{"id":6127,"date":"2018-10-12T09:07:48","date_gmt":"2018-10-12T06:07:48","guid":{"rendered":"https:\/\/blog.teamweek.com\/?p=6127"},"modified":"2024-06-15T07:41:06","modified_gmt":"2024-06-15T07:41:06","slug":"how-to-create-the-perfect-project-management-plan","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/how-to-create-the-perfect-project-management-plan","title":{"rendered":"How to Create the Perfect Project Management Plan"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">A project management plan is the plan a team follows to complete a project. A useful project management plan includes the targets and goals of a project and provides a clear definition of roles to be played by everyone involved. It is the responsibility of a project manager to review these strategies and make revisions whenever needed.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A project management plan summarizes:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> The <\/span><a href=\"https:\/\/toggl.com\/blog\/create-project-timeline\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">project timeline<\/span><\/a><span style=\"font-weight: 400;\"> or schedule<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> Details of the expected final products<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> How information will be shared with stakeholders and others involved<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> The scope of work<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> The anticipated budget for the project<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Beyond providing necessary guidelines on how tasks should be executed, a project management plan acts as a reference point. Stakeholders and other participants can look back at these notes to understand how the project will come together.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As you put together your plans, be sure to include all of the pieces. Making a plan is vital to the success of your project, so don&#8217;t take shortcuts here!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are five steps you can follow to create a perfect project management plan.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6138 size-full aligncenter\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1.jpg\" alt=\"project management plan\" width=\"2508\" height=\"1672\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1.jpg 2508w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1-300x200.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1-1024x683.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1-768x512.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1-1536x1024.jpg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1-2048x1365.jpg 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/ellyot-588064-unsplash-1-940x627.jpg 940w\" sizes=\"auto, (max-width: 2508px) 100vw, 2508px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">1. Identify Stakeholders and Scope of Work<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Planning can be a long and tedious process, but it&#8217;s also highly sensitive and requires keen attention to\u00a0 details. A number of factors can derail the completion of your project if everyone isn\u2019t on the same page. As we have discussed previously, a project management plan functions as the outline for the project. It details the tasks, timelines, and <a href=\"https:\/\/messagely.com\/communication-concepts\" target=\"_blank\">communication strategy<\/a>.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It also lists who the stakeholders are, the objectives of the project, and the expected deliverables to those parties. The budget will be included, along with people to contact if changes are needed.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Understanding the expectations, how the workflow will be distributed among team members, and the timeframe that is required for completion, are all crucial pieces of the <a href=\"https:\/\/toggl.com\/blog\/project-scope-creep\" target=\"_blank\" rel=\"noopener noreferrer\">scope of work<\/a>. <\/span><\/p>\n<h2><span style=\"font-weight: 400;\">2. Do Research<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">It&#8217;s crucial to understand the wants and needs of all stakeholders involved in your project. A stakeholder is anyone who stands to benefit from the final product. Ensure you have researched and clarified what deliverables are expected from these individuals.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As this <\/span><span style=\"font-weight: 400;\">project research<\/span><span style=\"font-weight: 400;\"> is being completed, <a href=\"https:\/\/toggl.com\/blog\/project-milestones-examples\" target=\"_blank\" rel=\"noopener noreferrer\">set milestones<\/a> for when these end results should be started and completed. After researching, defining the product details, and determining the desires of the stakeholders, set progressive goals which can be ranked by importance. While every step is important, there will be tasks that are more significant than others.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Use this research process to ensure you are equipped with all the necessary facts to run the project smoothly.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6139 size-full aligncenter\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/rawpixel-561404-unsplash-1.jpg\" alt=\"\" width=\"5000\" height=\"3333\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">3. Create a Work Breakdown Structure<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A <\/span><span style=\"font-weight: 400;\">Work Breakdown Structure<\/span><span style=\"font-weight: 400;\"> (WBS) is an intricate schedule with details of the anticipated workload. The tasks are separated into sections and distributed to the group members best suited for the responsibility. This helps the project manager and their team to be aware of what each person is doing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of a treasure map showing a dotted line from a starting point up to where \u201cX\u201d marks the spot. The WBS is the map for the process of the upcoming project, itemizing the duties of each employee.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The steps in the WBS will often have budget numbers attached to them. Using <a href=\"https:\/\/toggl.com\/plan\/index\" target=\"_blank\" rel=\"noopener noreferrer\">a powerful project management tool<\/a> is a great way to design a WBS for your project.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">4. Conduct a Risk Assessment<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When preparing your project management plan, it&#8217;s important to make yourself aware of any potential risks or other issues that could arise during the process. Both you and the stakeholders will need to be mindful of these as the project progresses.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There\u2019s no such thing as a risk-free project, so you\u2019ll need to take a close look at what could hinder or delay the completion of each step. Potential risks include conflicting dates, harsh weather conditions, and even government laws.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once you have identified every risk you can come up with, brainstorm ways to avoid or resolve them if any happen during the project. The <\/span><a href=\"https:\/\/www.simplilearn.com\/risk-assessment-project-management-article\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">risk assessment<\/span><\/a><span style=\"font-weight: 400;\"> is all about minimizing the impact of these potential risks and being able to move through to the next phase.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-6140 size-full\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/10\/mark-solarski-209233-unsplash-1.jpg\" alt=\"\" width=\"4920\" height=\"3276\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">5. Choose Key Performance Indicators<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Key Performance Indicators (KPIs) are measures used to gauge how well a group, individual, or company are performing. It\u2019s important to recognize the difference between goals and key performance indicators to set effective strategies.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A common way to understand the difference is by looking at an analogy of a sailboat heading to a specific destination. While the final stop is the goal, the KPIs would be the factors involved with getting the crew there safely. This would include the speed of the boat, the GPS signal to guide their direction, the weather along the route, and more.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some common key performance indicators for a project management plan are resource allocation, scheduling factors, labor costs, and development backlogs. Work with your team to determine the best KPIs for each project. They will often be repetitive, but every venture will be different, leaving the need for constant review.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Learn More About Making a Project Management Plan<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">While this is a basic guide of how to prepare a project management plan, there is much more involved in the development of a solid strategy. Be sure to sign up for our newsletter (below) to learn about how you can make your next project a glowing success.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Toggl Plan also offers great tools to assist you along the way. Our<\/span><a href=\"https:\/\/toggl.com\/plan\/index\" target=\"_blank\" rel=\"noopener noreferrer\"> <span style=\"font-weight: 400;\">project management software<\/span><\/a><span style=\"font-weight: 400;\"> will help you manage tasks and get more work done.<\/span><\/p>\n<p>\u00a0<\/p>\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>A project management plan is the plan a team follows to complete a project. A useful project management plan includes the targets and goals of&#8230;<\/p>\n","protected":false},"author":587,"featured_media":6141,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[851],"tags":[],"class_list":["post-6127","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 Perfect Project Management Plan<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/toggl.com\/blog\/how-to-create-the-perfect-project-management-plan\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta 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For years, he has worked closely with several project management professionals, learning from them and increasing his own knowledge of the industry. Having held multiple management positions in fields ranging from customer service to marketing, Logan has found a passion for helping others learn about project management, marketing, and the powerful tools available to professionals today.","url":"https:\/\/toggl.com\/blog\/author\/loganderrick"}]}},"_links":{"self":[{"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/posts\/6127","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/users\/587"}],"replies":[{"embeddable":true,"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/comments?post=6127"}],"version-history":[{"count":5,"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/posts\/6127\/revisions"}],"predecessor-version":[{"id":52679,"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/posts\/6127\/revisions\/52679"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/media\/6141"}],"wp:attachment":[{"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/media?parent=6127"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/categories?post=6127"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/toggl.com\/blog\/wp-json\/wp\/v2\/tags?post=6127"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}