how to do a project management plan

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What Is a Project Management Plan Used For?

There are no shortcuts to a thorough understanding of your project than through a well-written, well-structured project plan document.

When compared to the project charter, which is a high-level strategy for the program, your project management plan breaks down that high-level perspective into the practical day-to-day operation of your project, addressing everything you must accomplish in order to achieve your project objectives.

Everything from timeframes to budgets , resources to deliverables, and more will be plotted out in a complete project plan, providing you with a roadmap of what needs fixing that you could use to manage and analyze your project.

What are the Components of a Project Management Plan?

A project management plan is a collection of baselines and subsidiary plans that include:

The Importance of Project Management Planning

There is a tremendous amount of planning that goes into any successful project. When you're a project manager, you'll have a lot to remember at all times. As a result of your project plan, you will know precisely what to concentrate on at each stage of the project, where to allocate resources and time, as well as what to watch out for in case things run over schedule or over budget.

In order to get the most out of a project, you need to put in a lot of effort upfront to create a project plan that will serve you well throughout the project's lifespan. Here are five reasons why project management planning is essential.

It Serves as a Starting Point for Your Project

Your project plan, based on the agreed-upon scope, timeframe, and budget, will be developed in accordance with the authorized project charter. Having these baselines in place, specified, and authorized by the project owner will allow you to compare the actual progress of your project to how it was expected to be achieved.

This is very beneficial since it allows you to rapidly assess whether or not your project is progressing according to plan and, if it isn't, what needs to be done to fix the situation.

The Project Is More Organized

There are no alarms or surprises when your project is written out in a clear project plan. To make sure there is no space for misunderstanding or miscommunication, your thorough project plan will lay out all of the deadlines and deliverables in great detail so that everyone involved is aware of exactly what is expected of them.

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It Lays Down the Project’s Scope in Detail

Another advantage of this alignment is that it prevents scope creep. When the project plan document clearly defines the stakeholder's expectations and all agreed-upon deliverables, it's easy to identify when anything is out of scope.

In addition, it makes it simpler to deal with these issues. As a result, everyone can be persuaded of what they initially committed to, and there is no doubt about what is (or isn't) within the scope of the project, owing to a written contract or project planning sheet.

It Provides for More Efficient Project Management

Breaking down the project's work into digestible parts like deliverables, goals, or tasks makes it much simpler to figure out what resources you'll need to get it done.

Once again, you may have begun to explain this in the scope statement at a basic level, but your project management plan would be where you become more specific about how you're going to utilize the resources you have available.

It Instills Confidence in Your Endeavor

Project sponsors, stakeholders, and the project team (and, if you're feeling really down, even yourself) might be comforted by knowing where you're heading and why.

When you have a project plan document, everyone can understand how your expertise as a project manager is advancing the project's and the organization's objectives in unambiguous terms.

Things You Need to Know Before Writing a Project Plan

You need to know these five things before you begin developing a project plan.

Determine the Project’s Baselines

The first step in creating a project strategy is to ensure you understand the fundamentals. Start with establishing the project's scope, timeline, and cost baselines, since these restrictions will dictate the remainder of your project planning.

Aside from the project charter, here is the place where you truly begin to map out these baselines and establish reliable estimations. Because you'll be comparing them to other projects to see how well yours does, be as specific as possible.

Determine the Repercussions of Your Project’s Failure to Meet Its Goals

Alternatively, you may ask yourself: what must happen first in order for the next step to be possible? Establishing your project's dependencies early on allows you to better manage your timetables, identify possible roadblocks, and minimize delays.

Select Key Players in the Undertaking

There are likely to be additional project stakeholders as you go through the project management plan as well as go through each step in more depth than you identified during your stakeholder analysis.

During this time, you should also consider which stakeholders have to be informed and engaged at which stages of the project in order to create a more thorough stakeholder management plan.

Identify the Project’s Key Milestones

What are the most important signs that your project is moving forward? Your project may be broken down into a series of smaller, more manageable parts, each with a clearly stated objective. This keeps the team engaged, enables you to celebrate your successes, and shows how the overall development is moving along.

Establish the Responsibilities of Everyone Involved in the Situation

With a clear picture of the labor and resources required, you can begin choosing who should be doing what. Each item must have a designated owner to ensure that it is completed.

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Creating a Project Management Plan

As per the PMBOK® Guide , the project management plan is an output of the Develop Project Management Plan process in the Project Integration Management Knowledge Area.

The Project management plan is not created all at once. It is progressively elaborated, which means it is developed, refined, revisited, and updated. Since the project management plan integrates all the knowledge area management plans into a cohesive whole, it needs to be assembled after all the component plans have been created.

Most of the components of the project management plan are created in various processes defined in the PMBOK® Guide; for instance, the Communications Management Plan is developed in the Plan communications process.

However, the Schedule Management Plan, Cost Management Plan, and Scope Management Plan are created in the Develop Project Management Plan process. When a project charter is created in the initiating process group, it contains a summary of scope, budget, and a summary (milestone) schedule.

Since you already have these things at the time you begin developing the project plan, you can go ahead and develop the scope management plan, cost management plan, and schedule management plan. Later, when you perform the Plan Scope, Estimate Costs, and Develop Schedule processes, you can revise the components of the project plan with more detail to reflect a deeper understanding of the project.

How to Create a Project Management Plan? [ Explained in 6 Steps]

Step 1 - create a high-level template for project planning.

When it comes to your company, what does a project plan appear like? Starting with any existing resources that you can use as a reference, such as project plan examples or project plan templates, is a good place to start when developing a project strategy.

Make use of whatever resources your company makes available, such as a high-level template for planning projects, a project planning worksheet, model plans, or a calendar for preparing projects

Step 2 - Define Your Project Objective

There are many free templates and examples available to lend a helping hand with your preparation, but remember to choose the proper one for your project type when using one.

Your project management plan should be personalized to your project type, workforce type, and specific demands. IT project plans for new equipment rollouts, for example, are likely to vary from agile project plans, which in turn are likely to differ from more comprehensive strategic project plans.

Gantt charts, task lists, and other project management elements may help you ensure that your plan is effective.

Step 3 - Identify All Stakeholders

Once your project outline is ready, you have to identify the key stakeholders in the project success. Hence, it is important to collect all your requirements. Once you have collected this information, you need to define the scope of the project for each stakeholder and mention clear deliverables. To ace this step of project management good communication skills are required.

Step 4 - Get Feedback From Your Customers, Project Stakeholders, and Team Members

A strategy written in a vacuum is less likely to acquire the support it needs when the time comes. Your stakeholders will feel more involved in the project planning process if you include them, and it sets the stage for an integrated team atmosphere that will benefit your project.

Make sure you gather feedback from the project's leading characters when you establish a project plan, whether it's a planning meeting, a brainstorming session, or a one-on-one interview. Also, as an additional perk? It's an excellent chance for you to continue establishing connections with key stakeholders that you began developing throughout the stakeholder and project charter and analysis.

Step 5 - Any Previous Project Management Planning You’ve Done Should Be Included

If you've already completed stages 1-5 of project planning, you should include the results of those steps into your project management plan, as well as any research you've done up to this point.

The Project Management Institute's Project Management Body of Knowledge Guide and Standards recommend the following strategies for your project management plan:

While the PMBOK suggests implementing these 10 strategies as a baseline, you may discover that various projects need different methods.

Each of these areas should be covered at some point in your project management planning, even if they aren't comprehensively documented.

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Step 6 - Choose a Central Location for Your Project Management Strategy

Your project management plan, including your project charter, should be kept centrally so that all parties involved, including stakeholders, the team members, management, and clients, can easily access it.

How to Turn Your Project Management Plan Into a Plan of Action

Using a project management tool, you can bring your defined project management strategy to life, ensuring that you remain on schedule, hold your team responsible, and promote openness throughout the project.

Project Management Plan Approval

Since the project management plan is a formal document that is used to manage the execution of the project , it must receive formal approval. Who grants the approval for the project management plan depends on the organizational structure and a number of other factors.

Usually, the customer or the senior management of an organization does not approve the project management plan document. The customer signs the contract but often leaves the internal workings of the organization delivering the project. Typically the project plan is approved by the project manager, project sponsor, or the functional managers who provide the resources for the project.

It becomes less difficult for a project manager to get the project management plan approved, if:

How Is Project Management Different From Financial Management?

Project Management involves all the practices required for managing a project to maintain its activities from its initiation till its termination, ensuring that the organizational goals and stakeholder demands are met.

Financial Management is all about managing resources and financial operations to increase profit while achieving the organization’s and stakeholder’s objectives as soon as possible in a satisfactory manner.

1. How can I write a project management plan?

Writing a project management plan requires you to identify your project baselines. Write an executive summary and create your timeline/ team charts. Next, you will have to perform and write a risk assessment. Note down your communications and resource sub plans. Lastly, present your project management plan to the stakeholders. Collect their insights, feedback, and suggestions. You must try to incorporate the relevant ones before finalizing your plan.

2. What are the six parts of a project management plan?

A project management plan comprises an executive summary, Gantt chart/ timeline, stakeholder or team chart, risk assessment, communication sub-plan, and resource sub-plan.

3. What is the purpose of a project management plan?

With all the details and necessary steps laid, a project management plan reduces confusion, boosts confidence, and prevents obstacles during project execution. It provides a clear outline and value proposition, assigning essential roles, identifying and preventing risks, outlining milestones, and ensuring clear communication and availability of essential resources.

4. What is project management methodology?

A project management methodology comprises a set of principles, processes, and values that gauge how a team will complete a project. It structures several factors that would influence the project competition, including planning, design and documentation, communication methods within and outside of the team, timelines, and assessment modes.

5. How can project planning software help plan projects?

Project planning software lends a helping hand and simplifies project planning from the beginning to the end. It supplies much-needed project management features and transparency in the planning and execution. It facilitates effective communication among and within teams, helps track key performance factors, store data in a central location, generate reports, and overcome any other project management challenges.

To understand how to build a career in project management, and how certification training prepares you for project management job roles in any industry, watch this video on PMP Certification Training.

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Are you ready to learn how to best handle project schedules, costs, the scope of work, project constraints, market competition, stakeholders, and more? Simplilearn’s Post Graduate Program in Project Management will help you jumpstart your career in Project Management.

Followed by PGP, you can also go through some frequently asked Project Manager Interview Questions tutorial so that you can be interview ready.

Are you looking forward to making a mark in the Project Management field? If yes, enroll in the Project Management Certification Program now and get a step closer to your career goal!

PMBOK®, PMP®, and PMI® are registered trademarks of the Project Management Institute, Inc.

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Simplilearn is one of the world’s leading providers of online training for Digital Marketing, Cloud Computing, Project Management, Data Science, IT, Software Development, and many other emerging technologies.

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Project Management Plans in Project Environment

Recommended resources.

An Introduction to Project Management: A Beginner’s Guide

What Is Quality Planning and Why Is It Important in Project Management?

What is Project Planning: Tools and Fundamentals

Project Management Interview Guide

Difference between Project Management Plan and Project Documents

PMP, PMI, PMBOK, CAPM, PgMP, PfMP, ACP, PBA, RMP, SP, and OPM3 are registered marks of the Project Management Institute, Inc.

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How to Write a Comprehensive Project Management Plan [+ Examples]

By Midori Nediger , Jul 10, 2020

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 templates you can create today in our Project Management Plan Maker .

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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.

You write a project plan during the project planning stage of the project life cycle , and it must be approved by stakeholders before a project can move on the execution stage.

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.

CREATE THIS PLAN TEMPLATE

Further Reading : New to project management? Read our blog post on the 4 stages of the project life cycle .

What are the parts 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:

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:

Project Marketing Management Plan Template

Whereas this commercial development plan focuses on specific objectives and a detailed timeline:

Light Commercial Development Project Management Plan Template

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.

Further Reading : If you’re looking to create a proposal, read our in-depth business proposal guide. Then try our job proposal templates or business proposal templates .

How do you write a project plan?

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 .

I t’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:

CREATE THIS PRESENTATION TEMPLATE

The two-column format with clear headers help 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 differing background colors keep it from looking overwhelming:

Green Stripes Project Management Plan Template

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:

CREATE THIS CHART TEMPLATE

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).

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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:

CREATE THIS REPORT TEMPLATE

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 a 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 templates

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:

Green Stripes Construction Project Schedule 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.

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:

Simple Project Management Communication Plan Template

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:

Nordic Commercial Development Project Plan Template

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

CREATE A PROJECT PLAN

Stay on track with a project plan that actually works

Organize your projects with project plans to keep things on track—before you even start. A project plan houses all the necessary details of your project, such as goals, tasks, scope, deadlines, and deliverables. This shows stakeholders a clear roadmap of your project, ensures you have the resources for it, and holds everyone accountable from the start. In this article, we teach you the seven steps to create your own project plan.

Project plans are essential to keeping your project organized and on track. A great project plan will help you kick off your work with all the necessary pieces—from goals and budgets to milestones and communication plans—in one place. Save yourself time (and a few headaches) by creating a work plan that will make your project a success.

What is a project plan?

If you're still unsure about what a project plan is, here's how it differs from other project elements:

Project plan vs. work plan

A project plan and a work plan are the same thing. Different teams or departments might prefer one term or another—but they both ultimately describe the same thing: a list of big-picture action steps you need to take to hit your project objectives .

Project plan vs. project charter

A project charter is an outline of your project. Mostly, you use project charters to get signoff from key stakeholders before you start. Which means your project charter comes before your project plan. A project charter is an outline of a simple project plan—it should only include your project objectives, scope, and responsibilities. Then, once your charter has been approved, you can create a project plan to provide a more in-depth blueprint of the key elements of your project.

Project plan vs. project scope

Your project scope defines the size and boundaries of your project. As part of your project plan, you should outline and share the scope of your project with all project stakeholders. If you’re ever worried about scope creep , you can refer back to your pre-defined scope within your project plan to get back on track.

Project plan vs. agile project

Agile project management is a framework to help teams break work into iterative, collaborative components . Agile frameworks are often run in conjunction with scrum and sprint methodologies. Like any project, an Agile project team can benefit from having a project plan in place before getting started with their work.

Project plan vs. work breakdown structure

Why are project plans important?

Project plans set the stage for the entire project. Without one, you’re missing the first critical step in the overall project management process . When you launch into a project without defined goals or objectives, it can lead to disorganized work, frustration, and even scope creep. A clear, written project management plan provides a baseline direction to all stakeholders, while also keeping everyone accountable. It confirms that you have the resources you need for the project before it actually begins.

A project plan also allows you, as the person in charge of leading execution, to forecast any potential challenges you could run into while the project is still in the planning stages. That way, you can ensure the project will be achievable—or course-correct if necessary. According to a study conducted by the Project Management Institute , there is a strong correlation between project planning and project success—the better your plan, the better your outcome. So, conquering the planning phase also makes for better project efficiency and results.

7 steps to write a project plan to keep you on track

To create a clear project management plan, you need a way to track all of your moving parts . No matter what type of project you’re planning, every work plan should have:

Goals and project objectives

Success metrics

Stakeholders and roles

Scope and budget

Milestones , deliverables , and project dependencies

Timeline and schedule

Communication plan.

Not sure what each of these mean or should look like? Let’s dive into the details:

Step 1: Define your goals and objectives

You’re working on this project plan for a reason—likely to get you, your team, or your company to an end goal. But how will you know if you’ve reached that goal if you have no way of measuring success?

Every successful project plan should have a clear, desired outcome. Identifying your goals provides a rationale for your project plan. It also keeps everyone on the same page and focused on the results they want to achieve. Moreover, research shows that employees who know how their work is contributing to company objectives are 2X as motivated . Yet only 26% of employees have that clarity. That’s because most goal-setting happens separate from the actual work. By defining your goals within your work plan, you can connect the work your team is doing directly to the project objectives in real-time.

What's the difference between project goals and project objectives?

In general, your project goals should be higher-level than your project objectives. Your project goals should be SMART goals that help you measure project success and show how your project aligns with business objectives . The purpose of drafting project objectives, on the other hand, is to focus on the actual, specific deliverables you're going to achieve at the end of your project. Your project plan provides the direction your team needs to hit your goals, so you can create a workflow that hits project objectives.

Your project plan provides the direction your team needs to hit your goals, by way of your project objectives. By incorporating your goals directly into your planning documentation, you can keep your project’s North Star on hand. When you’re defining your project scope, or outlining your project schedule, check back on your goals to make sure that work is in favor of your main objectives.

Step 2: Set success metrics

Once you’ve defined your goals, make sure they’re measurable by setting key success metrics. While your goal serves as the intended result, you need success metrics to let you know whether or not you’re performing on track to achieve that result. The best way to do that is to set SMART goals . With SMART goals, you can make sure your success metrics are clear and measurable, so you can look back at the end of your project and easily tell if you hit them or not.

For example, a goal for an event might be to host an annual 3-day conference for SEO professionals on June 22nd. A success metric for that goal might be having at least 1,000 people attend your conference. It’s both clear and measurable.

Step 3: Clarify stakeholders and roles

Running a project usually means getting collaborators involved in the execution of it. In your project management plan, outline which team members will be a part of the project and what each person’s role will be. This will help you decide who is responsible for each task (something we’ll get to shortly) and let stakeholders know how you expect them to be involved.

During this process, make sure to define the various roles and responsibilities your stakeholders might have. For example, who is directly responsible for the project’s success? Are there any approvers that should be involved before anything is finalized? What cross-functional stakeholders should be included in the project plan? Are there any risk management factors you need to include?

Consider using a system, such as a RACI chart , to help determine who is driving the project forward, who will approve decisions, who will contribute to the project, and who needs to remain informed as the project progresses.

Then, once you’ve outlined all of your roles and stakeholders, make sure to include that documentation in your project plan. Once you finalize your plan, your work plan will become your cross-functional source of truth.

Step 4: Set your budget

Running a project usually costs money. Whether it’s hiring freelancers for content writing or a catering company for an event, you’ll probably be spending some cash.

Since you’ve already defined your goals and stakeholders as part of your project plan, use that information to establish your budget. For example, if this is a cross-functional project involving multiple departments, will the departments be splitting the cost of the project? If you have a specific goal metric like event attendees or new users, does your proposed budget support that endeavor?

By establishing your project budget during the project planning phase (and before the spending begins), you can get approval, more easily track progress, and make smart, economical decisions during the implementation phase of your project. Knowing your budget beforehand helps you with resource management , ensuring that you stay within the initial financial scope of the project. Planning helps you determine what parts of your project will cost what—leaving no room for surprises later on.

Step 5: Align on milestones, deliverables, and project dependencies

An important part of planning your project is setting milestones, or specific objectives that represent an achievement. Milestones don’t require a start and end date, but hitting one marks a significant accomplishment during your project. They are used to measure progress. For example, let’s say you’re working to develop a new product for your company . Setting a milestone on your project timeline for when the prototype is finalized will help you measure the progress you’ve made so far.

A project deliverable , on the other hand, is what is actually produced once you meet a milestone. In our product development example, we hit a milestone when we produced the deliverable, which was the prototype. You can also use project dependencies —tasks that you can’t start until others are finished. Dependencies ensure that work only starts once it’s ready. Continuing the example, you can create a project dependency to require approval from the project lead before prototype testing begins.

If you’re using our free project plan template , you can easily organize your project around deliverables, dependencies, and milestones. That way, everyone on the team has clear visibility into the work within your project scope, and the milestones your team will be working towards.

Step 6: Outline your timeline and schedule

In order to achieve your project goals, you and your stakeholders need clarity on your overall project timeline and schedule. Aligning on the time frame you have can help you better prioritize during strategic planning sessions.

Not all projects will have clear-cut timelines. If you're working on a large project with a few unknown dates, consider creating a project roadmap instead of a full-blown project timeline. That way, you can clarify the order of operations of various tasks without necessarily establishing exact dates.

Once you’ve covered the high-level responsibilities, it’s time to focus some energy on the details. In your work plan template , start by breaking your project into tasks, ensuring no part of the process is skipped. Bigger tasks can even be broken down into smaller subtasks, making them more manageable.

Then, take each task and subtask, and assign it a start date and end date. You’ll begin to visually see everything come together in a cohesive project timeline . Be sure to add stakeholders, mapping out who is doing what by when.

Step 7: Share your communication plan

We’ve established that most projects include multiple stakeholders. That means communication styles will vary among them. You have an opportunity to set your expectations up front for this particular project in your project plan. Having a communication plan is essential for making sure everyone understands what’s happening, how the project is progressing, and what’s going on next. And in case a roadblock comes up, you’ll already have a clear communication system in place.

As you’re developing your communication plan, consider the following questions:

How many project-related meetings do you need to have? What are their goals?

How will you manage project status updates ? Where will you share them?

What tool will you use to manage the project and communicate progress and updates?

Like the other elements of your project plan, make sure your communication plan is easily accessible within your project plan. Stakeholders and cross-functional collaborators should be able to easily find these guidelines during the planning and execution phases of your project.

Example project plan

Next, to help you understand what your project management plan should look like, here are two example plans for marketing and design projects that will guide you during your own project planning.

Project plan example: annual content calendar

Let’s say you’re the Content Lead for your company, and it’s your responsibility to create and deliver on a content marketing calendar for all the content that will be published next year. You know your first step is to build your work plan. Here’s what it might look like:

Goals and success metrics

You establish that your goal for creating and executing against your content calendar is to increase engagement by 10%. Your success metrics are the open rate and click through rate on emails, your company’s social media followers, and how your pieces of content rank on search engines.

Stakeholders and each person’s role

There will be five people involved in this project.

You, Content Lead: Develop and maintain the calendar

Brandon and Jamie, Writers: Provide outlines and copy for each piece of content

Nate, Editor: Edit and give feedback on content

Paula, Producer: Publish the content once it’s written and edited

Your budget for the project plan and a year’s worth of content is $50,000.

Milestones and deliverables

Your first milestone is to finish the content calendar, which shows all topics for the year. The deliverable is a sharable version of the calendar. Both the milestone and the deliverables should be clearly marked on your project schedule.

You’ve determined that your schedule for your content calendar project plan will go as follows:

October 15 - November 1: The research phase to find ideas for topics for content

November 2 - November 30: Establish the topics you’ll write about

December 1 - January 1: Build the calendar

January 1 - December 31: Content will be written by Brandon and Jamie, and edited by Nate, throughout the year

January 16 - December 31: Paula will begin publishing and continue to do so on a rolling basis throughout the year.

You’ll have a kick-off meeting and then monthly update meetings as part of your communication plan. Weekly status updates will be sent on Friday afternoons. All project-related communication will occur within a project management tool .

How ClassPass manages project plans from start to finish

Kerry Hoffman, Senior Project Manager of Marketing Operations at ClassPass , oversees all marketing projects undertaken by the creative, growth, and content teams. Here are her top three strategies for managing project plans:

Identify stakeholders up front: No matter the size of the project, it’s critical to know who the stakeholders are and their role in the project so you ensure you involve the right people at each stage. This will also make the review and approval process clear before the team gets to work.

Agree on how you want to communicate about your project: Establish where and when communication should take place for your project to ensure that key information is captured in the right place so everyone stays aligned.

Be adaptable and learn other people’s working styles: Projects don’t always go according to plan, but by implementing proper integration management you can keep projects running smoothly. Also, find out how project members like to work so you take that into account as you create your plan. It will help things run smoother once you begin executing.

Write your next project plan like a pro

Congratulations—you’re officially a work planning pro. With a few steps, a little bit of time, and a whole lot of organization, you’ve successfully written a project plan.

Keep yourself and your team on track, and address challenges early by using a project management tool like Asana . Work through each of the steps of your project plan with confidence, and streamline your communications with the team.

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Learn step-by-step how you can be a project manager that teams love.

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How to Create a Project Plan in 5 Simple Steps

Every project tells a story about its goals, team, timing, and deliverables—and it requires detailed project planning and management to get the story right. Some of those stories are short and to the point while others are epic novels rife with twists and turns.

No matter the length or level of drama, every story is based on a story arc or an outline—or as we call it in the project management world, a project plan.

What is project planning?

What is a project management plan.

Project planning steps

How to create a project plan in TeamGantt

Simple project plan examples, free project planning templates, project planning definitions.

Before we dive into the process basics, let’s start with a couple of definitions.

Project planning is the process of defining the project scope , objectives, and steps needed to get the work done. It's one of the most important processes in project management. The output of the project planning process is a project management plan.

A project management plan—also known as a project plan—is a document that outlines the process your team will use to manage the project according to scope to meet its stated objectives. The purpose of a project plan is to map out the steps and resources it will take to complete a project on time and budget.

A project plan communicates vital information—such as deadlines, assignments, and key milestones —to all project stakeholders and is integral to project success. It is most commonly represented in the form of a gantt chart to make it easy to ensure work stays on track.

Project planning steps: How to write a good project plan

Poor planning can lead to some pretty ugly consequences—from missed deadlines and budget overages to team burnout and client frustration. That’s why it’s important to establish a solid process you can use to plan any project.

Planning a project doesn’t have to be difficult. These basic project planning steps can help you write a plan that’s both realistic and on target.

Rather watch than read? Check out our video tutorial on how to make a realistic project plan.

Step 1: Start with research and preplanning

A project plan is more than a dry document with dates. It’s the story of your project, and you don’t want it to be a tall tale! So make sure you know all the facts before you start creating a project plan.

Understand the project scope and value

Understanding the ins and outs of the project will help you determine the best process and identify any snags that might get in the way of success. Conduct your own research to dig deeper on:

Dive into any communications that are relevant to the project. Review the scope of work and related documents (maybe an RFP or notes from sales calls or meetings with your client team). Be thorough in your research to uncover critical project details, and ask thoughtful questions before you commit to anything.

Interview key stakeholders

If you want to dazzle stakeholders with a stellar project delivery, you’ve got to know how they work and what they expect. Schedule time with your main project contact, and ask them some tough questions about process, organizational politics, and general risks before creating a project plan.

This will give project stakeholders confidence that your team has the experience to handle any difficult personality or situation. It also shows you care about the success of the project from the start.

Be sure to discuss these things with your stakeholders:

See a list of sample interview questions to ask stakeholders so you can develop better project plans.

Get to know your team

The last step in the research phase is to take time to learn more about the people who’ll be responsible for the work. Sit down with your team and get to know their:

Understanding these basics about your team will help you craft a thoughtful plan that takes their work styles and bandwidth into consideration. After all, a happy team delivers better projects.

Step 2: Draft a rough outline of your project plan

Now that you’ve gathered the basic project details, the next step is to knock out a rough draft of your plan. Take some time to think about the discussions you had in the pre-planning phase and the approach your team might take to meet the project goals.

Sketch out the main components of your project plan

Sit down with a pen and paper (or a whiteboard), and outline how the project should work at a high level. Be sure you have a calendar close by to check dates.

If you’re at a loss for where to begin, start with the who, what, when, and how of the project. Any solid project plan should answer these questions:

A first outline can be very rough and might look something like a work breakdown structure , as noted in our chapter on project estimation . Make sure your project plan outline includes the following components:

Considering these elements will help you avoid surprises—or at least minimize them. And remember, you’re doing this as a draft so you can use it as a conversation-starter for your team. It’s not final yet!

Get input from your team on process, effort, and timing

You don’t want to put yourself or your team in an awkward position by not coming to a consensus on the approach before presenting it to your client. That's why a project manager can’t be the only one writing a project plan.

Once you’ve sketched out a basic outline of your plan, take those rough ideas and considerations to your team. This enables you to invite discussion about what might work rather than simply dictating a process. After all, every project must begin with clear communication of the project goals and the effort required to meet them.

Be sure to get input from your team on how they can complete the tasks at hand without killing the budget and the team’s morale. As a project manager, you can decide on Agile vs. Waterfall approaches , but when it comes down to it, you need to know that the team can realistically execute the plan.

You can also use this project plan review time to question your own thinking and push the team to take a new approach to the work. For example, if you’re working on a website design project plan , could designers start creating visual concepts while the wireframes are being developed? Or can you have two resources working on the same task at once?

Running ideas by the team and having an open dialogue about the approach not only helps you build a more accurate project plan. It gets everyone thinking about the project in the same terms. This type of buy-in and communication builds trust and gets people excited about working together to solve a goal. It can work wonders for the greater good of your team and project.

Step 3: Build out your detailed project schedule

You should feel comfortable enough at this point to put together a rock-solid project schedule using whatever tool works for you. (Ahem, TeamGantt works nicely for a lot of happy customers. )

Build your project plan

Any good online project planning tool will help you formalize your thoughts and lay them out in a consistent, visual format that’s easy to follow and track. Make sure tasks, durations, milestones, and dates are crystal-clear, and try to keep your project plan simple. The easier it is to read, the better!

See the steps for creating a project plan in TeamGantt

Be as flexible as possible when it comes to how your project plan is presented. There's no absolute when it comes to how to format your project plan as long as you and your team understand what goes into one.

Remember, people absorb information differently. While you might be partial to a gantt chart , others might prefer to view tasks in a list, calendar, or even a kanban board . You can make all of those variations work if you’ve taken the steps to create a solid plan.

TeamGantt gives you the ability to quickly and easily build and adjust a project plan using a simple drag and drop feature. Plus, it comes with customizable views to fit every team member’s work style. Try it out, and create a project plan for free!

If your team currently prefers spreadsheets and isn’t quite ready to use TeamGantt yet, try our free Excel gantt chart template .

Step 4: Present and confirm your plan

You’re almost finished! You’ve done your research, outlined your approach, discussed it with your team, and built your formal project plan.

Now it’s time to do your due diligence. It’s easy to throw stuff in a plan, but you have to make sure you get it right.

Run your final plan by your internal team

Your team needs to know the reality of your plan as it stands after you’ve built it out in TeamGantt. And you want to be sure they’re comfortable committing to the details. If they don’t, things will quickly fall apart!

Always review your final plan with your team before delivering it to stakeholders. Why? Because things like dates and tasks—and even assignments—will shift as you formalize the rough sketch of your plan.

Here are a few things you’ll want to discuss with your team as you review the final plan together:

There’s nothing more embarrassing than delivering a plan with an error or a promise you can’t keep. Taking a few minutes to get buy-in from your team will give everyone peace of mind about your plan.

Review your project plan with stakeholders

Once you’ve confirmed the plan with your team and have their full sign-off, you’re ready to share your project plan with stakeholders .

When delivering your project plan, make sure you provide an executive summary. This might come in the form of a project brief or project charter . A short recap of the overall methodology, resources, assumptions, deadlines, and related review times will help you convey what the plan means to the project and everyone involved.

Project plans can be daunting, so schedule time to present your project plan to your stakeholders at a high level. Here are some things you’ll want to point out about your plan during this review:

If a stakeholder is interested in the day-to-day details, feel free to walk them through the plan line by line. Otherwise, start by explaining overall sections or phases, and be sure to come back to your plan at intervals throughout the project to remind them of tasks, next steps, and overall progress.

Step 5: Execute your plan and adjust as needed

Some projects are smooth and easy to manage, and others are a complete nightmare that wake you up at 3 a.m. every other night. Thankfully, having a solid project plan is your best defense against project chaos once work gets underway.

Work your plan

Keep in mind that project plans are living documents. Projects change constantly, and someone has to stay on top of—and document—that change. Remember to:

Learn how to manage change requests like a pro.

Ready to plan your project in TeamGantt? Follow these easy steps to build a plan that’s structured well and includes the elements you need for project success.

1. Enter your basic project details.

To create a new project plan in TeamGantt, click the New Project button in the upper right corner of the My Projects screen. Then enter your project name and start date, and select the days of the week you want to include in your plan. Click Create New Project to move on to the next step.

Example of the project creation screen in TeamGantt

2. List out your project tasks and milestones.

Now the real planning fun begins! Enter all the different tasks it will take to get the job done. If there are any key meetings, deliverable deadlines, or approvals, add those as milestones in your project plan.

List of tasks organized into 2 task groups in a project plan

3. Organize tasks into subgroups.

Scrolling through one long list of tasks can be mind-numbing, even to the best of us. Break tasks down into phases or sections to ensure your project plan is easy to read and understand.

4. Add task durations and milestone dates to the project timeline.

A visual project plan makes it easy to see exactly what needs to get done by when. Make sure every task has a start and end date so nothing falls through the cracks. TeamGantt’s drag and drop feature makes this planning step quick and easy.

Example of TeamGantt's drag and drop scheduling for task durations

5. Connect related tasks with dependencies.

Adding dependencies between tasks ensures work gets done in the right order and also helps you plan for delay risks. If your plan shifts and you need to move tasks around, dependencies speed up the process.

Example of a dependency line connecting a task assigned to Peggy to a subsequent task assigned to Don

6. Assign responsible team members to tasks.

That way there’s no confusion about who’s doing what, and your team can update and manage their daily tasks . Don’t forget to check team availability along the way to avoid overloading anyone with too much work.

7. Use the RACI chart to define task roles more clearly.

This feature takes accountability one step further by letting you assign more specific roles to each task: Responsible , Accountable , Consulted , and Informed . Learn how RACI charts work and what each role means.

Example of RACI assignments in TeamGantt for a digital marketing campaign project plan

8. Add hourly estimates and/or points to each task.

This makes it easy to see the lift each task involves at a glance. Including hourly estimates in your project plan also enables you to manage workloads and track overages more accurately.

Example of estimated hours for tasks in a project plan with actual vs estimated hours progress indicators

9. Color-code tasks for better scannability.

You can use colors to categorize tasks by project phase, priority, department, or team member—whatever makes visual sense to you and your team.

Example of color selection menu in TeamGantt for color-coding taskbars on the timeline

10. Add notes to clarify tasks or spell out important details.

There’s no such thing as too much information if it means your team has what they need to deliver quality work on time. Use the Notes section of your Discussion tab to enter any pertinent details your team will find helpful.

Task detail window example with notes on scope and word count, as well as a creative brief attached to the task

11. Upload important documents to the project.

This ensures project files are accessible to everyone in a centralized hub. You might attach your scope document , project requirements , risk assessment matrix , or even a creative brief to guide your team to successful completion.

If you’re planning a project for the first time or taking on a totally new type of project, you might be struggling to get your plan off the ground. So let’s take a look at a couple of project management plan examples you can use to generate ideas for your own planning.

Example project plan for building a house

Building a house requires coordination of crews and materials on top of tasks and timelines. That’s why planning is especially critical in construction project management .

The video below walks you through an example of a project management plan using our free construction schedule template . It’s a simple place to start if you’re building a house and need to make a project plan quickly.

Watch our construction plan template tutorial.

Agile project plan example

You might think gantt charts and Agile projects don’t mix. But a hybrid approach enables you to plan and track Agile sprints on a traditional timeline, while maintaining a flexible workflow.

In this sample Agile project plan, we built each sprint out as its own task group, with milestones for sprint planning and deployment.

Agile project plan example with 2 sprints scheduled on a timeline

The bonus? Your team can use kanban boards in TeamGantt to manage their daily workflow.

Sample Agile project plan in a kanban board view with columns for to do, in progress, and done

Want to save time creating your next project plan? We created a whole library of project templates you can use to jumpstart your planning process!

Check out these free project plan templates:

Plan your next project in minutes

Discover just how easy project planning can be with TeamGantt. Create your first gantt chart for free!

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COMMENTS

How to Create a Project Management Plan (Step by Step)
How to create a project management plan · Step 1: Identify the goal of the project · Step 2: Map out the scope · Step 3: Develop an outline or plan · Step 4: Share
Project Planning 101: 6 Steps to a Foolproof Project Plan
Step 1: Identify and meet with stakeholders · Step 2: Set and prioritize goals · Step 3: Define deliverables · Step 4: Create the project schedule
12 Steps to Develop a Project Management Plan
How to Create a Realistic Project Plan in 12 Steps · 1. Collect requirements from key stakeholders. · 2. Define the scope of the project. · 3.
How To Build A Great Project Management Plan [Template Included]
How to make a project plan · 1. Start with a high level project plan template · 2. Then tailor it to match your project type · 3. Get input from clients, project
What Is a Project Plan? The Ultimate Guide to ...
The project plan, also called project management plan, answers the who, what, where, why, how and when of the project—it's more than a Gantt chart with tasks
What Is A Project Management Plan And How To Create One
To create a project management plan, first put together a high overview of the basics of your project, including the project's scope, schedule
What is a Project Management Plan and How to Create One
A project management plan comprises an executive summary, Gantt chart/ timeline, stakeholder or team chart, risk assessment, communication sub-
How to Write a Project Management Plan [+ Examples]
1. Highlight the key elements of your project plan in an executive summary · 2. Plot your project schedule visually with a Gantt chart.
Stay on track with a project plan that actually works
7 steps to write a project plan to keep you on track · Step 1: Define your goals and objectives · Step 2: Set success metrics · Step 3: Clarify
How to Create a Project Plan in 5 Simple Steps
A project management plan—also known as a project plan—is a document that outlines the process your team will use to manage the project according to scope to