Project planning is one of your most important responsibilities as a project manager. A project plan serves as a dependable and effective roadmap that teams rely on throughout the entire project lifecycle, from initiation to completion. 📍
This project planning guide is packed with the resources you need to send a project on the right path. We’ll break down the steps to build effective project plans, optimize resources, and coordinate communication efforts.
We’ll also share sample project plans and resources to jumpstart your project planning process right now.
How to Write a Project Plan
What is a Project Plan?
The project plan is a living document that provides a clear understanding of the project’s objectives so stakeholders can align their efforts toward a collective goal. It defines the project’s scope, specifying what is included and what is not. It helps prevent scope creep and meet target deadlines.
At its best, an effective project plan document equips team members with the context to spend their time on the right things, including:
- Risk assessment and mitigation strategies
- Individual and team responsibilities
- Resource management strategies
- Task dependencies
- Key milestones
The Components of a Project Plan
A project plan outlines how a project will be executed, monitored, and completed. Here are the essential elements of a project plan with examples:
1. Project objective
Clearly defines what the project aims to achieve.
Example: If you’re launching a new website, the objective could be “Create a user-friendly e-commerce website by June 30 to increase online sales by 20%.”
2. Scope of the project
Defines the work that needs to be done and what is outside the project’s boundaries.
Example: “The project includes website design, development, and testing. It does not include social media marketing or mobile app development.”
3. Deliverables (Expected results)
The tangible outputs or results of the project.
Example: “A fully functional e-commerce website with product pages, a shopping cart, and a payment gateway.”
4. Project schedule and timeline
A breakdown of tasks with deadlines to keep the project on track.
Example:
- Website design: March 1 – March 31
- Development: April 1 – May 15
- Testing: May 16 – June 15
- Launch: June 30
5. Task assignments and responsibilities
Lists team members and their roles.
Example:
- Designer: Creates website layout
- Developer: Builds and codes the website
- Tester: Ensures the site works properly
6. Resources and budget needed
Identifies the people, tools, and money required.
Example: “We need $10,000 for web hosting, design software, and developer fees.”
7. Risk management plan (What could go wrong?)
Identifies potential risks and how to handle them.
Example: “If the developer misses a deadline, we’ll bring in a backup developer to stay on schedule.”
8. Communication plan (How will everyone stay updated?)
Defines how the team will communicate and share updates.
Example: “Weekly meetings every Monday, plus daily updates in Chat.”
9. Stakeholder management (Who needs to be informed?)
Lists key people who need updates on the project.
Example: “The CEO, marketing team, and customer support team will receive biweekly progress reports.”
10. Quality assurance (How do we ensure good results?)
Defines standards to make sure the final product meets expectations.
Example: “The website must load in under 3 seconds and pass user testing before launch.”
11. Closure and evaluation
Outlines steps for project completion and lessons learned.
Example: “After the website launches, we’ll collect customer feedback and document what went well and what can be improved for future projects.”
Having all these components in place ensures the project runs smoothly from start to finish.
Benefits of Writing a Project Plan
A well-prepared project plan not only serves as a roadmap for project execution but also offers various advantages that contribute to a project’s all-around success.
- Better risk management: A carefully written project plan provides room for risk identification and mitigation strategies right from the inception. By visualizing risks earlier, you can frame proactive measures to tackle them effectively and minimize their impact on the project’s outcome
- Increased team efficiency: A project plan outlines each team member’s roles and responsibilities so they know what is expected of them. This not only boosts individual productivity but also makes the team more cohesive and efficient by aligning them around what is to be done
- Effective resource allocation and cost control: With a concrete project plan, project managers can optimize resource allocation, minimizing wastages and ensuring that costs stay within the budget limit. It serves as a reference point for financial management, allowing managers to track and control expenses effectively
- High client satisfaction: A project plan structures the path to desired results, thereby enhancing the quality of the final deliverables. When clients receive value-driven results within the established time frame, they are more likely to be satisfied
Also read: Project scope templates
How to Create a Project Plan in 5 Steps
From establishing clear project objectives to building the project timeline, we’ll get into practical insights and best practices to guide you in drafting project plans.
Basically, here’s the over-caffeinated version of how to create a fail-proof project plan. 🏆
Step 1: Specify the expected deliverables and end results of the project
Not all requests in the queue should be full-scale projects. By prioritizing the right projects, teams can maximize their chances of success and optimize resource utilization for the best possible outcomes.
Do the deliverables and outcomes align with your organization’s growth goals? When stakeholders see the relevance and alignment of a project with the organization’s KPIs, they are more inclined to actively participate, provide necessary resources, and advocate for project success. (More about project stakeholders in the next step!)
Who will be the primary users or recipients of the deliverables? Customers or end users may have distinct preferences, expectations, or levels of expertise, and understanding their characteristics allows the project team to create deliverables that effectively meet their unique needs.
Are there any specific requirements, templates, or guidelines for the deliverables? This question upfront saves everyone time by providing a structured framework or starting point, so the project team can focus on the content and value-added aspects of the deliverables rather than spending unnecessary effort on formatting or presentation.
Now that you’re prepped with the project deliverables and goals, it’s time to begin drafting the project plan. 📃
Depending on your preferred project management methodology, the project plan’s format varies. Documents, tables, and Gantt charts are a few popular options. As long as it gives a clear description of each element in a project plan, you’re on the right track!
Here’s what you should have so far:
- Project Title: Clearly state the name or title to capture the project’s essence. If you’re using an acronym, provide the full term
- Project Description: Write a concise description of the project’s purpose, objectives, and scope
- Project Manager and Team: Identify the project manager responsible for overseeing the project and list the key members of the project team (e.g. the marketing team)
- Project Start, End, and Delivery Dates: Distinguish between the completion of internal project activities and the delivery of the final results to the stakeholders
- Project Objectives: State the specific goals and outcomes of the project. Give context to its impact on the organization’s KPIs and OKRs
Discover project planning tools to support any type of workflow!
Step 2: Identify the key stakeholders and estimate budget expenses
Project stakeholders typically include individuals or groups directly impacted by or having a vested interest in the project’s outcomes. Part of your project plan in this section should include approaches for stakeholder communication, involvement, and participation. 🧑💻
These may include project sponsors, end-users, clients, key project members, and the accounting partner.
Yes, accounting partners are stakeholders. Here’s why:
A small design project for an agency might cost a few thousand dollars, whereas a large infrastructure project for a multinational corporation could involve millions of dollars.
In recent times of changing market conditions, it’s more important than ever to give stakeholders an idea of expenses related to resources, equipment, materials, and any other relevant costs. The plan also includes processes for tracking and managing costs throughout the project lifecycle.
This brings us to the next productivity resource to have on your radar. There’s a faster way to get out of building a budget report spreadsheet line by line every Friday afternoon:
Give transparency into project budget utilization where the work is happening.
Use free tools like Custom Fields in to categorize project task resources, like contractors, project management software, and one-off purchases. (For example, purchasing a license for a song in a brand video.)
And this doesn’t take extra effort and, more importantly, email chains on your part. With , all your project’s tasks and resources are recorded in one place. @Mention a stakeholder for purchase approval, upload a receipt image, and update the Custom Field to reflect how much funding is left. 💰
When Custom Fields are updated, task watchers (including accounting partners) are notified of the changes. They have the convenience of referring to the digital trail whenever they need to!
Now that we have project stakeholders and the budget added to the project plan let’s move to the next step!
Step 3: Create a Work Breakdown Structure (WBS)
A work breakdown structure (WBS) represents the project’s scope by breaking it down into team and individual tasks or activities.
Starting with the most important project deliverable, the WBS progressively breaks it down into smaller work packages and subtasks. Each work package represents a distinct task or activity to be assigned, scheduled, and tracked. The hierarchical rundown continues until the work packages are at a level where they can be easily understood and executed. 🤩
The WBS is a collaborative process. Connect with your key project team members to fill in what’s missing for the project’s requirements and deliverables. As a project manager, your focus is on the project as a whole, including strategic planning, project scheduling, budgeting, and stakeholder communication.
Here is a general outline of the WBS format if you want to build a simple project plan template:
| Level | Description |
|---|---|
| Level 1: Project Goal/Objective | The overarching goal or objective of the project |
| Level 2: Major Deliverables | A specific, measurable, and tangible outcome or result that is produced or achieved as part of a project |
| Level 3: Work Packages | Tasks that are distinct, manageable, and assignable to individuals or teams. Define the scope and dependencies of each work package |
| Level 4: Subtasks | This provides more detailed and specific tasks, making it easier to estimate effort, assign responsibilities, and track progress |
The project team is the subject matter experts in their fields. Their perspectives on how long a task would take and what they would need from other team members to complete their work are invaluable for a successful project.
Virtual whiteboards are a great option for a remote or in-person brainstorming session. With real-time editing, it’s a non-intimidating way to encourage participation from everyone. Add to your next project planning session the Work Breakdown Structure Template. A beginner-friendly tool with rich text editing, embedding features, and actionable tasks! 🎯
When you’re at a good place with the WBS, it’s ready to be added to a project timeline.
Bonus: Work Breakdown Structure Software!
Step 4: Add key milestones into a detailed project schedule
The schedule will get updated weekly or monthly as the project progresses. To keep up with the changes, and, most importantly, communicate the changes, using intuitive tools like Gantt charts, Kanban boards, and timelines will make managing ongoing changes less tedious.
Gantt charts
Offer a visual representation of the project schedule, allowing project managers to easily track task dependencies, durations, and milestones. When updates are required, they can quickly modify the chart, rearranging tasks or adjusting timelines with a simple drag-and-drop action.
Kanban boards
Provide a streamlined workflow view, allowing project managers to visualize tasks in various stages of completion. As changes occur, they can easily move tasks across different columns, reflecting the updated progress and priorities.
Timelines
Show a clear chronological view of project events, deadlines, and milestones. This enables stakeholders to stay informed about important dates and ensures that everyone is on the same page regarding project progress.
Check out our guide to creating a project timeline! It’s packed with more templates and examples to help you build a powerful project visual. 🎨
Bonus: Construction scheduling software!
We’ve arrived at the final step of the project planning process!
Step 5: Set expectations for communication
Following up on task statuses and answering one-off status emails take up so much time and energy from a project manager’s work week.
Chances are, everyone is working on multiple projects simultaneously. So replying to DMs is sometimes held off until the very end of the day. Or lost somewhere in the void for days.
Status reports are essential for decision-making. They provide a digital record of the project’s activities, decisions made, and outcomes, which can be useful for future reference, audits, or lessons learned.
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Replace long email chains with tasks for your status reports. With a single task, all the weekly updates are stored in one place. This simple shift to task-based communication eliminates the need to search across multiple apps. 🔍
However, if your team relies on messaging platforms like Slack for urgent updates and real-time problem-solving, use the Slack integration with . Turn messages into tasks and comments from the Slack app and notifications about tasks to Slack channels of your choice!
Take project communication one step further by providing a project status report template to follow so all updates are organized and uniform for stakeholders:
- Team Accomplishments: List key milestones or tasks completed during the week
- Current Status: Provide an overview of the project’s progress and any challenges or bottlenecks faced
- Upcoming Tasks and Deadlines: Note any important deadlines approaching in the following week
- Tasks at Risk: Highlight any issues or risks identified and their potential impact
- Resource Updates: Mention any changes or updates related to resource allocation
- Next Steps: Summarize the immediate next steps and priorities
- Assistance Needed: Specify any support or assistance required from team members or stakeholders
Bonus: Create a “Coordination” task, which serves as the main channel where teams can expect the latest updates from you!
Project Plan Examples
Different departments may have unique workflows and requirements hence different types of project plans are needed. Here are some project plan examples to get you started:
1. Marketing Team Project Plan Example
Goal: Increase website traffic by 30% in the first quarter.
Roles & Responsibilities: SEO manager leads keyword research and content optimization; Social media executive handles promotion; Email marketing manager sets up email drip campaigns; The marketing analyst tracks and reports progress.
Budget: $10,000 for software, content creation, promotion, and analysis.
Deliverables: SEO-optimized blog posts, social media campaigns, email newsletters, and a detailed analytics report.
Schedule: 3 months, with weekly check-ins.
Communication Plan: Weekly meetings for updates and month-end reports; Ad-hoc meetings as necessary; all communication documented in .
2. Product Team Project Plan Example
Goal: Develop a new feature for the app within six months.
Roles & Responsibilities: Product manager defines feature requirements; Designer drafts interface; Developer builds feature; QA tester checks for defects; Feedback tracked by product analysts.
Budget: $50,000 for research, design, development, testing, and launch.
Deliverables: A new, tested, and fully functional app feature.
Schedule: 6 months, with bi-weekly sprint reviews.
Communication Plan: Daily stand-ups for updates; Bi-weekly sprint review meetings; Ad-hoc meetings as necessary; All communication documented in .
3. Design Team Project Plan Example
Goal: Redesign the company’s website for better user experience and increased conversions in four months.
Roles & Responsibilities: UX researcher conducts user research; UI designer creates mockups; Front-end developer codes the design; Quality analyst performs UX tests; Project manager oversees all operations.
Budget: $20,000 for research, design, development, testing, and implementation.
Deliverables: A fully responsive, tested, and live website offering a superior user experience.
Schedule: 4 months, with monthly iterations.
Communication Plan: Weekly catch-up meetings for updates; Monthly review meetings; Ad-hoc meetings as necessary; All communication documented in .
Remember, these are just examples and your actual project plan might vary based on many factors like scope of the project, team size and other specific needs.
Why Use Project Management Software for Project Planning?
Project managers should use project management tools for project planning because it enhances efficiency, organization, and collaboration. Here are some of the benefits of such planning tools:
- Better organization and structure: Project management software like provides a centralized place to outline tasks, timelines, and dependencies. It also helps break down projects into manageable phases and milestones
- Improved collaboration and communication: Such tools allow team members to share updates, files, and feedback in real time. Built-in messaging and notification features reduce miscommunication and improve alignment
- Accurate task and resource management: The software helps assign tasks and track workload distribution effectively. It ensures resources are allocated efficiently to prevent burnout or bottlenecks
- Enhanced time and deadline tracking: Effective project management platforms offer Gantt charts, Kanban boards, and calendar views to monitor progress. They help teams stay on schedule with deadline reminders and progress reports
- Risk identification and mitigation: Software like can highlight potential bottlenecks and dependencies before they cause issues. It helps create contingency plans for unforeseen challenges
- Data-driven decision-making: Specialized project management solutions provide insights through dashboards, analytics, and reports. They help PMs make informed decisions to optimize project outcomes
- Integration with other tools: Tools like sync with communication apps (Slack, Teams), file storage (Google Drive, Dropbox), and financial tools and reduce manual work by automating repetitive tasks
- Scalability and flexibility: Software designed for project management adapts to projects of all sizes, from small teams to enterprise-level operations. It offers customizable workflows to fit different project methodologies (Agile, Waterfall, Hybrid)
Using project management software streamlines planning, execution, and monitoring, ultimately improving project success rates.
Steps to Plan a Project in
is the everything app for work that combines project management, documents, and team communication, all in one platform—accelerated by next-generation AI automation and search.
Here is a step-by-step process to create your project plan in .
Step 1: Define project goals
Start by outlining the main objectives of your project. Clearly define what you aim to achieve.
It might be useful to start with a collective brainstorming session with the team in Whiteboards. Sketch, draw, and build your vision with the touch interface and turn ideas directly into tasks in .
For solo ideation and planning, try Mind Maps to organize and break down your ideas into action items.
Once you’ve defined your project goals, quickly document them in Goals for easy sharing and tracking.
’s High-Level Project Plan Template is designed to help you create your project overview with ease. This comprehensive template helps you:
- Create a complete high-level overview of your project
- Organize tasks and deadlines for each phase of the project
- Set goals and expectations for team members at every step
Step 2: Create and organize a new Space
In , create a new Space dedicated to your project. This will serve as the central hub for all related tasks and documents.
Organize your Space by creating Lists and Folders. Lists can represent different phases or categories, while Folders can group related Lists.
Keep your Spaces private or share access with individuals and teams. Set permissions to control who can access specific tasks, Lists, and Folders.
Step 3: Add tasks
Break down the project into smaller, manageable tasks in Tasks. Assign tasks to team members, set due dates, and add any necessary details or attachments.
Provide clear insights into how your tasks and projects impact each other by adding relationships and task dependencies.
The Planning a Project Template by helps project managers and teams lay out the tasks to accomplish, assign tasks to team members, and schedule the duration of the tasks.
Use ’s Custom Fields to track additional information like priority, status, or budget. This helps in keeping everything organized and easily accessible.
Step 4: Establish a timeline
Use the ’s Gantt Chart or Calendar View to map out your project timeline. This visual representation helps understand the project flow and deadlines.
Step 5: Collaborate and communicate
Use ’s comments and chat features to keep communication open. With Chat, team members can share updates and feedback directly within tasks, so nobody loses context.
With AI-powered task creation, action items in the chat are automatically created, assigned, and linked. No more fragmented documentation or data!
Step 6: Monitor progress
Check your Dashboards regularly to monitor progress. Use reports and analytics to track performance and make data-driven decisions.
You can also get Brain, your built-in AI assistant, to automatically create project updates and share them. Plus, project teams can set up recurring tasks and automation in to take care of a lot of the humdrum work around project operations.
’s Example Project Plan Template is designed to help you plan and execute projects in one place. With this template, you’ll be able to:
- Create detailed plans with intuitive visuals
- Organize tasks for efficient collaboration among teams
- Track progress against goals for timely completion of the project
Step 7: Adjust as needed
Be flexible and ready to adjust plans as the project progresses. Use ’s task management features to easily update tasks, timelines, and priorities.
Project managers can use some of the 15+ Views in to view and adjust work the way that works best for them.
Step 8: Review and reflect
After the project is completed, review the outcomes. Reflect on what worked well and identify areas for improvement for future projects.
To simplify and structure this process, you can try the range of retrospective templates in .
Bonus: Free project management templates for every project stage
Create and Execute Project Plans Like a Pro With
Leverage to take the administration tasks off your workload so you can do what you do best. You are capable of handling every single request or question that comes your way, but you shouldn’t have to. Your team needs you in your most present self, driving the project toward success.
Create a free Workspace and invite team members to experience better project planning. If you need any support with building project workflows, we’re only a message away. Happy planning! ✍️
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