Have you ever been part of a project that didn’t go as planned?
It doesn’t feel good.
Wasted time, wasted resources. It’s pretty frustrating for everyone involved.
That’s why it’s so important to create a comprehensive project management plan before your project gets off the ground.
In this guide, we’ll explore how to create and design a successful project management plan.
We’ll also showcase easy-to-customize project plan templates you can create today with our user-friendly drag-and-drop editor. Let’s get started!
What is a project management plan?
A project management plan is a formal document that defines how a project is going to be carried out. It outlines the scope, goals, budget, timeline, and deliverables of a project, and it’s essential for keeping a project on track.
If some of these terms are new to you, you can get up to speed with this post on project management terms.
This means your project plan must be engaging, organized, and thorough enough to gain the support of your stakeholders.
Further Reading: New to project management? Read our blog post on the 4 stages of the project life cycle.
The importance of a project management plan
A well-developed project management plan sets the foundation for a successful project by providing a roadmap that guides the project team toward successful project completion. A good project management plan can ensure that:
- Project objectives and goals are clearly defined and understood
- Project scope is effectively managed
- Resources are allocated efficiently to maximize productivity and minimize waste
- Risks are identified, assessed and mitigated
- Project tasks and activities are well-organized and executed in a timely manner.
- Communication among team members, stakeholders and project sponsors is effective and transparent
- Changes to the project are properly evaluated, approved and implemented
- Lessons learned and best practices are documented for future reference and improvement
- Stakeholders are engaged and satisfied with the project outcomes
- The project is delivered within the specified timeline, budget and quality standards
What are the 5 stages of a project management plan?
The Project Management Institute (PMI) outlines five key stages of the project management plan, which are commonly known as the project management process groups. These stages provide a framework for managing projects effectively. The five stages are as follows:
Initiation: This is the first stage of the project management plan. It involves identifying and defining the project’s purpose, objectives and scope.
Planning: In the planning stage, detailed plans are developed to guide the execution and control of the project. This includes defining project deliverables, developing a project schedule, estimating resources and costs, identifying risks and creating a comprehensive project management plan.
Execution: The execution stage involves putting the project plan into action. Project tasks are performed, resources are allocated and project team members work towards achieving project objectives.
Monitoring and Control: During this stage, project progress is regularly monitored and actual performance is compared against planned performance. Key performance indicators (KPIs) are tracked, and necessary adjustments are made to keep the project on track. This stage involves assessing risks, addressing issues and changes and ensuring that project objectives are being met.
Closure: The closure stage marks the end of the project. It involves finalizing all project activities, completing any remaining deliverables, obtaining client or stakeholder approval,and formally closing out the project. Lessons learned are documented and a project review is conducted to identify areas for improvement in future projects.
It’s important to note that these stages are iterative, and project management is often an ongoing process. Throughout the project lifecycle, project managers may need to revisit and adjust plans based on changing circumstances and new information.
What are the 7 components of a project management plan
Before you start assembling your own plan, you should be familiar with the main components of a typical project plan.
A project management plan should include the following sections:
- Executive Summary: A short description of the contents of the report
- Project Scope & Deliverables: An outline of the boundaries of the project, and a description of how the project will be broken down into measurable deliverables
- Project Schedule: A high-level view of project tasks and milestones (Gantt charts are handy for this)
- Project Resources: The budget, personnel, and other resources required to meet project goals
- Risk and Issue Management Plan: A list of factors that could derail the project and a plan for how issues will be identified, addressed, and controlled
- Communication Management Plan: A plan for how team and stakeholder communication will be handled over the course of the project
- Cost and Quality Management Plan: This section encompasses the project’s budget, cost estimation,and cost control mechanisms. It also includes quality assurance and control measures as well as any testing or verification activities to be performed.
Basically, a project plan should tell stakeholders what needs to get done, how it will get done, and when it will get done.
That said, one size doesn’t fit all. Every project management plan must be tailored to the specific industry and circumstances of the project. You can use a project management app for smoother project planning.
For example, this marketing plan looks client facing. It is tailored to sell the client on the agency:
Whereas this commercial development plan focuses on specific objectives and a detailed timeline:
With those basics out of the way, let’s get into some tips for creating a project management plan that’s as engaging as it is professional.
5 things you need to know before creating a project management plan
Before diving into creating a project management plan, it is crucial to have a clear understanding of the project objectives and the expectations of stakeholders involved.
Without a firm grasp of these fundamental elements, your project may face significant challenges or fail to deliver the desired outcomes.
Here are key points to consider when creating a project management plan:
- Project Objectives: Clearly understand the project objectives and what you want to achieve. Identify the desired outcomes, deliverables and the purpose of the project.
- Scope of the Project: Determine the boundaries and extent of the project. Define what is included and excluded to ensure clarity and prevent scope creep.
- Stakeholders: Identify all stakeholders who will be impacted by or have an interest in the project. Understand their needs, expectations and level of involvement.
- Resources: Assess the resources required to execute the project successfully. This includes human resources, budget, equipment and materials. Determine their availability and allocation.
- Risks and Constraints: Identify potential risks, uncertainties and constraints that may affect the project. Understand the challenges, limitations and potential obstacles that need to be addressed.
Now that you have these key areas identified, let’s get started with creating your project plan!
How do you write a project plan?
A well-structured project plan serves as a roadmap for successful project execution. It provides clarity, direction and a foundation for effective project management. Whether you’re embarking on a small-scale endeavor or a large-scale initiative, crafting a project plan is crucial for achieving your objectives.
To write a successful project plan, follow these 5 steps below to create an effective project plan that serves as a valuable tool for project management:
1. Highlight the key elements of your project plan in an executive summary
An executive summary is a brief description of the key contents of a project plan.
It’s usually the first thing stakeholders will read, and it should act like a Cliff’s-notes version of the whole plan.
It might touch on a project’s value proposition, goals, deliverables, and important milestones, but it has to be concise (it is a summary, after all). First, make sure you develop a proof of concept.
In this example, an executive summary can be broken into columns to contrast the existing problem with the project solution:
The two-column format with clear headers helps break up the information, making it extremely easy to read at a glance.
Here’s another example of a project management plan executive summary. This one visually highlights key takeaways with big fonts and helpful icons:
In this case, the highlighted facts and figures are particularly easy to scan (which is sure to make your stakeholders happy).
But your executive summary won’t always be so simple.
For larger projects, your executive summary will be longer and more detailed.
This project management plan template has a text-heavy executive summary, though the bold headers and different background colors keep it from looking overwhelming:
It’s also a good idea to divide it up into sections, with a dedicated header for each section:
Regardless of how you organize your executive summary, it should give your stakeholders a preview of what’s to come in the rest of the project management plan.
2. Plot your project schedule visually with a Gantt chart
A carefully planned project schedule is key to the success of any project. Without one, your project will likely crumble into a mess of missed deadlines, poor team management, and scope creep.
Luckily, project planning tools like Gantt charts and project timelines make creating your project schedule easy. You can visually plot each project task, add major milestones, then look for any dependencies or conflicts that you haven’t accounted for.
For example, this Gantt chart template outlines high-level project activities over the course of an entire quarter, with tasks color-coded by team:
A high-level roadmap like the one above is probably sufficient for your project management plan. Every team will be able to refer back to this timeline throughout the project to make sure they’re on track.
But before project kickoff, you’ll need to dig in and break down project responsibilities by individual team member, like in this Gantt chart example:
In the later execution and monitoring phases of the project, you’ll thank yourself for creating a detailed visual roadmap that you can track and adjust as things change.
You can also use a project management tool to keep your team organized.
Further Reading: Our post featuring Gantt chart examples and more tips on how to use them for project management.
3. Clarify the structure of your project team with a team org chart
One of the hardest aspects of project planning is assembling a team and aligning them to the project vision.
And aligning your team is all about communication–communicating the project goals, communicating stakeholder requests, communicating the rationale behind big decisions…the list goes on.
This is where good project documentation is crucial! You need to create documents that your team and your stakeholders can access when they have questions or need guidance.
One easy thing to document visually is the structure of your team, with an organizational chart like this one:
In an organizational chart you should include some basic information like team hierarchy and team member contact information. That way your stakeholders have all of the information they need at their fingertips.
But in addition to that, you can indicate the high-level responsibilities of each team member and the channels of communication within the team (so your team knows exactly what they’re accountable for).
Here’s another simple organizational structure template that you can use as a starting point:
Create an organizational chart with our organizational chart maker.
4. Organize project risk factors in a risk breakdown structure
A big part of project planning is identifying the factors that are likely to derail your project, and coming up with plans and process to deal with those factors. This is generally referred to as risk management.
The first step in coming up with a risk management plan is to list all of the factors at play, which is where a risk breakdown structure comes in handy. A risk breakdown structure is a hierarchical representation of project risks, organized by category.
This risk breakdown structure template, for example, shows project risk broken down into technical risk, management risk, and external risk:
Once you’ve constructed your risk breakdown structure, you’ll be ready to do a deep dive into each risk (to assess and plan for any triggers and outcomes).
Streamline your workflow with business process management software.
5. Plan ahead: create project status reports to communicate progress to stakeholders
As I mentioned earlier, communication is fundamental in any project.
But even so, something that’s often overlooked by project managers is a communication management plan–a plan for how the project team is going to communicate with project stakeholders. Too often, project communication defaults to ad-hoc emails or last-minute meetings.
You can avoid this by planning ahead. Start with a project kickoff meeting and include a project status report template as part of your communication plan.
Here’s an example of a simple project status report that you might send to stakeholders on a weekly basis:
This type of report is invaluable for communicating updates on project progress. It shows what you’ve accomplished in a clear, consistent format, which can help flag issues before they arise, build trust with your stakeholders, and makes it easy to reflect on project performance once you’ve reached your goals.
You might also want to include a broader status report for bigger updates on a monthly or quarterly basis, like this one:
The above template allows you to inform stakeholders of more major updates like new budget requirements, revised completion dates, and project performance ratings.
You can even include visualization of up-to-date project milestones, like this example below:
Want more tips on creating visuals to enhance your communications? Read our visual communication guide for businesses.
Project management plan examples
A project management plan is probably the most important deliverable your stakeholders will receive from you (besides the project itself).
It holds all of the information that stakeholders will use to determine whether your project moves forward or gets kicked to the curb.
That’s why it’s a good idea to start with a project management plan template. Using a template can help you organize your information logically and ensure it’s engaging enough to hold your stakeholders’ attention.
Construction bid proposal template
Your construction bid proposal is probably competing against several other bidders. So, it’s important to get it right.
Start with a meticulous project overview, like in the second page of this template:
Though you may think this project will be similar to others you’ve done in the past, it’s important to nail the details.
This will also help you understand the scope of work so you can estimate costs properly and arrive at a quote that’s neither too high or low. Ontario Construction News has great advice on this process.
Simple project management plan template
This simple project management plan template that clearly lays out all of the information your stakeholders will need:
Simple project management communication plan template
A key part of project management is making sure everyone’s in the loop. A project communication plan ensures everyone knows how, where, who and when the team will communicate during the course of the project. Also construction scheduling is a critical aspect of the project management plan as it helps to ensure that all necessary tasks are completed within the allocated time frame and budget.
The key is to figure out what kind of communications is valuable to stakeholders and what is simply overwhelming and won’t lead to better decisions.
This template clearly outlines all of these factors to help manage expectations and eliminate confusion about what will get communicated and when:
Commercial development project plan template
The below project management plan template is simple and minimal, but still uses a unique layout and simple visuals to create an easy-to-read, scannable project overview.
This template is perfect for building or construction management, or any technical projects:
When picking a project plan template, look for one that’s flexible enough to accommodate any changes your stakeholders might request before they’ll approve the project. You never know what might change in the early planning stages of the project! You can also use project management tools to help you with your planning!
The takeaway: project plan best practices
- Use headers, columns, and highlights to make your executive summary easy to read
- Plot your project schedule with a Gantt chart (with tasks color-coded by department or team member)
- Use visuals like organizational charts and risk breakdown structures to communicate across your team and with stakeholders
- Pick a flexible template that you can update to align with stakeholder requests