. Take approval from stakeholders

Once a project quality management plan is created, send it for approval to stakeholders. It helps you find the lapses in the plan by utilizing the expertise of the stakeholders and gaining increased stakeholders’ buy-in to the project quality management plan.

Strategies for identifying, preventing, and resolving quality issues in a project

Quality in a project must be built, monitored, and managed through the project cycle. For that, you have to make an effort. Here are some practical strategies for identifying, preventing, and resolving quality issues in a project:      

1. Create a workflow to streamline quality management operations

The best way to ensure that every activity of the project quality management is followed is to make it a part of the workflow. This will ensure that quality checks are followed before sending out the work for approval. 

2. Use the standardized techniques for quality management   

Quality is a subjective and intangible aspect but it is not an arbitrary process. There are standard methods, processes, and frameworks available that guide you through quality management. Use tools like flowcharts, checklists, control charts, cause-effect diagrams, RACI matrix, and templates for quality management.  

3. Use a project management software 

Project quality management is carried out throughout the project lifecycle. Use project management software to manage every phase of quality project management. It helps team members clearly understand the quality expectations, a quality manager determines how to measure whether a project team is meeting quality expectations, and allows a project manager to implement any necessary changes along the way. 

Read more: 41 Best project management tools for 2024     

Manage project quality with ProofHub

ProofHub is all-in-one project management and team collaboration software that helps you manage project quality at every phase of the project. You can create a project plan, break a project into tasks, define project deliverables, set goals and milestones , and develop a project quality management plan. 

Here’s how ProofHub can help you with quality project management: 

• You can use project discussions to brainstorm for project quality planning
• You can create a customized workflow to add quality assurance activities into the sequence of tasks
• You can share project quality management plan document with project team members at a centralized place 
• You can track the progress of the tasks against the set quality metrics with reports 
• You can use a Gantt chart to visualize the project plan and take action for project quality control.

Quality in a project needs to be built, managed, and monitored throughout the project. It does not happen by accident. You have to make efforts in the right direction consistently. The best thing is it offers you returns. High-quality projects are cost-effective, fulfill clients’ needs, and help you gain more business. 

A project quality management plan lays the roadmap for project quality. With the right understanding of project quality processes, tools, and methods, you can successfully build quality in a project.

Take control of your projects with ProofHub: Track, manage, and prioritize tasks effortlessly in one centralized platform!

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Frequently asked questions

What is the best definition of project quality management.

The best definition of quality project management from a project manager’s perspective can be the process of identifying, monitoring, and managing the project quality with the purpose of meeting or exceeding the client’s quality expectations.

Why is quality management important in project management?

Ensuring project quality is crucial for meeting a client’s expectations and achieving their satisfaction. From the organization’s point of view, project quality is important to ensure the cost-effectiveness of the project. It is because poor quality means rework which will cost you money, time, and resources. Also, when you deliver quality projects, it helps you gain new business.

What are the main characteristics of project quality management?

Quality project management should focus on addressing the unique needs of an organization’s project. However, it includes some common elements or characteristics. The main characteristics are quality policies, quality procedures, quality processes, quality objectives, quality analysis, corrective actions, and quality improvement.

What is the difference between project management and project quality management?

Project management is the process of planning, monitoring, and managing projects. It includes identifying the project scope, planning budget and schedule, managing resources, and creating and implementing a project plan.

On the other hand, quality project management focuses on managing the quality of the project. It includes identifying project quality requirements, creating a project quality plan, and managing and monitoring the project quality.

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Project Management

You’ve Got This! A Step-By-Step Guide to Crafting an Unbeatable Quality Management Plan

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No more worrying about managing quality in your projects. This guide has got you covered, offering a straightforward path to crafting a winning Quality Management Plan (QMP). After all, who doesn’t appreciate a bit of order in the chaos of project management?

A friendly nudge: Why you need to care about Quality Management Plan (QMP)

Let’s not beat around the bush, quality matters. In fact, in a world where businesses and projects are in a constant state of flux, managing quality has become a make-or-break factor. A well-crafted QMP isn’t just a fancy document gathering digital dust.

It’s your roadmap to meeting stakeholder expectations, achieving project deliverables, and most importantly, keeping your sanity amidst the project pandemonium.

How to Build Your Quality Management Plan Brick by Brick

Alright, no time to waste. Let’s dive into the nitty-gritty of creating a solid QMP.

Putting your hat on: Defining project requirements and objectives

You’ve been there, lost in the project wilderness, not sure which direction to take. That’s where setting clear project requirements and objectives swoops in to save the day.

They’re your North Star, guiding you toward project success. Think about what your project aims to achieve, what deliverables are expected, and what steps you need to take. Let’s call them your project’s must-haves, nice-to-haves, and got-to-dos.

You and your stakeholders: Meeting needs and expectations

Consider this: you’ve crafted what you believe is a groundbreaking project plan, but your stakeholders think otherwise.

That’s a disaster waiting to happen. When building your QMP, take the time to understand your stakeholders’ needs and expectations. Conduct meetings, send out surveys, or have informal chats. Whatever it takes to ensure everyone’s singing from the same hymn sheet.

What’s in it for you: Understanding project deliverables

Okay, let’s get real. You’re not managing quality for the sake of it. There’s a goal, right? Project deliverables.

These are the concrete outputs your project promises. They can be anything from a fancy new software system to an eye-catching marketing campaign. By defining these deliverables clearly in your QMP, you’re already halfway up the ladder of project success.

Setting the Standards: Your Secret Sauce to Winning the Quality Game

Standards are more than a set of arbitrary rules. They’re your path to project enlightenment.

Industry standards: Your pathway to compliance

Whether you’re in healthcare, finance, or digital marketing, industry standards provide a guiding framework for maintaining quality. They’re like the secret recipes used by top chefs.

By adhering to these, not only do you ensure compliance but you also give your project a competitive edge. So, it’s time to embrace these standards. Learn them, live them, love them.

Internal metrics: Your customized yardstick for quality measurement

While industry standards are essential, they don’t tell the whole story. That’s where your internal metrics come into play. These are your personalized indicators of success.

They could be things like reducing project errors by 20%, improving team productivity by 30%, or decreasing customer complaints by 15%. Remember, what gets measured gets managed, so choose these metrics wisely.

By the end of this part, you should be able to draft an initial version of your QMP that defines the project’s objectives, takes into account stakeholders’ expectations, and sets clear standards for success.

But hold your horses, there’s more to come. Stay tuned for the next part where we’ll delve into quality control and assurance. Trust us, it’s a game-changer.

Taking the Driver’s Seat in Quality Control and Assurance

Strap yourself in because this is where the rubber meets the road. In this part, we’re shifting gears and driving headlong into the world of quality control and assurance.

Your Game, Your Rules: Crafting the Quality Control Process

Quality control isn’t just about catching mistakes—it’s about making sure your project runs smoother than a well-oiled machine.

Getting down to brass tacks: Identifying quality control activities

First things first, you’ll need to pinpoint exactly what quality control activities need to be in place. Think of these as your safety net—they’ll catch any project errors before they become full-blown crises. For instance, in a software development project, this could mean integrating a rigorous code review process or setting up automatic error detection tools.

The team huddle: Assigning roles and responsibilities

Just like a sports team, your project team needs to know who’s doing what. Who’s responsible for checking the final product? Who’s in charge of running tests? Who needs to approve the end result? Hashing out these roles upfront makes your quality control process run like a Swiss watch.

Assurance is More Than Insurance: Fostering a Robust Quality Assurance Process

While quality control is about fixing errors, quality assurance is about preventing them in the first place. It’s your ticket to a worry-free project journey.

Keeping a hawk’s eye: Monitoring and reporting essentials

Quality assurance isn’t a set-and-forget process. It requires constant vigilance. That means routinely checking up on your project’s progress, running checks, and updating your QMP as needed.

Remember, the sooner you spot a potential issue, the easier it’ll be to rectify. And let’s not forget reporting—it’s one thing to keep tabs on your project’s quality, but you need to let the rest of your team (and stakeholders) in on the status too.

Who’s on it? Identifying team members’ roles in quality assurance

Don’t let quality assurance become a one-person job. Divide and conquer is the name of the game here. Maybe your software engineer is great at spotting potential bugs or your project manager has a knack for catching small details that others might miss. Use your team’s strengths to your advantage and assign roles accordingly.

There you have it, your crash course on quality control and assurance. But we’re not done yet—stay tuned for Part 3 where we’ll tackle the all-important topic of quality improvement. Remember, a QMP isn’t a static document—it’s a living, breathing entity that grows with your project. So, don’t be a stranger to revisions and updates. They’re the secret ingredients to a truly unbeatable QMP.

Embracing Change and Dancing with Risks

Get ready to shimmy and shake, because here’s where we dive into change and risk management—two critical moves in your quality management dance routine.

Change is the Only Constant: Why You Need a Stellar Change Management Process

They say change is the only constant in life—and projects are no different. You’re bound to encounter changes, whether it’s a surprise budget cut or a sudden shift in project objectives.

Laying down the process for managing changes: Because surprises aren’t always pleasant

Change can throw your project into a tailspin—if you’re not prepared. That’s why you need a robust change management process. It helps you anticipate and handle changes efficiently. Think of it as your project’s safety harness—it keeps you secure even when the project terrain gets a little rocky.

Assigning roles: Because everybody should know their part in the play

Just like a well-rehearsed play, everyone on your team needs to know their role when change comes knocking. Who’s responsible for assessing the impact of the change? Who needs to approve it? Having a clear roles-and-responsibilities chart helps everyone stay in sync and reduces the chances of a mid-project hiccup.

Be a Risk-Taker, Not a Risk-Maker: Mastering the Art of Risk Management

You don’t need to be a daredevil to handle project risks. All you need is a bit of planning and a pinch of proactivity.

Identifying risks: Because forewarned is forearmed

Spotting potential project risks ahead of time gives you a leg up. It could be anything from potential delays in your supply chain to a key team member going on sudden leave. Once you’ve identified the risks, you can create strategies to counter them—making sure your project stays on track.

Mitigation and avoidance: Your action plan to stay ahead of risks

Creating a risk mitigation and avoidance strategy is like charting a safe path through a minefield. You’re not just reacting to risks—you’re staying one step ahead of them.

All About Information, Documentation, and Outputs

Your project is a bustling hub of information and documentation—and you’re the maestro orchestrating it all.

Organizing the Mess: Streamlining Information and Documentation Management

Think of information and documentation management as your project’s central nervous system—it connects everything together and keeps everything running smoothly.

Keeping records: Because details matter

Every project detail, no matter how small, needs to be documented. It could be an email about a minor scope change or a meeting minute highlighting a crucial decision. Each document is a piece of the project puzzle, and you’re in charge of putting it all together.

Ensuring accessibility: Because everybody deserves the right information

Making sure your team has easy access to project information is key to project success. A central repository for documents? Check. Clear communication channels? Double-check. Your goal is to ensure that every team member can find what they need when they need it.

Quality Control and Output Review: Your Ladder to a Successful Project

The finish line is in sight. It’s time to double-check your outputs and make sure they’re up to snuff.

Monitoring and measuring: Making sure your outputs stand up to the test

Your project’s outputs aren’t just about hitting deadlines. They’re about delivering quality—and that means keeping a keen eye on them throughout the project.

Reviewing and evaluating: Because there’s always room for improvement

Remember, you’re not just ticking boxes here. Each output should be thoroughly reviewed and evaluated. And don’t be afraid of criticism—it’s not a roadblock but a stepping stone towards improvement.

Quality Management Tools: Your Trusty Sidekicks

Ever dreamed of having a sidekick? You know, a trusty partner that’s always there, ready to lend a helping hand? Well, in quality management, you can have just that. Let’s meet your quality management tools.

Why Manual Isn’t Always Better: Leveraging Quality Management Tools

You might be tempted to do it all yourself—after all, you’re pretty darn good at your job. But why break a sweat when you’ve got an arsenal of quality management tools at your disposal? They can help lighten the load and streamline your quality management process. And who doesn’t love a good efficiency boost?

A quick overview: From Quality Management Software (QMS) to Business Process Management Software (BPM)

You’ve got options—lots of them. From Quality Management Software (QMS) that helps you track and manage quality issues to Business Process Management Software (BPM) that lets you automate and optimize your business processes—there’s a tool for every challenge.

Real-life superheroes: Examples of effective Quality Management Tools

For example, Trello can help keep your project organized. You can create lists for each part of your quality management process and move cards around as tasks progress. On the other hand, a tool like Process Street could help with process documentation, giving you a clear picture of your workflows.

Recap: The A to Z of creating an impressive QMP

Alright, let’s hit rewind for a second. We’ve talked about everything from defining project requirements and objectives, setting up your standards, crafting the quality control and assurance processes, to managing changes and risks, and streamlining information and documentation management. Phew! That’s quite a journey, isn’t it?

Parting thoughts: How you can make a difference with an effective Quality Management Plan

Creating a Quality Management Plan isn’t just about ticking off a box in your project checklist. It’s about making a difference. It’s about delivering quality that wows your stakeholders, boosts customer satisfaction, and positions your business for success.

Remember, you’ve got the power to turn projects into success stories with a robust QMP. And with this guide in your toolkit, you’re well on your way to becoming a quality management maestro. So go ahead, take that leap, and make your mark in the quality management realm.

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What is Project Quality Management, and Why is it Important?

Most people can agree that there is a tremendous satisfaction to be found when you produce quality work. While what is considered "quality" will differ from person to person or customer to customer, our goal should always be to produce high-quality work.

For businesses, maintaining quality when it comes to project management is incredibly important. Whether your company seeks to provide fantastic products, services, media, or technology, it’s critical to the company’s outward perception and future that its quality levels don’t decrease below what is expected by customers or clients. That’s where project quality management can help out.

What is Project Quality Management?

How is project quality defined, what are the elements of project quality management.

• What are the Benefits of the Project Quality Management?
• What Tools Can Help with Project Quality Management?
• How Forecast Can Help Manage Your Project's Quality

Project quality management is a process that considers how a project should proceed to achieve the desired quality for the project’s deliverables. It requires project managers to continually measure the quality of the activities and processes involved in the project. In project quality management, standards are set ahead of time to measure deliverables against, and action needs to be taken throughout the project to course-correct.

Project quality management's ultimate goal is to guarantee deliverables that satisfy the needs and expectations of clients, stakeholders, or customers, depending on its end-user.

Most project managers will approach a project wanting to reach the best possible outcome, yet many factors could prevent this from happening. Even with the best team and best tools, a project’s output could fall short of its mark without project quality management measures in place.

While the definition of quality can be challenging to pin down, in project management, "quality" can be considered something that measures up to — or exceeds — the generally accepted standard for deliverables in its category. When you’ve achieved quality, your stakeholders or customers will be happy with the product or service they receive.

While it may seem like project quality is something you would measure after the project is completed, this is a misconception. After all, it’s no good to review a project's quality after it has been completed or delivered, as this doesn’t leave any opportunity for improvements to be made if it’s found to be substandard.

Here are the three components of project quality management.

Quality Planning

Planning for quality is the first step in project quality management. Before beginning a new project, agree upon what counts as "quality" for that specific project and what needs to be done in order to achieve that level of quality. As mentioned, this will depend on what that customer or stakeholder expects from the project’s deliverables.

During this stage, decide what monitoring quality will look like and document this process. Your project quality management plan should include the steps you’ll take, such as weekly meetings or marking your progress against a checklist, what quality metrics you’ll be measuring against, and what milestones you need to meet during the project.

The big question to ask during this stage is, "Will this process result in a product deemed acceptable by its end-user?"

As the project progresses, it’s essential to ensure the team follows the agreed-upon plan. Quality assurance focuses mainly on making sure processes are being followed, that planned activities are being completed, and that everyone is working towards delivering a quality end product. The way you assure quality will depend on the project, but we recommend using a checklist and running routine audits.

Quality Assurance

The goal here is to prevent problems before they happen by following processes as agreed. While quality assurance is preventative, the next step is more reactionary.

Quality Control

Lastly, it's integral to assign an enforcer to the project who can assess whether or not the desired level of project quality is being met. This person will need to review progress against the plan and checklist regularly. This provides an opportunity to identify problems and consider methods of improvement, including adjusting risk factors and contingency plans .

In addition to using the checklist and measuring against key quality metrics, peer reviews and regular testing can also be used to assess the quality of the deliverables. This process will either reassure you that the project is meeting the desired level of quality or highlight areas of weakness that need to be addressed before moving forward. This allows you to make amends as soon as you are aware of an issue, which is much easier and more cost-effective than re-doing the entire project.

What are the Benefits of Project Quality Management?

Higher levels of customer satisfaction.

Delivering bad quality products or offering disappointing services reflects poorly on a company. Whether you’re producing video games for a large customer base or are working one-to-one to provide a bespoke service to a client, delivering quality is important. If a customer is unhappy, the deliverable has failed to measure up to the desired level of quality.

Project quality management helps ensure that processes are optimized for quality and that all deliverables are produced at a level that guarantees customer satisfaction.

Better Quality Products

Even if a customer will be satisfied with a product of mediocre quality, there are no downsides to exceeding expectations and offering better quality products.

Project quality management can help businesses improve processes and create better products and services.

Increased Productivity

Productivity is about more than working fast and efficiently. It’s about building strong relationships between team members, improving communication and internal processes. Project quality management considers the quality of a project’s output and the quality of a project’s plans, procedures, and progress. This means it aims to improve all areas of a project, including its team's productivity.

Financial Growth

Project managers will always aim to keep costs modest while still delivering quality. If, as mentioned above, you can streamline processes and increase productivity levels, it’s possible that the business will generate higher profits. Higher profits can be guaranteed by raising prices due to increased levels of quality or reducing operational costs by eliminating unnecessary processes.

What Tools Can Help with Project Quality Management? 

A range of tools is available that can support your project quality management. Consider the following options based on your team’s output, industry, and ways of working.

Process Decision Program Charts

Process decision program charts are integral to project quality planning as they help project managers identify what could go wrong in a project and create mitigation strategies accordingly. They also help uncover the steps that need to be taken to complete a project and the potential impact should the project go off-course.

Affinity Diagrams

An affinity diagram is a tool that creates and gathers data and information relating to a project and its product. This diagram will uncover connections between data points to help find solutions.

They are also used during research or brainstorming sessions to generate ideas and gather data. Affinity diagrams can bring structure to disorganized ideas and develop new directions of thought.

Matrix Diagrams

Matrix diagrams allow a project manager to understand the relationship between the information in the matrix, which includes objectives, factors, and causes. These are based on an organization’s data, which it helps analyze. There are several types, which depend on how many groups items there are relationships between.

Prioritiziation Matrixes

Prioritization matrixes are used during brainstorming sessions. They help project managers create a prioritized list of items to work through by evaluating issues raised during the sessions against a set list of criteria. This allows project managers to understand what problems may arise and prioritize which ones to deal with first.

Interrelationship Diagrams

Interrelationship diagrams help project managers understand cause-and-effect relationships. They identify possible variables that may arise as a project progresses and uncover what other parts of the project may be impacted as a result.

Network Diagrams

A network diagram visually maps out a project’s schedule. At Forecast, we believe looking at things visually can help provide a more accurate picture of a project and allow project managers to make better decisions. This will represent the critical plan for the project from start to finish and its scope. There are two types of network diagrams: arrow diagrams and precedence diagrams.

The Project Management Triangle 

While everyone involved in a project ultimately wants the deliverables to be as good as possible, it can be easy to forget about quality when you’re stuck in the weeds. The project management triangle , or the triple constraint triangle, can help project managers achieve quality.

The triangle helps make sure that costs, timelines, and intended scope are balanced; while this alone isn’t enough to guarantee a project’s output is high-quality, it can go a long way to making sure costs aren’t too low compared to the scope or that timelines aren’t too short to allow your team enough time to do their best work.

How Forecast Can Help Manage Your Project’s Quality

Managing your project’s quality is no easy feat. There are countless factors to consider, team members to manage, and targets to define and measure against.

Forecast is the all-in-one project management tool that provides you with a birds-eye view of your processes, resourcing, and project progress. This makes it easy to identify problems before they happen, including bottlenecks, poor resource management, and skyrocketing costs. This highly visual management tool not only makes project management a breeze but gives you everything you need to ensure you deliver quality projects every time.

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How To Develop A Quality Management Plan In 8 Easy Steps

Michael is the Director of Product at Float , the resource management platform to plan your team’s best work. A forward-thinking, people-focused product leader, Michael brings 10+ years of experience helping teams build digital products for over 50 enterprises, small business, and startups across numerous industries. As a product manager, agile coach, and technologist, he enjoys helping teams improve their collaboration to analyze and solve complex problems.

Sarah is a project manager and strategy consultant with 15 years of experience leading cross-functional teams to execute complex multi-million dollar projects. She excels at diagnosing, prioritizing, and solving organizational challenges and cultivating strong relationships to improve how teams do business. Sarah is passionate about productivity, leadership, building community, and her home state of New Jersey.

If you're finding that your project deliverables are not up to standard, the solution is a quality management plan. Find out why they are important, the main components of quality management, and how to get our downloadable template and sample.

You probably consider quality management to be an important aspect of your project portfolio. But, what are you doing to drive quality improvement on your projects? What steps do you follow to deliver a quality product?

A quality management plan can help define what quality means for your project and outline a methodology to ensure high-quality execution throughout the project life cycle.

What is Quality Management?

Quality management is the way to ensure everything you create in a project adds value and is well-maintained. To understand quality management, we first need to understand what we mean by “quality.” 

You can manage quality in two ways:

• Product quality : this is your actual, tangible product. It could be the app you have built, the design prototypes your designer team built, or even the code documentation your developers wrote.
• Process quality : project managers are responsible for creating and maintaining project processes. In the context of quality management, we must also consider the impact our processes have on our team’s ability to deliver results . You might measure process quality using metrics such as velocity.

3 Components of Quality Management

If implemented correctly, quality management should be evident across project roles and throughout the project life cycle. 

The three major components of quality management include:

• Quality planning : sets the quality standards for a given project
• Quality assurance : the set of standards, guidelines, and procedures that you’ll implement to prevent quality problems from arising on your project
• Quality control : the tools and techniques you’ll use to monitor whether your project deliverables meet the quality standards established during quality planning.

What is a Quality Management Plan?

A quality management plan (sometimes shortened to QMP) details the processes you intend to follow to meet the quality objectives you have established for a given project (quality assurance) and how you intend to measure success (quality control). 

While the project manager is responsible for developing the plan, team members and other stakeholders (in addition to the project manager) are responsible for implementation.

Why is Quality Management Important?

Quality management offers several benefits to boost project success:

• Enhanced product quality : when you are practicing quality management, your team generates significantly better and more stable results. Your end users are happier and more satisfied with what you shipped.
• Decreased overhead : stakeholders are aligned on a stable quality process and plan with built-in contingencies that leave less room for error.
• Faster delivery pace : your team becomes known for quality, consistent output, which builds trust with project stakeholders.
• Improved collaboration and review : codifying quality management processes establishes quality as a collective responsibility. Developers engage in test-driven development. Stakeholders define acceptance criteria. Test engineers focus on exploratory testing and finding edge cases.

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Who Should Be Involved in Creating a Quality Management Plan?

The short answer: everyone.

Quality management is central to the project life cycle —it starts at the beginning, with everyone owning quality.

During initial project requirements gathering and definition, project team members, including stakeholders outside of the immediate team, should participate in requirements gathering and definition. Carry this thread of collaboration throughout development, integration of test cases, stakeholder acceptance, and even collection and prioritization of user feedback.

Quality Management Plan Template

You can find a quality management plan template in the DPM Membership template library. The template is in spreadsheet format and includes multiple tabs:

Career Builder members can access the template through the DPM template library. 

Quality Management Plan Example

Our quality management plan example (available for download in DPM membership ) works best for software development projects with small teams. 

It includes the following sections:

• Project quality measurements : how you define quality and what quality metrics you’ll use to assess performance
• Key responsibilities : who’s doing what when it comes to quality management
• Implementation checklist : a set of steps to follow to ensure you’re implementing your quality plan
• Requirements quality check : a log where you record quality requirements and check off various quality management and testing activities
• Target device list : a record of target devices to which to apply your software quality criteria.

You might list these in a document or as separate tabs in a spreadsheet (as in our example).

How to Create a Quality Management Plan for Software Projects

You should create a quality management plan during the project planning phase to help set you up for continuous improvement. Once your team has signed off on the project management plan, make it accessible to everyone as a shared project document.

Here are eight steps for creating a quality management plan on your next software project:

1. Create a shared understanding of what quality means for this project

Facilitate discussions with your team and stakeholders on what constitutes an acceptable level of quality to achieve customer satisfaction. Be concise and quantify where possible, like in this example with bug reporting, to ensure traceability:

To gather this information from team members and manage stakeholder expectations, ask questions like:

• How important is product performance (ex. load times)?
• How do we want to measure success?
• What are some of the most critical areas of the product when it comes to quality (ex. data-sensitive features)?
• What project controls do we want to maintain?

2. Divide up responsibilities for quality management

Decide who will be accountable for each aspect of project quality management. This includes defining who:

• Maintains a target device list
• Writes acceptance criteria for user stories
• Approves releases.

3. Determine target devices

Your target device list is valuable, as it helps your development team focus on specific aspects of quality. The target device list may be based on criteria of your choosing, such as:

• Hardware and age of hardware
• Operating systems and versions
• Web browsers and versions
• Screen resolutions
• Internet connection requirements
• The expected amount of concurrent users on any servers being used

4. Write acceptance criteria

Acceptance criteria are a feature-specific list of what to check for when reviewing a feature. Good acceptance criteria are specific but also broad enough to optimize for developer interpretation. For example:

5. Integrate unit tests into your code

Unit tests are coded tests that a development team typically writes.

They are incredibly valuable in any quality management plan, as they can check to ensure the code is functioning as expected. As your project grows and releases become more frequent, this is an incredible time-saver.

The project manager is not responsible for integrating the tests, but if you’re managing the quality plan, you’re responsible for logging the activity and tracking it.

6. Set up a deployment pipeline with optional quality checks

This step is optional, however, if you can afford the time for your development team to set up a pipeline, it is worth it. A deployment pipeline can allow you to set up additional automated quality checks, such as running unit tests and integration tests, through each deployment to multiple environments.

7. Set up a regression test process for gating releases

A regression test is a detailed test plan that often defines a few different “happy paths” your users may take. It is often used as a final test before a release to ensure that existing users did not experience a decline, or regression, in expected functionality.

In software development, a happy path refers to the steps that you would ideally expect a user to follow when using your product.

Typically, a regression test is run on each target device to help ensure optimal quality. This can become time-consuming as a project grows. At this point, it may be valuable to explore automated regression testing.

8. Configure a tool of choice to tie together the quality management process

It is important to make sure everything in this process runs smoothly to benefit the project and the team. Configure your existing project management tools to support quality management. Automation is valuable here. A few examples:

• If you use Jira or Asana for project management , you can configure defined workflows to prompt quality checks when needed.
• If you use Zapier, you can automate reporting from task movement in your tool of choice.
• Monday.com supports numerous integrations, including the ability to automate capturing Zendesk tickets into your development backlog.
• Slack’s new Workflow Builder can tie together multiple data points into a single, seamless communications workflow.

Useful Quality Management Tools

While creating a quality management plan requires a time investment, there are a significant number of worthwhile tools out there for creating, maintaining, and tracking a quality management system. It’s also worth checking out project management software for this purpose.

Some examples include:

• Google Sheets: Great for regression test management
• Asana or Jira: For facilitating your quality management process
• Intercom: Great for connecting directly with your users to obtain manual feedback
• BugHerd: Helpful tool for collecting stakeholder feedback
• Heap: Valuable analytics to determine if the quality of your user experience and product flows are resonating with users
• Marker.io: Great for reporting website bugs and issues directly in your team's issue tracker like Jira, Trello , and Asana
• Trello: Using Trello for project management can help you monitor your quality management plan, ensuring all tasks are tracked and completed efficiently

What Do You Think?

Have you implemented a quality management plan before? What went well? Was there anything you learned from the experience? If not, might creating one for your next project be helpful?

And if QA is your jam, be sure to check out our sister site, The QA Lead , for the latest and greatest on everything related to quality assurance.

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What Is Project Quality Management?

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Project quality management aims to control a project’s associated costs, enforces standards, and/or outlines the proper steps for successful project completion. If carried out effectively, project quality management can minimize the risk of project failure or dissatisfaction among clients or buyers.

Read on as we take a closer look at project quality management so you can learn how to reap its benefits for your business.

Key Takeaways

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Read more: 5 Phases of Project Management Life Cycle You Need to Know

Project quality management is defined by Adobe as “the process of continually measuring the quality of all activities and taking corrective action until the desired quality is achieved.” Commonly used in the world of business, the phrase project quality management refers to a specific plan or process that helps achieve the desired end goal of a project or action. In simpler terms, whatever a project is meant to accomplish, project quality management helps ensure that all steps are taken properly to meet set goals. It also typically describes the processes of quality planning, quality assurance, and quality control.

While project quality management could encompass a wide variety of examples, a few specific instances might include:

• Inspection of recently manufactured products
• Careful review of recent contracts
• Observation of work practices to ensure safety and efficiency

Read More: How to Write SMART Project Management Goals

Elements of Project Quality Management

As touched upon above, there are three primary areas of project quality management: quality planning, quality assurance, and quality control. Each of these fills a slightly different role in the quality management process.

Quality planning

The quality planning area of project quality management clearly defines how a process or plan of action will be performed. It might involve drawing up a charter for a company project, forming a clear objective or end goal of the project, or painting a clear picture of what the finished product might look like if the project is carried out successfully.

Quality planning will usually entail assessing possible risk, setting appropriate standards, and documenting all necessary project materials, to name a few.

Quality assurance

Of the three branches of project quality management, quality assurance is probably the biggest, particularly in the corporate world. Companies have had designated quality assurance managers for decades to ensure that all systems, processes, and production are safe, efficient, and effective.

Read More: How to Avoid Blockers on a Project

Quality assurance teams (or a QA manager) are responsible for ensuring and proving that all processes are being performed as optimally as possible, usually to meet company expectations and be compliant with local regulations. Audits and checklists are two tangible examples of how quality assurance might measure safety and effectiveness.

Quality control

Quality control often involves taking steps to identify problems and perform the necessary corrective action(s). Where quality assurance seeks to be proactive and prevent problems from occurring, quality control is reactive, and is implemented after a problem has already occurred.

Ultimately, quality control boils down to maintaining business standards. A few areas that this segment of project quality management might target include: improving unsafe production processes, correcting faulty manufacturing (e.g. lopsided caps or uneven bottles in manufacturing), and repairing malfunctioning or ineffective equipment.

Read More: What is Project Management? Definition, Types, and Examples

Project Quality Management Tools

There is no set format for implementing effective project quality management. A few forms it might take or encompass include:

• Cause-and-effect diagram: This will help spell out plainly what a business’s plan of action is to achieve the desired end goal or effect. The diagram itself looks like a tree with branches, each of which present possible causes for a specific problem.
• Control charts: Control charts will help a company gauge whether a manufacturing or business process is in control via graphing and statistics.
• Flow charts: Flowcharts are a great visual diagram, helping workers ask the right questions before acting to repair, replace, or correct machinery, processes, etc.
• Histogram: A histogram works like a bar chart, but works to analyze factors such as the likelihood of meeting customer requirements, supplier output, and production output.
• Pareto chart: A pareto chart looks like a combination of a bar graph and a line graph, and is commonly used to measure the frequency of defects, costs, time, and other production factors.
• Run chart: Project quality management might use run charts to catch data trends or patterns over time. These are especially helpful for before-and-after comparisons.
• Scatter diagram: Scatter diagrams are helpful for examining the relationship between two separate variables. Where there are overlapping coordinates, there are correlations. An example might be a correlation between steam usage in a business’s production plant to the outside temperature.

Benefits of a Project Quality Management Plan

There are several benefits for abiding by or implementing a proper project quality management plan. We’ve outlined a few of them below.

Increased productivity

It’s common that strong project quality management leads to an increase in worker productivity. With safe, organized, and efficient systems in place, people can focus more easily on their tasks and responsibilities, completing their work in a timely manner.

Customer satisfaction

Project quality management directly impacts customer satisfaction by catching or correcting production mistakes. Customers care about receiving quality products that are made well, and standard quality management will ensure that that’s exactly what they get!

Read More: How to (Subconsciously) Make Your Team Respect Deadlines

Better teamwork

With a good project quality management program in place, employees can enjoy better teamwork and clearer communication as they get work done. Staff will have no doubts about what they should be doing—or what their coworkers should be doing—to ensure the success of a project.

Improved quality

Relating to customer satisfaction, high-quality products are usually the result of project quality management, which ensures that all standards are met during the production process. This helps to further solidify the reputation of any business, small or large.

Read next: What Are L essons Learned in Project Management?

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The Quality Assurance Process: Roles, Methods & Tools

A project isn’t successful just because it’s been completed on time and within budget. There’s another project constraint that is critical to success: quality. Stakeholders aren’t going to be happy if the quality of the product or service doesn’t meet their expectations. So, how can project managers control quality? Quality assurance, that’s how. Let’s start with a brief quality assurance definition.

What Is Quality Assurance?

Quality assurance (QA) is a quality management process that consists of establishing standards, guidelines and procedures to prevent quality issues and maintain the integrity of the product or service throughout its development.

Quality assurance is often confused with quality control (QC), another component of a quality management system. A quality management system is a set of methods and tools that lets organizations manage all aspects of quality management including quality planning, quality assurance, quality control and quality improvement.

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Quality Control Template

Use this free Quality Control Template for Excel to manage your projects better.

Quality Assurance vs. Quality Control

The main difference between QA and QC is that quality assurance focuses on planning to prevent risks that could affect quality during the production of services or goods, while quality control focuses on testing the quality of the output once the product or service has been delivered.

Quality Assurance Principles

There are two principles to quality assurance. One is “fit for purpose,” meaning the product or service meets its intended purpose. The other is “right first time,” in which any mistakes are immediately addressed.

With the two above principles in play, the goal is to make the product or service work correctly all the time through the management of project constraints . To do so, quality assurance involves the management of the quality of raw materials, assemblies, products and components; services related to production; and the management, production and inspection process.

ProjectManager is project management software that can be used to plan, schedule and track your quality management activities. Plus, you can collaborate with your team to stay on top of your projects, and report on progress to stakeholders with dashboards and reports. Get started today for free.

Quality Assurance Methods

QA is particularly important in product development and manufacturing . It should be implemented by any business that produces goods or services, and there are different quality assurance methods that have been created over time. Here are some of them, so you can decide which of them is best for your organization.

Total Quality Management (TQM)

Total quality management is a quality assurance approach that consists of developing a company-wide quality management mindset. That means all departments and individuals involved with activities that affect quality management, such as supply chain management or inventory management are trained to maintain quality standards and strive for continuous improvement.

Failure Testing

Failure testing is a simple quality assurance method that tests products by pushing their limits through extreme stress conditions, such as temperature, pressure or tension until they break. This process exposes product flaws. In addition, data is gathered throughout the process so that quality assurance measures can be taken to improve the product.

Process and Product Quality Assurance (PPQA)

This quality assurance approach focuses on setting quality standards and procedures at an organizational level to measure, evaluate and solve quality management issues. This method relies on a thorough gap analysis of the different business processes related to quality assurance.

Capability Maturity Model Integration (CMMI)

Capability maturity model integration is a popular method in software development, which first assesses the maturity level of your business when it comes to quality assurance. Then the goal is to train your team members to push through the CMMI maturity stages until you’ve developed a robust quality assurance process.

Statistical Process Control (SPC)

This quality assurance method consists of using various statistical tools to identify quality issues and measure the effectiveness of business processes and teams to then improve any flaws in the production cycle.

This quality control template allows you to log any quality issues found as you test the quality of your products. Track important details such as who found the issue, the date when it was found, its priority level and the expected close date.

Quality Assurance Roles and Responsibilities

Quality assurance isn’t a one-man show, it’s achieved through team effort. Here are two key roles and responsibilities when it comes to QA.

Quality Assurance Specialist

A quality assurance specialist, as the title suggests, oversees the QA portion of quality management. He or she collaborates with the quality manager to ensure strategic alignment.

Quality Manager

A quality manager is involved with all areas of a quality management system. Quality managers work closely with different team members to ensure quality assurance aligns with quality planning , quality control, quality improvement and the organization’s strategic goals.

Quality assurance uses a quality system that is set up to implement administrative and procedural tasks, which create goals for the product or service of the project. This provides a systematic measurement and comparison with a standard, along with a monitory of processes and a feedback loop to make sure no errors pass through production. Quality control, however, is primarily just focused on process output.

What Industries Can Benefit From Quality Assurance?

Quality assurance has a place in almost all industries, and the use of contractors or consultants to handle quality assurance isn’t unusual.

The Medical Industry

In the medical industry quality assurance is highly important, as a mistake could lead to the loss of human life. Agencies are employed nearly everywhere, from hospitals to laboratories, to make sure their standards are in tune with the industry.

The Aerospace Industry

The aerospace industry has quality assurance but calls it product assurance, which works in tandem with project management and engineering to avoid catastrophic failures that have a human cost. The product assurance department reports to the highest management levels and has its own budget.

The Software Industry

In software development, quality assurance is a way to monitor the software engineering processes. There are many ways that this is accomplished, such as with ISO 9000 or a model such as Capability Maturity Model Integration (CMMI). In some cases, software is used to correct issues.

Quality Assurance Testing

Testing is the process used to execute a system of quality assurance. It’s used to detect problems in a product or service. The importance of quality testing is obvious: the product or service that’s completed improperly will dissatisfy the stakeholder, but there can also be safety issues that will put people in harm’s way if not addressed.

History of Quality Assurance

Quality assurance isn’t a new concept. You can find evidence of it back in the Middle Ages when guilds maintained the quality of goods and services of their members by setting quality standards that were a requirement for guild membership.

The duties of quality control were also placed on royalty, to maintain their warships, for example. They also helped standardize the training for navies to make sure long sea journeys were as safe as possible.

The Industrial Revolution revolutionized quality assurance, too. No longer were workers solely responsible for the quality of their work. Systems and groups were set up to specialize in quality assurance, and foremen and management could oversee this work.

ProjectManager Helps Streamline Your Quality Assurance Process

Quality is about tracking and communication. If you don’t recognize an issue the moment it shows up in your project, it’ll quickly turn into a problem that threatens the quality of your deliverable. The award-winning software from ProjectManager can help. It’s designed to monitor every phase of your project and respond quickly when issues arise.

Real-Time Updates for Better Tracking

How you get your data is just as important as when you get it. If your information is vague or rigid, you might not see what you need to know in order to resolve an issue. ProjectManager has that covered with easy one-click reporting that can be filtered to show just the data you want. These reports are also populated with live data, so it’s the best of both worlds.

Not that you want to be generating reports constantly. Is there a way to keep track of the project’s progress quickly and simply? Yes. ProjectManager has a real-time dashboard that’s constantly fed live data to report on the tasks, costs and other project metrics.

Once people are informed, then you have Gantt charts to formulate your plan, assign team members and track their progress. ProjectManager gives you quality assurance from the start to the finish of your project.

The tracking of quality assurance and its testing requires software that can collect real-time data and provide managers with easy-to-read reports. ProjectManager is online project management tool with features such as real-time dashboards that record and reflect changes as they occur. Get started today for free.

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What is Quality Assurance (QA) in Project Management?

January 24, 2022 - 10 min read

Quality assurance (QA) is one of the final and most important steps of any product roadmap . Used in a variety of industries, including software development and construction, quality assurance verifies that a product or service is of the highest quality, which is an integral process for any company. In this article, we’ll explain the basic premise behind what quality assurance is and why it is important. Keep reading to discover how Wrike can be used as a tool for quality assurance. 

What does QA stand for?

QA stands for quality assurance. It refers to the process or actions taken to ensure a product meets all of its requirements. Quality assurance is often used to track compliance and maintain consistent product management output over time. This is accomplished by ensuring that each step of the production process is thoroughly inspected and refined.

The main benefits of QA include gaining a customer's satisfaction and confidence. This leads to higher sales and better customer loyalty over time. 

Quality assurance processes have become so critical that many companies have created their own dedicated department. You may also hear of a quality assurance system referred to as a quality management system. 

How is quality assurance used in project management?

Quality assurance is used in project management to help companies avoid making mistakes and to minimize potential risks. With quality assurance in mind, project managers can start planning for the quality of their deliverables from the very beginning of their project plans. 

Doing so will highlight areas where they can improve their work, increase efficiency, and hold their team accountable. Not only does this strengthen a brand’s reputation , but it also cuts down on the potential exponential costs associated with fixing QA issues down the line. 

Quality assurance can be completed at any stage of the project process. It can begin with establishing a quality framework for the hiring process so that only the best, most compatible talent is brought on. After that, teams can perform self-checks to ensure that your work is conducted according to predefined standards. 

Regular QA monitoring can be built into project plans with other departments, or third-party entities can easily be looped in to give approvals. After a product has gone to market, teams can further track its quality by receiving customer feedback and implementing changes as needed. 

All of these quality assurance tasks can be organized and executed through proper product management . In fact, without a proper project management tool and strategy in place, companies are even more vulnerable to QA issues. For quality assurance issue prevention and resolution, having a clear understanding of what’s going on at all times is essential. 

What are the three types of quality assurance methods?

There are three types of quality assurance methods that project teams commonly use. These methods can vary depending on the requirements of the company; however, you can count on using at least one of the following during the process:

• Statistical process control
• Failure testing
• Total quality management

Statistical Process Control

Statistical process control (SPC) is most often used for developing products with technology and/or chemistry involved. This can include everything from consumables to cleaning supplies to software. The SPC method monitors ongoing progress through charts and strives for continuous improvement. 

The steps involved in this quality assurance method include discovery, investigation, prioritization, further analysis, and charting. This can be done internally using project data, team input, and studies conducted by QA and operations teams. Decisions are based on facts and figures and will likely follow the scientific method approach. 

Failure Testing

Failure testing is commonly used to test physical or virtual products. 

For physical products, that means whether the product will break down under pressure or in various usability scenarios. For example, crash testing a vehicle’s safety airbags would be considered failure testing. 

For virtual products, failure testing focuses on a program’s resiliency against a number of possible high-stress scenarios. Issues such as cybersecurity and transaction capacity are all evaluated. 

Overall, failure testing aims to assess a prototype or finished product and decide if it’s ready to go to market. 

Total Quality Management

The total quality management (TQM) method aims to continuously improve products by using quantitative methods. Practically speaking, it helps build a process that is consistent and predictable. It does so using a variety of modules that help manage the various phases of a project.

TQM also supports teams by relying on data and analysis to plan and implement future updates. It’s most popular for improving assembly-line efficiency. 

Regardless of which quality assurance method you use, having an execution plan is very important. It will help you keep track of all of the steps involved in the QA process as they happen. Teams can also track improvements over time and study trends as they progress. 

What is quality control in project management?

Quality control is a process that involves inspecting, testing, and reporting outputs to ensure that they meet the requirements of the project. In order to achieve the highest possible level of conformance, decisions need to be made in all phases of quality control. 

Projects involve a wide variety of tasks and processes that are often subject to various forms of quality control. The project manager will typically always agree to follow quality control measures but having input from internal or external QA experts is a great idea too. 

Quality assurance and quality control are sometimes used interchangeably. However, they are distinctly different. 

Quality assurance vs. quality control

Quality assurance (QA) and quality control (QC) are part of a quality system, along with other elements such as goals and procedures. Quality assurance typically covers all elements of a quality system, while quality control is a smaller subset. In other words, while QA sees the big picture (process), QC focuses on the details (finished products). 

Quality assurance examples

Quality assurance examples can be found in many different forms across all industries. They can happen in businesses both large and small, and the issues they aim to solve or prevent may be identified by internal teams, external partners, or even their very own customer base. Here are some general examples to help illustrate what quality assurance looks like:

• Running cybersecurity tests on a user portal after a breach was exposed 
• Revamping a car manufacturing process to better suit new safety standards 
• Changing fabric suppliers after discovering that dresses aren’t reacting to dye as well as they did weeks before 
• Designing a new bumper after data suggests its current design to be the cause of higher flat tire rates 
• Weeding out possible vat issues after receiving complaints from customers that their granola bars made buyers sick 

As you can see, quality assurance plays an important role in a company’s overall success. From protecting customer health and private information to assuring that your brand image is consistent, these examples prove that QA is a non-negotiable asset for any company. 

How to use Wrike during the quality assurance process

Wrike’s product management tools help you manage all your quality assurance activities in one place. Using our tool, managers can accelerate product launches through automation and go-to-market faster without sacrificing quality. Wrike does all of this using features such as templates and cross-functional team communication tools. 

Wrike offers pre-made templates designed by and for experts in your industry to ensure that you capture all the essential steps in every project. This lays a strong foundation for high-quality and consistent output. 

Wrike also allows users to create their own process templates. Once an issue is discovered, teams can easily implement a custom QA solution template into their existing project plans and take action that much faster. 

Whether you’re responding to an issue or monitoring to ensure one doesn’t come up, a project management solution that offers cross-functional team communication tools is a must-have for quality assurance. Wrike does this through several features. First, Wrike offers improved visibility into real-time reports through dashboards, charts, and detailed task views. 

Second, Wrike allows teams to involve everyone in the conversation. This happens through integration with third-party communication apps so that all discussion is organized no matter where it takes place. It also is made possible through secure project plan access to outside partners who need to view and approve of plans. 

Even within the program itself, teams can easily view succinct dashboards that outline where they are, what they have to do, and where the project is going. Team members can easily get one another up to speed on QA issues by pinpointing which tasks went wrong and reviewing in-task discussions to get a better understanding of the event. 

Get quality assurance discussions started across multiple departments and countries with our easy-to-use project management software . Start Wrike’s free trial to get better insight into your own processes now.  

Maria Waida

Maria is a freelance content writer who specializes in blogging and other marketing materials for enterprise software businesses.

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6 Project Management Trends to Expect in 2022

Project management will undergo significant changes this coming year. Worldwide physical and cultural events are shaping every new project management trend happening in the industry. They may even be transforming the entire project management discipline. Keep reading to stay in the know about some of the most notable changes, alongside our predictions for what to expect in the near future.  What are the current trends in project management? While we all want to see into the future of project management trends, these current industry ideas are sure to influence project management teams for months to come:  Improving communication across blended teams Effective communication skills are required to stay motivated during and after the pandemic. This means having the necessary tools and expertise to work remotely. Today’s project managers must learn how to use systems that overcome the challenges of working from home. Not only does improving communication increase productivity, but it may also improve mental health in the workplace after the pandemic.  Maximizing the effectiveness of hybrid and remote work  Even after the global pandemic has subsided, the hybrid work model will still be a staple of business moving forward. There are many advantages to having face-to-face interaction with employees. However, this interaction will require the use of new technology and strategies to manage it properly. Embracing Agile as a means to combine strategy with output In 2022, companies will need to ensure that their teams are Agile and fast-moving. Instead of having a one-size-fits-all framework, teams will need to have the knowledge and experience necessary to choose strategic frameworks that fit their needs.  Over the past year, more companies have started using Agile methods to improve their project management processes. We would expect them to increase their usage in the coming years.  A prediction of future trends in project management Based on our experience and research, we believe that the following future trends in project management are worth exploring. Use each one to better understand your goals for the upcoming year and what the industry may look like in a few months' time.  1. Fully remote project teams The onset of the coronavirus pandemic forced many organizations to rethink their work-from-home policies. As a result, many workers in the US have shifted to working from home full- or part-time. That means project management is no longer confined to the typical office. Some tasks are more easily carried out when team members are located close to one another. For instance, team building exercises are less time-consuming when done face-to-face. Despite the challenges, remote work has many advantages that can help organizations attract and retain top talent. For instance, it allows employees to work from anywhere in the world.  Alongside that, full-time employees are increasingly working as members of dispersed, global teams, communicating and coordinating via online software and apps. Technology plays a huge role in that. Meetings are held via Zoom, tasks are tracked in a project management tool,and schedules are developed and delivered to team members entirely online.  Since the rise of remote work is likely to continue, project managers need to find ways to reduce friction and make their work more efficient. So the question to ask yourself is: can you improve your projects by bringing on freelancers or remote workers? If the answer is yes, don't hold back because of technology complications — the right tech exists to support you. 2. An increased dependency on project management tools Project management has always been a tool for carrying out goals and managing risk. Over the years, however, its scope has broadened to encompass a wide range of activities and initiatives.  Project management tools help organizations execute their strategy but they can also be used to manage the portfolio and the various tasks related to that strategy. Doing so will help them make more informed decisions and improve their organizations' progress on key goals while providing more value.  There are external project management trends affecting our dependence on these tools too. As the world changes due to the rise of artificial intelligence and machine learning, project management will be affected by the need to collect and analyze vast amounts of data. Exactly how this will play out is difficult to predict but most experts agree that it will be unavoidable. 3. A focus on enhanced collaboration The true digital transformation of project management should be complete by the end of 2022. We’re referring to relying on online tools for collaboration and coordination between teams, and not just complex back-and-forth email exchanges.  New remote, hybrid, and flexible working options allow employees to work wherever they want, while employers benefit from the higher quality output of their workers. Despite the advantages of distributed teams, it can be very challenging to promote collaboration among the employees.  In an effort to solve this issue, many companies have started implementing online project management tools. For example, some teams use multimedia conferencing so that remote workers can still meet and communicate with their in-house counterparts. Others use project management software such as Wrike to plan, schedule, and monitor progress across all active initiatives.  No matter which tools you choose to use in 2022, one thing is clear: learning how to work well with others despite physical barriers will continue to be essential as we continue to deal with the global pandemic.  4. Understanding different types of soft skills Project managers typically need a certain level of expertise in various areas of operations in order to be successful in their roles. However, without the right combination of soft skills, they may not be able to effectively manage people and produce the best results.  First and foremost, the ability to communicate expectations and work well with all parties involved is very important. This is why soft skills such as empathy, decision-making, and leadership are critical to a project's success. A project manager who has these abilities plays a critical role in improving the entire team’s performance as both a model for behavior and setting the tone for workplace culture.  Because at the end of the day, the project manager will determine the level of cooperation between the team members until the project is finished.  Wondering how to stay ahead of the curve and improve your own soft skills? Here are some tips to practice:  Don’t make assumptions about what others are thinking and feeling. Encourage discussion and always get important project details in writing.  Encourage employees to be themselves, contribute to project planning, and express their personalities.  Connect on a deeper level with individual team members by asking questions about their life outside of work.  Learn how to properly apologize and resolve an argument for yourself and for others.  Be open to feedback. You can always learn and improve.  5. Emphasis on avoiding physical and mental stress In 2022, we predict you'll be more challenged by employee development than employee retention, requiring your new team members to settle in faster with optimized training programs and work delegated to new team members sooner. Avoiding physical and mental stress will be a large part of keeping employees happy, healthy, and on your team.  You may not realize it but there are a lot of ways you can make work smoother for your entire team. Here’s how:  Set clear expectations with goals and deadlines This method would allow your team members to focus on the things that they're good at and not on the things that they're not good at. It would also prevent them from accidentally repeating the same exercises or processes. Offer schedule flexibility Everyone wants to work more flexible hours. This is why it is important to allow your team members to work without being monitored often. They can only complete their work once specific deadlines have been met. Address issues, if they ever come up, and focus on making work easier for everyone involved. You can also provide more freedom in terms of where employees can work from. Offer at least one work from home day per week or month. Or, if your employees are local and have been entirely remote, give them a desk to come in and work from if they ever need it.  Make fitness part of workplace culture Your staff members should take time to exercise. Some ways to ensure this include offering some assistance through onsite yoga classes, walking meetings, or even small activities such as a group stretching session every morning.  Offer more praise than criticism Great managers recognize the efforts of their team members. They can either congratulate them on a great job in private or make a small announcement about their achievements during a weekly meeting. Even a small acknowledgment of someone’s hard work can make a big difference in how they feel about the project so far.  6. A continued concentration on Agile methodology Agile development is a set of principles that enables developers to get started with projects without having to learn how to manage traditional tasks and processes. With Agile, teams can easily break down a project into multiple stages, allowing them to manage the work seamlessly. It also allows them to collaborate more effectively with project stakeholders. Not only is it more adaptable—a must now that we’re seeing a renewed importance on remote work flexibility and increased attention on how we collaborate—but it’s also completely customizable.  How Wrike will help with project management in 2022 Wrike is a project management tool built to bring teams into the future of work with all the support they need to get ahead of new project management trends. That includes managing complex project phases, communicating across teams and departments, and collaborating seamlessly.  Managing complex project phases Complex projects require a phased approach to ensure they meet expectations and budgets. They also require a team effort to identify and understand the various dependencies that could affect the project's success. The Complex Project With Phases template by Wrike simplifies the management of large, complex projects. It features a variety of predefined phases and tasks, and it can be viewed in the project chart view. Communicating across teams and departments Communication is a vital component of a successful project, especially when juggling hybrid and remote teams. Without a good communication plan, it’s easy for misunderstandings to happen between the teams and departments. This template will help you build a consistent cadence for communicating with the team and stakeholders. Use it to create a project schedule to keep track of all the updates that are needed by each stakeholder. Collaborating with everyone involved With more people working remotely, the need for effective collaboration tools is more important than ever. The good news is that thanks to Wrike, teams can work seamlessly from anywhere. Use Wrike to create a digital workspace that's organized and secure in the cloud. Our project management platform is ideal for securely storing all your files and details with individualized permission settings.  Teams can work more effectively with others through Wrike’s custom-field request forms and tools. Wrike’s tools will also help you cut down on emails and make suggestions in real time. Get a jump-start on your 2022 project management with Wrike’s two-week free trial. 

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Project Management Plan: Samples, Examples & Free Template

Learn how to create a project management plan that actually works and ensures you get your project over the line on time and on budget, with samples and examples

Table of Contents

What is a project management plan, what is a project management plan used for, what are the main elements of a project plan, how to write a project management plan, sample project management plan outline, using our project management plan template to build your project plan, project management plan: faq's.

A project management plan is a comprehensive document that outlines how a project will be executed, monitored, controlled and closed. For project managers and their teams, it's the ultimate toolkit for achieving their objectives while managing day-to-day pressures such as time, cost, scope, resourcing and risk. This guide outlines what a project management plan is used for, why it's important , and offers a step-by-step guide on how to make one that actually works.

Your project plan document is where you go deep on the ins, outs, overs, and unders of your project. It's where you break this vision down into the day-to-day execution of your project, covering everything you need to do to reach your project goals.

A detailed project plan will plot out everything from timelines to budget, resourcing to deliverables, and more, giving you a blueprint of what needs to be done (and when) that you can use to guide — and assess — your project.

The key components of a project management plan are:

Project Objectives

Scope Statement

Schedule Management

Cost Management

Resource Management

Communication Plan

Stakeholder Management

Procurement Management

Closure Criteria

Project Organization

Ready to get down to business? Here are 5 key things you need to do when writing a project plan.

1. Identify the baselines for your project

Before you begin writing a project plan, you need to make sure you have the basics down. Start by identifying the baselines for the project’s scope, schedule and cost, as the rest of your project planning will need to fit in around those constraints.

As mentioned above, these baselines should already be roughly outlined in your project charter — but here’s where you really start to map them out and create accurate estimates. And the more detailed, the better, because these are what you’ll be using for comparison to measure how your project performs.

2. Identify your project dependencies

Or in other words, ask yourself: what needs to happen before this other thing can happen? Identifying your project dependencies at the outset of your project means you can plan your timelines more efficiently, spot potential blockers, and ensure that you avoid unnecessary delays.

3. Identify project stakeholders

You’ll already have done the groundwork for this in your stakeholder analysis, but as you flesh out your project management plan and think through the phases of your project in more detail, you’ll likely start to find more project stakeholders at each phase.

Now is also a good time to go deeper on which stakeholders need to be informed and involved at which stages, for a more comprehensive stakeholder management plan you can use at each phase of your project.

4. Identify project milestones

What are the key markers of your project’s progress? It can be a concrete deliverable, the end of a phase in a stage-gate process — whatever milestones make sense to you, breaking your project down into manageable chunks, each with a defined goal, helps to keep the team motivated, allows you to celebrate each achievement, and signposts how the overall progress is coming along.  Learn more about using Milestones here .

5. Identify who’s responsible for what

Once you start to get a big-picture understanding of the work that’s needed and the resources you have to complete it, you can start deciding who should do what. Giving each item an owner is essential to getting things done. No more “oh, was I supposed to do that?” — once you identify who’s responsible for what, you can ensure accountability and transparency.

The 5 Stages of Team Development

All teams develop according to some natural patterns and using that knowledge, you can offer some guidance to build the kind of team that communicates well and finds better ways to collaborate and achieve the goals you’ve established. Here’s what you need to know.

Now let's go through a sample project plan. In the below example, we highlight the main sections of the plan and what needs to be included in each one to set your project up for success.

Section 1: Executive summary

The executive summary offers a concise overview of the entire project. It includes key highlights such as the project's purpose, objectives, scope, timeline, budget, and major stakeholders. It's often the first section stakeholders read to get a high-level understanding of the project.

Section 2: Project introduction

This section sets the stage by providing context and background information about the project. It explains why the project is being undertaken and introduces the main objectives and scope of the project.

Section 3: Project objectives

Here, the project's specific goals and objectives are outlined in detail. Objectives should be SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) to provide clarity and guidance.

Section 4: Project scope

The scope section defines what is included and excluded from the project. It helps prevent scope creep by establishing clear boundaries and also mentions any assumptions and constraints that may affect the project.

Section 5: Schedule management

This section details the project's timeline, including milestones and deadlines. It breaks down the project into tasks and identifies task dependencies. Often, visual representations like Gantt charts are used for clarity.

Section 6: Cost management

Here, the project budget is presented, including cost estimates for various project components. It may also outline cost control measures to ensure the project stays within budget.

Section 7: Quality management

This section focuses on the quality standards and objectives for the project. It describes quality control and assurance processes, as well as any inspection and testing procedures that will be implemented.

Project management template

Save time on setup without sacrificing attention to detail. With our project management template, you can quickly create project management plans that help you complete your project on time and on budget.

Section 8: Resource management

In this section, the project team is introduced, and roles and responsibilities are defined. It addresses resource allocation, scheduling, and, if applicable, procurement needs.

Section 9: Risk management

The risk management section identifies potential risks and uncertainties that could impact the project. It discusses risk assessment, prioritization, and mitigation strategies to reduce the impact of these risks.

Section 10: Communication plan

The communication plan outlines how project information will be shared with stakeholders and team members. It specifies communication methods, frequency, and reporting channels to ensure effective communication throughout the project.

Section 11: Stakeholder management

This section lists project stakeholders and analyzes their interests, influence, and expectations. It also outlines strategies for engaging and managing these stakeholders to ensure their needs are addressed.

Section 12: Procurement management

If procurement of goods or services is involved, this section explains the procurement strategy, vendor selection criteria, and how contracts will be managed.

Section 13: Change management

Change management procedures are detailed here, including how changes to the project scope, schedule, or other aspects will be requested, evaluated, approved, and communicated.

Section 14: Closure criteria

Criteria for determining when the project is complete and ready for closure are specified in this section. It may also include plans for project handover and post-project evaluation.

Section 15: Project organization

This section describes the project team's structure, roles, and responsibilities, ensuring everyone understands their positions and reporting lines. It may also mention external stakeholders and their roles if applicable.

Once you’ve documented your project management plan, bring it to life with a project management tool that will help you to stay on track, keep your team accountable, and promote transparency.

Here are 3 ways you can use Teamwork.com to supercharge your project management plan.

Add your supporting documentation to Teamwork Spaces

Use the Teamwork.com and Teamwork Spaces integration to link a project in Teamwork.com with a space in Teamwork Spaces, so your important project documents are only ever a click away.

Some documents you might want to add in addition to your project charter and project management plan include:

Scoping documents

Risk assessments

Change management plans

SOPs for important project processes

List of stakeholders and their roles

Outline of approval processes

Communications management plan

Any other best practices documentation or supporting info as necessary

You can even embed task lists into your pages and mark tasks as complete right from Teamwork Spaces, so you can keep work flowing without even needing to switch tabs.

Start adding your Milestones

Break down your work into Milestones and task lists that are going to help you reach them. With Teamwork.com, you can assign an owner to each Milestone, map out your Milestone due dates and see them represented in the project calendar, and even get a full change history for milestones so you can track any edits.

Visualize your task dependencies with a Gantt chart

Gantt chart-style views are a useful way to get a visual representation of your tasks and their dependencies, allowing for better scheduling and resourcing. In Teamwork.com, you can drag and drop to quickly rearrange your project schedule , without throwing everything out of order or straying off-plan.

Remember: software should support the way you work, not dictate it. So regardless of methodology or team type, create a project plan that works for you and your team — and find a tool that helps you put it into action.

Use our project plan template

Now that you know how to create a project management plan that actually works, you’re ready to implement using our team management software . To help you get up and running quickly, we’ve created a ready to use project plan template . Our project template will help you quickly create project plans that ensure all of your projects are completed on time and on budget

What is a project management plan template?

A project management plan template is a pre-designed framework that provides a structured format for creating a project management plan. It serves as a starting point for project managers and teams to develop their specific project plans, saving time and ensuring that key project management components are properly addressed.

How can a template help you build a great project management plan?

A template can help you build a great project management plan by saving time, ensuring comprehensive coverage of project management aspects, and incorporating industry best practices and visual aids for clarity. They also support collaboration, version control, and customization to fit the unique needs of each project, making them a valuable tool for project managers in achieving successful project outcomes.

What is the main purpose of a project management plan?

The main purpose of a project management plan is to provide a comprehensive and structured roadmap for successfully executing, monitoring, controlling, and closing a project. It serves as a central document that outlines project objectives, scope, schedule, budget, quality standards, resource allocation, risk management strategies, and communication approaches.

What tools do I need to help manage a project plan?

To effectively manage a project plan, you'll need a set of tools and software that cover various aspects of project management. These include project management software, communication and collaboration platforms, file and document management solutions, time and task tracking apps, and budgeting and financial management tools.

What steps are involved in the project planning process?

The steps involved in the project planning process include defining specific project objectives and scope, identifying deliverables and key milestones, budgets, risk assessment and quality control measures. It should also include a communication plan and stakeholder engagement strategies.

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Instructional Design Project Manager- Project Hire/Internal Assignment

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ENJOY THE MAGIC

Because our employees and cast members are at the heart of everything we do, Disney offers a competitive total rewards package that includes pay, health and savings benefits, time-off programs, educational opportunities and more.

*Benefits and eligibility may vary by business and location

"I didn't think it was possible that something I did for fun - telling sports stories through stats - could become my job until I came here."

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Job Summary:

JOB TITLE:  Instructional Design Project Manager- Project Hire/Internal Assignment

DIVISION:  Disney Cruise Line

DEPARTMENT NAME: Contact Center & Operations Support / Travel Services

HIRING MANAGER: Manager, Learning Design and Development  

Every day at Disney Cruise Line we take pride in bringing the magic of Disney to life. We find joy in creating cherished memories and form genuine connections with our guests. We hold each other to the highest degree and always act responsibly while ensuring the safety of fellow cast, crew and guests. United by our Disney values, we work toward excellence in all we do. As a part of our team, you can work in a diverse and inclusive environment amidst a professional and supportive community. If you are ready to create unforgettable experiences and grow as a person and as a professional, apply today.

The Instructional Design Project Manager (Project Hire/Temporary Assignment) will be responsible for consulting with clients to provide Learning and Development solutions that drive performance improvements for client areas, teams, and individuals across Disney Cruise Line (DCL). You will conduct analysis to determine learning and development needs, if applicable, use active listening and questioning skills to provide performance recommendations or learning solutions to client areas. You will collaborate with business partners and subject matter experts to design, develop, implement and evaluate learning solutions. You will apply solid instructional design skills and design courses that will transfer knowledge and engage participants in the learning process. The Instructional Design Project Manager will be responsible for developing and executing multiple project plans simultaneously. You will be expected to facilitate to all levels of the organization including conducting Train-the-Trainer sessions. The Project Manager will learn the clients’ business operations and maintain significant knowledge of all product offerings and policies through personal interactions, observations, and experiencing the operation through taking phone calls and conducting job-shadows.

This role will report to the Manager, Learning Design and Development and sits in Celebration, FL

*This role is a Project Hire/Temporary Assignment (PH/TA) that is expected to be 12 months in length; note the timeframe may shift based on business needs. There is no guarantee of permanent placement .

• Consult with client areas to analyze and understand performance concerns, determine if a learning solution is needed, and provide outcomes that drive performance improvements for teams, business units and individuals. 
• Conduct analysis to determine learning and development needs, and if applicable, use active listening and questioning skills to provide performance recommendations or learning solutions to client areas.
• Collaborate with business partners and subject matter experts to design, develop, implement, and evaluate learning solutions.
• Apply solid instructional design skills and effectively use learning principles and creativity to design courses that transfer knowledge and engage participants in the learning process.
• Design and develop training content for computer-based training, facilitator-led training, blended learning, self-study, and job aids.
• Develop and execute multiple project plans simultaneously, identify appropriate team members, assign and drive task completion, schedule and host meetings, and oversee the completion of project goals within an established timeline.
• Develop and maintain positive working relationships and build credibility with team members, partners, support teams, and client areas. Establish regular check-ins with your key partners and client areas.
• Maintain significant knowledge of all product offerings and policies and take monthly required calls. Curate, publish, and maintain a library of content and gathering information on a variety of topics to meet the needs of a client or address an identified gap.
• Facilitate training programs (including Train-the-Trainer sessions) in international/domestic locations for audiences at all levels of the organization within client areas as needed using a variety of facilitation techniques and methods.
• Provide clear, concise and consistent communication and act as an advocate to champion change. Manage diverse responsibilities with the ability to shift priorities and complete a multitude of tasks in a rapidly, ever changing environment.
• Learn the clients’ business operations through personal interactions, observations, and experiencing those operations as through taking phone calls and conducting job-shadows.
• Proactively utilize critical thinking skills to make strategic decisions, perform time-sensitive actions, mitigate risk in projects, partner with key support areas, as needed, and ensure the Cast, Guest and Business are considered in all decisions made.
• Adapt quickly to leadership direction and feedback. Handle sensitive and confidential information with the highest level of integrity.
• Some travel may be required to international and domestic locations.
• Perform other duties as assigned.

You Will Have/Required Qualifications:

• Proven ability to conduct effective learning needs analysis to determine the correct learning solution. Knowledge and experience of human performance improvement and learning and development methodologies.
• Demonstrated experience in creating technical and soft skills training in a variety of applications such as computer-based training, facilitator-led training, blended learning, self-study, and job aids.
• Experience with multiple software applications including PowerPoint, eLearning authoring tools and a Learning Content Repository (LCR). Articulate 360 preferred.
• Strong partnering, influencing and relationship-building skills. Experience working directly with clients preferred. Ability to learn and maintain knowledge of supported client areas.
• Experience with project managing, meeting deadlines and performing job responsibilities autonomously in a fast-paced environment. Demonstrated ability to work well under pressure while handling multiple priorities, use problem solving methodology for decision making and follow up.
• Highly motivated, self-starter, adapt to change, and take independent actions to hold self-accountable to meet or exceed client expectations.
• Experience analyzing situations and offering creative solutions. Process-improvement thinking. Ability to execute strategy, with proven experience tactically implementing new initiatives.
• Experience facilitating learnings to a variety of levels of the organization. Adult learning focus preferred.
• Ability to be flexible with work schedule, including evenings, weekends, variable shifts and holidays and travel as needed.
• Possess a valid passport

Preferred Qualifications:

• 3+ years of experience-Instructional Design & Instructional Technology, designing and development content, analyzing training needs and performance
• Proven learning and development consulting experience with internal and external clients.
• Working knowledge of cruise industry, Disney Cruise Line, National Geographic Expeditions, and Adventures by Disney Products.
• Proven knowledge of and experience working with leading-edge learning methodologies.
• Proficiency with learning management systems (D Learn at TWDC).
• Leadership experience including managing projects across multiple partners.
• Bilingual, Multilingual.

Required Education:

• BA/BS or equivalent work experience in Facilitation, Consulting, Instructional Design & Curriculum Development or related field.    

Preferred Education:

• Master’s Degree or formal certification/education/experience in performance consulting, applying ADDIE or related learning models, adult development theory or curriculum development desired.

Additional Information:

Benefits and Perks: Disney offers a rewards package to help you live your best life. This includes health and savings benefits, educational opportunities, and special extras that only Disney can provide. Learn more about our benefits and perks at https://jobs.disneycareers.com/benefits .

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About Disney Experiences:

Disney Experiences brings the magic of Disney stories and franchises to life through theme parks, resorts, cruise ships, unique vacation experiences, products and more around the world. Disney shines in the travel industry with six resort destinations in the United States, Europe and Asia; a top-rated cruise line; a popular vacation ownership program; and an award-winning guided family adventure business. Plus, Disney's global consumer products operations include the world's leading licensing business; the world's largest children's publishing brands; one of the world's largest licensors of games across all platforms; and Disney store locations around the world and on the web.

About The Walt Disney Company:

The Walt Disney Company, together with its subsidiaries and affiliates, is a leading diversified international family entertainment and media enterprise that includes three core business segments: Disney Entertainment, ESPN, and Disney Experiences. From humble beginnings as a cartoon studio in the 1920s to its preeminent name in the entertainment industry today, Disney proudly continues its legacy of creating world-class stories and experiences for every member of the family. Disney’s stories, characters and experiences reach consumers and guests from every corner of the globe. With operations in more than 40 countries, our employees and cast members work together to create entertainment experiences that are both universally and locally cherished.

This position is with Magical Cruise Company, Limited, which is part of a business we call Disney Experiences.

Magical Cruise Company, Limited is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, religion, color, sex, sexual orientation, gender, gender identity, gender expression, national origin, ancestry, age, marital status, military or veteran status, medical condition, genetic information or disability, or any other basis prohibited by federal, state or local law. Disney champions a business environment where ideas and decisions from all people help us grow, innovate, create the best stories and be relevant in a constantly evolving world.

DISABILITY ACCOMMODATION FOR EMPLOYMENT APPLICATIONS

The Walt Disney Company and its Affiliated Companies are Equal Employment Opportunity employers and welcome all job seekers including individuals with disabilities and veterans with disabilities. If you have a disability and believe you need a reasonable accommodation in order to search for a job opening or apply for a position, email [email protected] with your request. This email address is not for general employment inquiries or correspondence. We will only respond to those requests that are related to the accessibility of the online application system due to a disability.

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Hiring Process

Where does your story begin.

Explore Disney Careers and the Life at Disney blog to learn about all the amazing opportunities waiting to be discovered at The Walt Disney Company.

Be Part of the Story

There are many different brands and businesses to explore. Once you've found the opportunity that is right for you, take the next step by completing your application.

The Next Chapter

Once you've applied, you will receive an email allowing you to access your candidate dashboard. Create your login and make sure to check your dashboard often to see your application progress.

Explore this Location Celebration, FL

The picture-perfect community of Celebration, 25 minutes southwest of Orlando, is a place like no other. Founded by The Walt Disney Company in the 1990s and named one of Forbes Magazine’s prettiest neighborhoods in America, Celebration features an idyllic downtown with architecture inspired by traditional Southern towns.

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OUR CULTURE

Related content.

Executive Leadership

Our senior executives bring tremendous experience, visionary thinking and a shared commitment to excellence, creativity and innovation to the day to day operation of the company.

Social Responsibility

Explore our commitments and our work to create a better world through our stories, experiences, operations, and philanthropy.

Diversity, Equity, and Inclusion

At Disney, we are committed to creating a better world. A world of belonging where each person feels seen, heard, and understood. A world filled with hope and promise.

Heroes Work Here

Heroes Work Here reflects the long history of respect and appreciation Disney has for the U.S. Armed Services. We recognize the commitment and dedication it takes to serve your country, both as military personnel and military spouses, and value the leadership skills and sense of purpose it has instilled in you.

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