A project management plan provides stakeholders and end users with a roadmap for how a future project will be carried out. It takes time to put together, but the effort is worthwhile. It aids in lowering risks, gaining support, assembling team expertise, coordinating communications, and ensuring resource availability. This post first describes what a project management plan is and its advantages before providing a simple, step-by-step tutorial on how to make one.
The how, when, and what-ifs of a project’s execution are outlined in a set of documents known as a project management plan. It provides an overview of the value proposition for the project, the stages necessary in its execution, available resources, communication tools and protocols, risks, stakeholders (and their responsibilities), and the deliverables needed to complete the project. An executive summary, team and Gantt charts, a risk assessment, and subplans for resource and communication management are all included in the documents.
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What Purposes Does a Project Management Plan Serve?
A project management plan acts as a blueprint or road map for your project’s eventual success. It accomplishes this by focusing your plan’s skill, support, personnel, resources, risk management, and excellent communication.
Here are some examples of use cases for project management plans:
Buy-in. Your strategy makes sure that everyone is on board so they can all work effectively.
Expertise. A plan makes it easier to make sure you have enough workers to competently handle the project’s required operations.
Risk control. Creating your strategy enables you to evaluate potential risks and determine how to avoid or reduce them when the project is executed.
collaboration and dialogue. Your planning approach makes sure that a project’s outcome won’t be harmed by bad communication. It accomplishes this by ensuring that everyone is using the same communication tools, schedules, preferences, and protocols.
Milestones. As you organize your project, make sure everyone in your team is on board with the key milestones. By doing this, you can make sure that your team is prepared to start working on the project right once and that scope creep won’t harm it.
Resource administration. You evaluate the resources needed to finish the project and their availability during the planning process. Resources could be anything, like cash or raw resources. By doing this, you can guarantee that resources are available and that the project won’t be derailed or abandoned due to a lack of resources.
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6 Parts of a Project Management Plan
An executive summary, timetable or Gantt chart, resource management subplan, risk assessment, communication subplan, and team chart should all be included in a project management plan. Below is a summary of each of these components:
a succinct summary A project’s value proposition, the issue it tackles and how it resolves it, the budget breakdown, key dates, and deliverables are all covered in an executive summary.
Gantt chart or a timeline. A Gantt chart, which frequently appears in project management plans, displays all of the milestone start and end dates as well as the beginning and ending dates of the project itself. Any dependent and independent activity should also be noted.
Risk evaluation. All potential roadblocks that could prevent the project’s completion or lower the standard of its deliverables should be listed in the risk assessment. It also describes the potential causes of these dangers and how they can be reduced or completely avoided.
Team diagram. The team chart lists all the participants in the project, their responsibilities, and preferred methods of communication.
Subplan for communications. This subplan provides an overview of the communication resources and schedules that will be used to keep the project moving forward and on schedule, the communication protocols stakeholders should adhere to, and the team members’ preferred methods of communication.
Subplan for resource management. What resources could be required to finish the project should be listed in this subplan. Raw materials, technological resources, and money are examples of essential resources. The next section should provide a breakdown of the materials required for each milestone, a method to guarantee their availability, and a technique to keep track of resources as the project is being carried out.
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Before You Create a Plan
Spend a little time getting ready before starting to write your plan. Determining what is at risk should the project not succeed, identifying the milestones required for successful completion, choosing key personnel to complete your project, choosing and registering for the tools that will make the process of creating your plan simple and effective, and identifying the project’s ultimate beneficiary are some examples of how to do this. The details of each of these preparation processes are shown below.
Failure Risk Evaluation
Defining what would occur if the project were unsuccessful will help you later when you inspire your execution team and create the value case for your plan and project. This viewpoint underlines the significance of each stakeholder’s involvement.
Identifying the Milestone
Define the milestones for which they will be responsible as one approach to make sure you choose the right team members for plan design and execution. The required expertise and the talent who possesses it can be found once the milestones have been determined.
Selection of Talent
It is crucial to get input from the team members who will carry out your strategy as you are writing it. Your project’s outcome could depend on how you proceed. By identifying these parties today, you may involve them earlier in the planning process for more collective knowledge.
choosing a tool
You will need to use charts, graphs, and reports to record the relevant information when planning your project.
Identification of the Beneficiary or End-User
Understanding what the end-user or project beneficiary requires in the final deliverable will help you complete a project successfully. Understanding that end-user or beneficiary is necessary in order to comprehend this. Prior to starting to create a project that will affect and, perhaps, delight them in the end, take some time to listen to their needs, wishes, and hopes regarding your project.
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