What's the trick to creating a project plan that works?

1 Define the project scope

The first step in creating a project plan is to define the project scope. This means clarifying what the project aims to achieve, what the deliverables are, what the boundaries and assumptions are, and what the success criteria are. The project scope should be aligned with the project sponsor's expectations and the organization's strategic goals. It should also be documented and approved by all the key stakeholders to avoid scope creep and conflicts later on.

2 Break down the work

The next step is to break down the work into manageable chunks. This involves identifying the main phases, activities, and tasks that are required to complete the project. You can use a work breakdown structure (WBS) to organize the work hierarchically and show the relationships and dependencies among the elements. A WBS helps you estimate the time, cost, and resources needed for each task and assign responsibilities to the project team members.

3 Create a project schedule

Once you have a WBS, you can create a project schedule that shows when each task will start and finish, how long it will take, and what the milestones and deadlines are. You can use a Gantt chart to visualize the project schedule and track the progress and status of each task. A Gantt chart also helps you identify the critical path, which is the sequence of tasks that determines the minimum duration of the project. You should update the project schedule regularly to reflect any changes or delays that may occur.

4 Plan the resources and budget

Another important aspect of creating a project plan is to plan the resources and budget that are needed to execute the project. Resources include the human, material, and technical resources that are involved in the project. You should estimate how many and what type of resources you need, how much they cost, and how you will acquire and allocate them. Budgeting involves estimating the total cost of the project and how you will fund it. You should also include a contingency fund to cover any unexpected expenses or risks.

5 Identify and manage risks

No project is without risks, which are events or conditions that may affect the project's objectives, scope, schedule, or quality. Therefore, you should identify and manage the risks that may impact your project plan. This involves analyzing the probability and impact of each risk, prioritizing them based on their severity, and developing strategies to mitigate or avoid them. You should also monitor and review the risks throughout the project lifecycle and adjust your plan accordingly.

6 Communicate and collaborate

The final tip for creating a project plan that works is to communicate and collaborate effectively with your project team, stakeholders, and sponsors. Communication and collaboration are essential for ensuring that everyone is on the same page, that expectations are clear, and that feedback is timely and constructive. You should establish a communication plan that specifies the frequency, mode, and content of communication, as well as the roles and responsibilities of each party. You should also use tools and platforms that facilitate collaboration and information sharing, such as online project management software, cloud storage, or video conferencing.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?