{"id":6034,"date":"2018-11-09T08:18:26","date_gmt":"2018-11-09T06:18:26","guid":{"rendered":"https:\/\/blog.teamweek.com\/?p=6034"},"modified":"2024-06-15T07:41:06","modified_gmt":"2024-06-15T07:41:06","slug":"how-to-create-the-best-project-overview-for-your-team","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/how-to-create-the-best-project-overview-for-your-team","title":{"rendered":"How to Create the Best Project Overview for Your Team"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">I think we can all agree that it isn\u2019t always the best plan to charge into a project without any inclination of what\u2019s going on first. For that reason, project managers usually create a project overview to help them get organized and see the big picture.<\/span><span style=\"font-weight: 400;\">\u00a0Because the project overview can make or break your project, let\u2019s go over some of the details involved in creating this powerful tool so that you can have your team ready for the next big project.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is a project overview?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A project overview, sometimes referred to as a project summary, is a tool that allows you to plan out all the details of the project. Typically done before the project begins, the project overview is the master blueprint for the project as a whole. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">In addition to it being important at the beginning of the project, it is also extremely helpful throughout the project. While the project is in progress, the project overview makes for a great reference point for anyone struggling with the details.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-6323 size-full\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/TW-PINTREST-PIN-OCT-07.jpg\" alt=\"A project overview, sometimes referred to as a project summary, is a tool that allows you to plan out all the details of the project. Here's how to create a super effective project overview for your team.\" width=\"1200\" height=\"1800\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">Why use a project overview?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A project overview is a database for all the details of the project, and every project should have its own overview. Here are a few reasons why your team should use a project overview:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It simplifies a large amount of information into a universal format.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It makes it easy to check the progression of the current project.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">A project overview keeps a record of previous projects that you can refer back to.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">You can use it to access any information about the project quickly and easily.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It creates a visual representation of the project.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It&#8217;s easy to make changes to a project overview and distribute the new information to team members.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Of course, every project manager may have a different reason for using a project overview. No matter what industry you\u2019re in, or how you like to run things, overviews can be adapted fairly easily. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">A good project overview will answer questions and give clear definitions, resources, and points of interest. You should be very clear about what methodology will be used and the goals you aim to accomplish.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Toggl Plan<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Many teams use software to create a project overview, so let&#8217;s take a look at how you can use <a href=\"https:\/\/toggl.com\/plan\/index\" target=\"_blank\" rel=\"noopener noreferrer\">Toggl Plan<\/a>\u00a0to build, edit, and share your overview in a flash. Toggl Plan makes it easy to lay out all the fine details for everyone to see, so that everyone is on the same page.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-18634 size-full\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View.png\" alt=\"\" width=\"2800\" height=\"2000\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View.png 2560w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View-300x214.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View-1024x731.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View-768x549.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View-1536x1097.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View-2048x1463.png 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Team-View-940x671.png 940w\" sizes=\"auto, (max-width: 2800px) 100vw, 2800px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Toggl Plan offers all the necessary tools to make your project overview perfect. Now, let\u2019s talk about exactly what your project overview should include, and how Toggl Plan can make that happen.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Add important dates and times<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A timeline wouldn\u2019t be complete without important dates and times. In your project overview, you should make it super clear when tasks need to be done. If plans change in the middle of the project, make sure everyone is aware and understands what is to be expected of them after the edit.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Toggl Plan offers a great solution to scheduling important dates through the milestone feature. On your timeline, you can simply select the date of your choice and set it as a milestone. It\u2019ll pop up on everyone\u2019s timeline as an important date and stand out so that they don\u2019t forget. It\u2019s a very simple and effective tool that has undoubtedly saved many deadlines.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-18657 size-full\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM.png\" alt=\"\" width=\"2642\" height=\"1146\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM.png 2560w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM-300x130.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM-1024x444.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM-768x333.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM-1536x666.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM-2048x888.png 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Screen-Shot-2020-02-25-at-12.25.22-PM-940x408.png 940w\" sizes=\"auto, (max-width: 2642px) 100vw, 2642px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">Delegate tasks<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In a perfect project overview, there will be a <\/span><span style=\"font-weight: 400;\">highly detailed timeline<\/span><span style=\"font-weight: 400;\"> that allows each member of the team to see what they need to be doing. As tasks come and go,<\/span> <a href=\"https:\/\/www.mindtools.com\/pages\/article\/newLDR_98.htm\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">you\u2019ll want to delegate each task accordingly<\/span><\/a><span style=\"font-weight: 400;\">. Toggl Plan uses a Gantt chart style software that allows you to quickly divide up the work load, and edit it just as fast. The software updates in real-time, so nobody will be left in the dark.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you have everyone\u2019s tasks displayed openly, it\u2019ll be harder to make mistakes. You\u2019ll be able to evenly divide the work and constantly keep an eye on what everyone is up to.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-18688 size-full\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View.png\" alt=\"\" width=\"2800\" height=\"2000\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View.png 2560w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View-300x214.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View-1024x731.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View-768x549.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View-1536x1097.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View-2048x1463.png 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2017\/04\/Timeline-Plan-View-940x671.png 940w\" sizes=\"auto, (max-width: 2800px) 100vw, 2800px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">Organize everything<\/span><\/h2>\n<p><a href=\"https:\/\/www.business2community.com\/health-wellness\/the-importance-of-staying-organized-0452130\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Organization is a vital skill<\/span><\/a><span style=\"font-weight: 400;\"> in project management. This skill shines through especially when you\u2019re writing up the project overview. As the project is laid out in front of you and ultimately in front of your team, you should organize the information in the order in which you expect it to unfold. Remember, if it doesn\u2019t end up going quite as you planned, you can edit it in a flash with Toggl Plan.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">What does it mean to be organized? Organization can mean a lot of different things depending on who\u2019s organizing. The basic principle behind staying organized is ordering the data and information necessary to complete the task in a way that is easy to access and understand. You don\u2019t want to just throw a ton of information into a project and expect your team to unravel it. Start the process off by thinking about each and every step in the project and how you want it to unfold. This will get easier as you get more successful projects under your belt. But, until then, it\u2019s great practice to think this way. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Toggl Plan also offers a few tools to help you with your organization. Other than the super easy to use and understand timeline, there\u2019s also a color coding feature and a checklist feature. You\u2019ll be able to stay organized and make your overview look exactly as you like it.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">The summary<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You have to be very careful when creating a <a class=\"wpil_keyword_link\" title=\"project timeline\" href=\"https:\/\/toggl.com\/blog\/create-project-timeline\" data-wpil-keyword-link=\"linked\">project timeline<\/a>. You don\u2019t want to make it too complicated, but you certainly don\u2019t want to miss anything, either. The key is to condense and simplify information so that those who are viewing the overview will be able to quickly find what they need. Using a tool like Toggl Plan can help you create your project overview quickly and easily.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>I think we can all agree that it isn\u2019t always the best plan to charge into a project without any inclination of what\u2019s going on&#8230;<\/p>\n","protected":false},"author":595,"featured_media":6038,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[851],"tags":[],"class_list":["post-6034","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Create the Best Project Overview for Your Team<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" 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