Do you know that 39% of projects fail due to poor planning? This shows that it is crucial to tackle your projects efficiently and effectively, and the first step to doing this is project planning.
Whether you are managing complex software or a marketing campaign, a project plan serves as the foundation for success. It acts as a roadmap and guides your team towards achieving goals within a set time and budget.
This blog will help you in crafting the perfect plan for your project and project plan template. But before that, let’s explore in detail what a project plan is.
What Is A Project Plan
A project management plan is a comprehensive document that includes the scope, objectives, tasks, resources, and timeline of a project. It is crafted in the first phase of project management and provides clarity and direction for everyone involved.
A thoroughly written project plan helps to improve communication and collaboration among members associated with the project. Moreover, it leads to an increase in organizational efficiency and reduces risk. It also increases accountability and transparency.
Additionally, a well-structured plan empowers team members by providing them with a sense of ownership, which, in turn, boosts morale and productivity.
How To Create A Project Plan
A good project plan plays an important part in the success of any project. Without it, you might have to face exceeded deadlines or cost overruns. Therefore, you have to create a project plan first and then adhere to it throughout the project life cycle. Here is a basic outline of how to create a project plan.
Step 1: Identify Stakeholders
A stakeholder is anyone who is directly or indirectly affected by your project. The first thing is to identify these people. They could be anyone from your customers to vendors and sponsors.
Try to meet with your key stakeholders to understand what they expect from the project. This will help you establish a scope. Create a scope statement with the help of the requirements to finalize details.
A project scope is the total work needed to be completed in a project. It includes everything from what the project does to what the project doesn’t.
Here is a sample scope statement.
Project Scope Example
This project includes the design, development, implementation, and one-time testing of a Customer Relationship Management (CRM) system for XYZ company. This includes assessment of current processes, selection and customization of CRM software, data migration, staff training, and post-implementation support. The scope excludes hardware procurement and ongoing maintenance.
Step 2: Prioritize Goals
After collecting your stakeholder specifications, set project goals. Your goals should be clearly defined and prioritized. Use the SMART framework to ensure that your goals are actionable.
Include your goals in the project plan to ensure that all the goals are communicated to the respective team members.
Step 3: Define Deliverables
Project deliverables are the results of project activities. They can be big or small and are agreed upon during the project planning phase. Make sure to identify your project deliverables and estimate the due dates for each.
You can also use a work breakdown structure for this purpose. A WBS breaks down your project into smaller, manageable deliverables.
Step 4: Create A Project Schedule
Examine your deliverables and determine the amount of time they will take and the resources that will be required for execution. Make sure to take each member’s abilities into consideration before assigning them the tasks.
After this, identify the dependencies using a Gantt chart or some other project management templates and apps available online. You should always involve your team in the planning process and ensure that they agree to the project schedule.
Step 5: Risk Assessment
Identify any issues associated with your project. Develop a risk management strategy based on what unforeseen circumstances can create problems for your project. You should always tackle high-risk items early in the project timeline.
