Kicking off a project is no easy task, and with so many moving parts, people, and stacks of paperwork to manage, adding another document to your pile might sound unappealing. Believe it or not, adding a project management checklist to your toolbox can help you minimize your workload while staying on top of essential components. 

Read on to learn more about the importance of a project management checklist and why you should consider one for your team’s next project.

Project Management Checklist Basics

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Components of a Checklist for Project Management by Project Phase

While project management checklists are designed to be customizable, the most common use case is to track essential tasks throughout project phases. 

1. Project initiation phase

This is a time to establish a vision of what the project should look like, including scope, goals, deliverables, and more. While the details don’t need to be incredibly specific at this phase of the project, at a minimum, stakeholders will require enough information about the project to clearly define a business case and approve it. 

Some project components you could add to your checklist during this phase include:

• Project proposal
• Kick-off meeting
• List of project management solutions to employ
• Communication channels

2. Project planning phase

Project planning sets the foundation for project success and is the most documentation-intensive portion of the project lifecycle. During this phase, it’s important to set standard operating procedures for project work to keep team expectations consistent and provide structure.

Project components to add to your checklist during this phase include:

• Finalizing a detailed project charter
• Deciding on a project management methodology to use for the project (Agile, Waterfall, etc.)
• Assigning task deadlines and deliverable expectations
• Setting a project budget and timeline

3. Project execution phase

During the project execution phase, project work is set into action, and that means more moving parts to manage. Using a project checklist during this phase in particular is helpful to ensure that essential planning components don’t fall through the cracks. 

Some examples of project components you would want to add to your checklist during this phase include:

• Setting routine reminders to check in on team members’ progress
• Establishing regular meeting times with the team and stakeholders 
• Sending relevant data and information periodically to external stakeholders
• Reminder to reserve and allocate specific resources as needed (meeting spaces, technology, 3rd party contractors, etc)

4. Project monitoring phase

Project monitoring is a time for collecting data and trying to stay ahead of any potential roadblocks. During this phase, documentation is crucial to compiling data about the project: from budget updates to staying on time, and more. 

Some examples of project components you would want to add to your checklist during this phase include:

• Evaluating progress on deliverables
• Updating project plans and goals
• Redistributing workloads as needed
• Coaching team members as needed

5. Project closure phase

The project closure phase is a time for handing over final deliverables, reflecting on potential areas of improvement, and celebrating wins. During this phase, it’s important to document what went well and what was challenging in order to improve the likelihood of future projects’ success.

Some examples of project components you would want to add to your checklist during this phase include:

• Turning over deliverables
• Hosting a project postmortem meeting
• Communicating final outcomes with all types of stakeholders
• Turning over final notes to the project management office

Read more: 5 Phases of Project Management Life Cycle | Complete Guide

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