How can you manage project charters and plans?

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Project charters and plans are essential documents for any project coordinator. They define the scope, objectives, deliverables, stakeholders, and timeline of a project, as well as the roles and responsibilities of the project team. However, managing these documents can be challenging, especially when changes occur or issues arise. In this article, you will learn some tips and best practices for creating and updating project charters and plans, as well as some examples of how they can help you achieve project success.

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Michael H.

I help align data teams with business objectives | Senior Business Analyst | PMP | MSDA | Epic Certified
Roshanlal Yadav

PMP?| PMO | Project Management | Agile | Implementation Specialist | Key Account Management
Farshid Adavi

Planner, Organizer, Coordinator & Project manager | Civil engineer | Specialist in Surveying Issues and the estimation…

1 Why are project charters and plans important?

Project charters and plans are important because they provide a clear and shared vision of what the project is about, why it is needed, and how it will be executed. They also serve as a communication tool, a reference point, and a contract between the project sponsor, the project team, and other stakeholders. By having a well-written and approved project charter and plan, you can avoid confusion, ambiguity, and conflicts, as well as align expectations, resources, and risks.

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Michael H.

I help align data teams with business objectives | Senior Business Analyst | PMP | MSDA | Epic Certified
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I feel like a project without a charter (official or unofficial) is work for the sake of work. The charter can be as simple as the problem statement, the scope of work to fix that problem, and the expected outcome. Having a sponsor tied to those outcomes holds that sponsor accountable for duration of the project and provides a resolution path for your roadblocks. All that said, without knowing what you're trying to solve, why you're trying to solve it, and codifying that in a charter you may as well just plan on revisiting the same problem again in the future.

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Roshanlal Yadav

PMP?| PMO | Project Management | Agile | Implementation Specialist | Key Account Management
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Managing project charter and plans involves creating clear documents, communicating with stakeholders, monitoring progress, and adapting as needed.

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2 How to create a project charter and plan?

Creating a project charter and plan requires a collaborative and iterative process that involves gathering and analyzing information, defining and validating requirements, and documenting and presenting the results. You can use various tools and techniques, such as brainstorming, interviews, surveys, SWOT analysis, SMART goals, work breakdown structure, Gantt chart, and risk register, to help you create a comprehensive and realistic project charter and plan. You should also follow the standards and guidelines of your organization or industry, and seek feedback and approval from the relevant stakeholders.

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Farshid Adavi

Planner, Organizer, Coordinator & Project manager | Civil engineer | Specialist in Surveying Issues and the estimation and calculation of project | Researcher in Sustainable Development in the Construction Industry
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?? A few days ago, I was reading an article from Harvard University, which had an interesting recipe in it, which I think will help this position a lot. ?? The steps of this process are as follows: 1?? Identify key stakeholders. 2?? From these stakeholders, zero in on your target customer. 3?? Figure out what your stakeholders want from you. 4?? Figure out what you want from them. 5?? Design your strategy based on your findings. 6?? Constantly reiterate to make your plan better.

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3 How to update a project charter and plan?

Updating a project charter and plan is inevitable, as projects are dynamic and complex, and may face changes or issues along the way. You should have a clear and agreed-upon process for managing changes and issues, such as a change control system, an issue log, and an escalation procedure. You should also monitor and track the progress and performance of the project, using tools such as status reports, dashboards, and metrics, and compare them with the baseline and objectives of the project charter and plan. If there are any deviations or variances, you should analyze the causes and impacts, and propose and implement corrective or preventive actions.

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4 How to communicate a project charter and plan?

Communicating a project charter and plan is crucial for ensuring that everyone involved in the project is on the same page and understands their roles and responsibilities. You should use appropriate methods and channels, such as meetings, emails, newsletters, or intranet, to communicate the project charter and plan to the project team and other stakeholders. You should also tailor your communication style and content to suit the needs and preferences of your audience, and use clear and concise language, visuals, and examples. You should also encourage feedback and questions, and address any concerns or issues promptly.

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5 How to use a project charter and plan as a guide?

Using a project charter and plan as a guide means that you should refer to them regularly and consistently throughout the project lifecycle. You should use them as a source of direction, motivation, and accountability for yourself and the project team. You should also use them as a basis for making decisions, resolving conflicts, and managing expectations. You should also review and revise them as needed, and document any changes or issues that affect them.

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6 How to learn from a project charter and plan?

Learning from a project charter and plan means that you should evaluate and reflect on them after the project is completed or closed. You should conduct a lessons learned session, where you can identify what went well and what can be improved in the project charter and plan process. You should also document and share your findings and recommendations, and apply them to your future projects. You should also celebrate and acknowledge your achievements and challenges, and appreciate the contributions of the project team and other stakeholders.

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Farshid Adavi

Planner, Organizer, Coordinator & Project manager | Civil engineer | Specialist in Surveying Issues and the estimation and calculation of project | Researcher in Sustainable Development in the Construction Industry
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? We always have presuppositions and beliefs before starting any project, which may be violated or modified during the new project or after its completion. ?? The biggest challenge of learning projects is the lack of a centralized and accurate system for recording and classifying knowledge and experiences; So that at the end of some projects, it is not even clear which is the last edition of some technical, engineering or management documents. ? I recommend that you review the analysis and experiences of the project without any bias. But it is very important that the origin of the opinions, suggestions and criticisms are from personal judgments or the data and knowledge obtained from the project is its source and reference.

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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?

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How can you manage project charters and plans?

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1 Why are project charters and plans important?

2 How to create a project charter and plan?

3 How to update a project charter and plan?

4 How to communicate a project charter and plan?

5 How to use a project charter and plan as a guide?

6 How to learn from a project charter and plan?

7 Here’s what else to consider

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