How To Write A Project Work Plan

Friday, January 20th 2023. | Sample Templates

How To Write A Project Work Plan – This is why it is so important to create a comprehensive project management plan before your project begins.

A project management plan is a formal document that describes how the project will be carried out. It outlines the project’s scope, objectives, budget, timeline, and deliverables, which are essential to keeping the project on track.

How To Write A Project Work Plan

How To Write A Project Work Plan

You write the project plan during the project planning phase of the project life cycle, and it must be approved by the stakeholders before the project enters the execution phase.

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If some of these terms are new to you, you can access this post on project management terms.

How To Write A Project Work Plan

This means that your project plan must be inclusive, structured and thorough enough to gain stakeholder support.

Read more: New to project management? Read our blog post about the 4 stages of the project life cycle.

How To Write A Project Work Plan

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Before you start putting together your own plan, you should familiarize yourself with the main elements of a standard project plan.

Basically, the project plan should tell the stakeholders what needs to be done, how it will be done and when it will be done.

How To Write A Project Work Plan

However, one size does not fit all. Each project management program must be tailored to the specific industry and project circumstances. You can use a project management app to organize a project easily.

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For example, this marketing plan looks customer-oriented. It is prepared for sale to the client at the agency:

How To Write A Project Work Plan

With those basics out of the way, let’s dive into some tips for creating a project management system that’s as engaging as it is professional.

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

How To Write A Project Work Plan

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How do you write a project plan? 1. Highlight the key elements of your project plan in an executive summary

This is usually the first thing stakeholders will read, and it should serve as a version of the notes that fall throughout the program.

How To Write A Project Work Plan

It may touch on the project’s value proposition, goals, deliverables, and key milestones, but it should be brief (it’s a summary, after all). First, make sure you develop a proof of concept.

Event Project Plan

In this example, the top summary can be separated by columns to compare the problem at hand and the solution of the project:

How To Write A Project Work Plan

A two-column format with clear headings helps separate information, making it much easier to read at a glance.

Here is another example of a project management plan summary. Visually highlights important points with large fonts and helpful icons:

How To Write A Project Work Plan

Software Development Project Plan Template

In this case, the highlighted facts and figures are very easy to scan (which is sure to please your participants).

This project management plan template has a text-heavy summary, although bold headings and different background colors keep it from looking overwhelming:

How To Write A Project Work Plan

Also, it is recommended to divide it into parts, with a dedicated topic for each part:

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No matter how you organize your executive summary, it should give your stakeholders a preview of what’s to come throughout the project management process.

How To Write A Project Work Plan

A well-planned project plan is the key to the success of any project. Without one, your project may disintegrate into a mess of missed deadlines, poor team management, and scope creep.

Fortunately, project planning tools like Gantt charts and project timelines make creating your project plan easy. You can visualize each project task, add milestones, and check for dependencies or conflicts that you haven’t fixed.

How To Write A Project Work Plan

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For example, this Gantt chart template shows high-level project activities throughout the quarter, with tasks coded by team:

A high-level roadmap like the one above is probably enough for your project management plan. Each team will be able to refer back to this timeline throughout the project to ensure they are on track.

How To Write A Project Work Plan

But before starting the project, you’ll need to drill down and break down project responsibilities by each team member, like this Gantt chart example:

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In the later stages of project execution and monitoring, thank yourself for creating a detailed visual roadmap that you can follow and adjust as things change.

How To Write A Project Work Plan

One of the most difficult aspects of project planning is bringing the team together and aligning them with the project vision.

And aligning your team is all about communication – communicating project goals, communicating stakeholder requests, articulating the rationale for major decisions… the list goes on.

How To Write A Project Work Plan

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This is where good project documentation is important! You need to create documents that your team and stakeholders can access when they have questions or need guidance.

One thing that is easy to write visually is your team structure, with an organization chart like this:

How To Write A Project Work Plan

In the organization chart you should include basic information such as team organization and contact information of team members. That way your stakeholders have all the information they need at their fingertips.

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But in addition, you can specify the main responsibility of each team member and the communication channels within the team (so that your team knows exactly what they are responsible for).

How To Write A Project Work Plan

Create an org chart with our org chart creator. 4. Organize the project’s risk factors with a risk breakdown structure

A big part of project planning is identifying the things that might interfere with your project, and coming up with plans and processes to deal with those things. This is often called risk management.

How To Write A Project Work Plan

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The first step in coming up with a risk management plan is to list all the things that exist in the workplace, which is where a risk breakdown plan comes in handy. A risk classification framework is a hierarchical representation of project risks, organized into categories.

This risk classification structure template, for example, shows the risks in a project divided into technical risk, management risk and external risk:

How To Write A Project Work Plan

Once you’ve created your risk classification framework, you’re ready to dive deeper into each risk (evaluating and planning for all triggers and effects).

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Streamline your workflow with business process management software. 5. Plan ahead: Create project status reports to communicate progress to stakeholders

How To Write A Project Work Plan

But still, something that is often overlooked by project managers is the communications management plan—the plan for how the project team will communicate with project stakeholders. Often, the default for project communication is ad hoc emails or last-minute meetings.

You can avoid this by planning ahead. Start with the first project meeting and add a project status report template as part of your communication plan.

How To Write A Project Work Plan

Project Documentation: Examples And Templates

Here’s an example of a simple project status report you can send to stakeholders on a weekly basis:

This type of report is important for providing updates on the project’s progress. It presents your achievements in a clear and consistent format, which can help flag problems before they arise, build trust with your stakeholders, and facilitate project reflection. working after reaching your goals.

How To Write A Project Work Plan

You may want to include a comprehensive status report for major updates on a monthly or quarterly basis, such as:

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The template above allows stakeholders to be notified of additional important updates such as new budget requirements, revised completion dates, and project performance estimates.

How To Write A Project Work Plan

A project management plan is probably the most important thing you will deliver to your stakeholders (besides the project itself).

It contains all the information that stakeholders will use to decide whether your project is moving forward or being kicked to the curb.

How To Write A Project Work Plan

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This is why it is recommended to start with a project management plan template. Using a template can help you organize your information in a logical way and ensure that it is engaging enough to grab the attention of your stakeholders.

While you may think this project will be similar to others you’ve done in the past, it’s important to get the details.

How To Write A Project Work Plan

It will also help you understand the scope of the work so that you can estimate the cost appropriately and come up with a quote that is neither too high nor too low. Ontario Construction News has great advice on this process.

Community Project Plan

This simple project management plan template clearly shows all the information your stakeholders will need:

How To Write A Project Work Plan

An important part of project management is making sure everyone is on top of things. A project communication plan ensures that everyone knows how, where, who and when the team will communicate during the project.

The key is to understand what type of communication is important to stakeholders and what is redundant and will not lead to better decisions.

How To Write A Project Work Plan

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This template clearly lays out all of these elements to help manage expectations and avoid confusion about what will be delivered and when:

The project management plan template below is simple and minimal, but still uses a unique layout and simple visuals to create an easy-to-read and scannable project overview.

How To Write A Project Work Plan

When choosing a project plan template, look for one that is flexible enough to accommodate any changes your stakeholders may request before they approve the project. You never know what can change in the early planning stages of a project! You can also use project management tools to help you with your planning! How to Write a Killer Project Plan in Six Easy Steps Create a project plan that meets your team’s goals.

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Why? This probably has a lot to do with how they are created – without useful preparation and follow-up of participants, they can be quickly abandoned.

How To Write A Project Work Plan

This high-level 6-step guide will help you write a project plan and provide recommendations

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