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Project performance suffers without careful planning, yet so many project management professionals still rush the project planning step. Failure to plan is planning to fail, but planning, when done poorly, could still hurt your project. Proper project planning takes time and effort. One way to get through this crucial process in project management is by using a reliable project plan template.
Free Project Plan Templates and Examples to Download
Project professionals have the flexibility to create a straightforward project plan template using spreadsheets or other productivity tools. The key is to ensure that the template captures all the necessary information required for successful project management.
However, with the growing adoption of project management best practices in businesses, project plan template formats have become more diverse and extensive. Below, we compiled examples of project plan templates you can download and use for your next project.
Simple project plan template
A simple project plan requires you to fill in the most important details about the project, including its scope, objectives, deliverables to be completed, and milestones to be crossed. Managers handling not-so complex projects can use this template to get started.
Time-focused project plan template
The time-focused project plan template places particular emphasis on the start, end, duration, and sequence of activities and tasks. This project timeline template provides a comprehensive overview of both the overall project timeline and the individual activities within it. This way, stakeholders can easily track progress and identify any potential delays or bottlenecks.
Priority-focused project plan template
The priority-focused project plan template provides a concise overview of the project, including the teams involved and the activities they need to complete. Additionally, it outlines the project schedule for the upcoming months. However, what sets this plan apart is its focus on priority.
By clearly identifying which tasks are high, mid, and low priority, teams can allocate their resources accordingly. This ensures that critical tasks receive the necessary attention and resources, while lower priority tasks are appropriately managed.
Deliverable-focused project plan
The deliverable-focused project plan template divides the project into different phases defined by specific processes or deliverables that need to be completed within each phase. By laying out what needs to be achieved at each stage, teams can align their efforts and focus on meeting these expectations. This not only ensures that the project stays on track, but it also helps in managing stakeholder expectations.
Why Use a Project Plan Template?
There are multiple benefits to using a project management project plan template. Not only does it support project efficiency, it also promotes better growth and development for project managers and project teams. Here are other ways a project planning template can help ensure your project is on the right track for success.
Saves time and effort
The first and most obvious benefit of using a project plan template is how it will minimize (or eliminate) the time and effort project managers would have used to conceptualize and structure their project plans. Starting from scratch may not always be necessary — utilizing a project plan template can be a valuable shortcut.
Maximizes previous experience
Using a project plan template not only saves time and effort but it also serves as an account of the lessons learned from previous projects. By incorporating any updates in standards and conventions, project feedback, and improvements or modifications from recent projects across the organization, the project plan template ensures that the team is equipped with valuable insights and best practices.
A project plan template serves as a valuable organizational process asset, as it captures the successful project execution strategies that have been previously employed. By utilizing this, project managers can benefit from the collective wisdom and experience of their predecessors, increasing the likelihood of achieving project success.
Ensures complete coverage
By having a predefined template, the team can ensure that no important tasks or steps are overlooked during the planning process. This helps minimize the risk of errors or omissions that could potentially impact the success of the project.
Whether the project manager is a beginner or experienced, having a comprehensive project plan template can provide a solid foundation for organizing and executing the project.
Maintains uniformity across teams
For companies that handle multiple projects, utilizing a project management template can greatly enhance their efficiency and organization. A project plan template provides a standardized framework for managing projects, ensuring that all necessary steps are taken and deadlines are met. This uniformity in processes allows for easier tracking and monitoring of progress, as well as better coordination and communication among team members.
Guarantees efficient turnover
A project plan template simplifies the process of onboarding and turning the project over to new project managers. When a new project manager takes over a project, they would need to quickly get up to speed on the project’s objectives, tasks, and timelines. With a project plan template in place, the new manager can easily review and understand the project’s structure and goals. This template acts as a roadmap, providing a clear outline of the project’s scope, project deliverables, and milestones. It also helps to ensure consistency and continuity in project management practices, making the transition smoother for the new manager and their team.
Project Plan Template Sections and Components
The project plan template is a valuable tool for project managers, as it provides a structured framework for creating and completing a working project plan. However, it is important to note that the effectiveness of the project plan template lies in its ability to be customized to suit the specific needs of each company.
Depending on the type, size, and complexity of the project, different companies may have variations in their project plans. However, below are the basic components of a simple project plan template.
Project scope
The project scope outlines the objectives, deliverables, and boundaries of a project. It defines what is to be accomplished and the work that needs to be done to achieve those goals.
Milestones
Project milestones serve as important checkpoints and indicators of progress toward the overall completion of the project. By indicating them along with details such as descriptions and estimated delivery dates, all stakeholders can have a clear understanding of the project’s progress and timeline. This allows for effective communication and alignment of expectations throughout the project life cycle.
Project phases
When dividing a project into phases, it is important to have a clear plan in place. The number of phases may vary depending on the nature of the final product, but it can range from as few as four to as many as six.
The phases of a project typically include initiation, planning, execution, monitoring and control, and closure. Each of these phases has its own set of milestones, deliverables, and activities.
Read more: 5 Phases of Project Management Life Cycle
Activities and tasks
To complete a project successfully, it is important to list and organize all the activities required in your project plan. The template should include all the phases of the project and for each phase, the activities needed to reach the milestones and ultimately complete the project. These activities should be broken down further into manageable tasks and subtasks.
It is also advisable to estimate the duration required to complete each task and assign a resource responsible for its completion. This ensures that there is clarity and accountability throughout the project, leading to a successful outcome.
Gantt chart
With the help of a project plan template, it becomes easier to compile all the information and create a comprehensive Gantt chart. This chart serves as a visual representation of the various phases of the project, including the listed activities, milestones, and task durations. By utilizing a Gantt chart, the sequence of tasks is made even clearer and dependencies between tasks are easily identified. Additionally, project planning and management software can automatically generate Gantt charts from lists and tables, providing more detailed views and enabling efficient tracking of project progress throughout its life cycle.
Read more: Best Gantt Chart Software for Project Management
What Are the Key Prerequisites of Project Planning?
Before embarking on any project, it is essential to have a well-defined project plan in place. Drafting a project plan is different from developing a project management plan, as the latter is a bit more complex. But just like a project management plan, there are several key prerequisites that need to be fulfilled before making a project plan. By fulfilling them, your team can create a comprehensive project plan that sets you up for success.
Gather project information
Gather all the necessary information and requirements for the project. This includes understanding the project scope, project objectives, deliverables, and desired outcomes. By having a clear understanding of what needs to be achieved, the project plan can be tailored accordingly.
Identify stakeholders
Identify the stakeholders and their roles in the project. This includes determining who will be responsible for decision-making, who will provide resources and support, and who will be affected by the project outcomes. Involving all relevant stakeholders from the beginning ensures that their expectations are aligned with the project objectives.
Evaluate project resources
Another key prerequisite is to assess the available resources and determine their availability and capacity. This includes the budget, personnel, equipment, and materials needed for the project. By understanding the resource constraints upfront, the project plan can be developed in a realistic and achievable manner.
The Project Planning Phase
Project planning is a crucial process that involves aligning organizational strategy with project strategy to ensure the successful execution of a project. Once the prerequisites above have been fulfilled, several more steps have to be taken
1. Create a work breakdown structure (WBS)
Creating a work breakdown structure (WBS) involves breaking down the project into smaller, manageable tasks or work packages. The work breakdown structure helps in organizing and allocating resources, as well as estimating timeframes and costs for each task. The project plan template can include a section to document the WBS, providing a visual representation of the project’s structure to organize the project’s tasks and activities.
2. Develop a project schedule
Once the WBS is created, the next step is to develop a project schedule. This involves determining the sequence of tasks and their dependencies and assigning resources to each task. Gantt charts are commonly used to represent the project schedule, showing when each task will start and end.
3. Assess risks
Another important step in project planning is risk management. In project management terms, risk management involves identifying potential risks or uncertainties that may impact the project’s success and developing strategies to mitigate them. The project plan template can include a risk register section, where risks are identified, and assessed, and appropriate actions are planned.
4. Build a communication plan
Lastly, project planning involves establishing a communication plan. This outlines how information will be shared among team members, stakeholders, and other relevant parties. The communication plan may include regular meetings, reports, and updates to ensure everyone is well-informed about the project’s progress. The project plan template may also include a section for documenting the communication plan, ensuring effective communication throughout the project lifecycle.
Bottom Line
A project plan is an essential tool in project management. It provides a structured framework to outline the goals, objectives, tasks, and timelines of a project. With this, you can effectively manage resources, track progress, and ensure that all stakeholders are on the same page. By using a project plan template, you can save time and effort in creating a plan from scratch and focus on executing the project successfully.
