What is a Project Plan? Tips to Write a Project Plan with templates

A project plan is a detailed document that outlines the scope, goals, resources, timeline, and deliverables of a project. Creating an effective project plan is crucial for the success of any project, big or small. In this comprehensive guide, you'll learn what a project plan is, why you need one, and how to write a solid project plan step-by-step.

Why Create a Project Plan?

Before diving into how to make a project plan, let's look at why a project plan is so important for any project manager or team. Here are some of the key benefits:

• Defines the scope and goals - A good project plan clearly defines what the project will deliver, the goals, and how success will be measured. This keeps everyone aligned on the desired outcomes. Having a well-defined scope and list of goals is crucial for setting expectations and keeping the project on track. It provides the entire team with clarity on what must be achieved.

• Allows proper resource planning - With a defined scope and timeline, you can identify what resources (people, equipment, budget) you need to complete the project. Resources can then be allocated accordingly. Creating a detailed project plan allows you to estimate how much time each task will take, which helps determine what resources are required. You can then plan for labor, secure budgets, and ensure you have the assets needed.

• Serves as a communication tool - The project plan helps communicate tasks, timelines, roles etc. to the project team and stakeholders. This keeps everyone on the same page. The documented project plan acts as a central communication document for the team. Rather than emails flying around, everyone can refer to the plan for clarity on responsibilities, status, and next steps.

• Enables tracking of progress - Detailed plans make it easy to track progress. You'll know when tasks are behind schedule and can take action to keep the project on track. A project plan allows you to closely monitor progress of each phase. You can immediately identify delays and adapt plans as needed to keep moving forward.

• Reduces risk - Potential risks can be identified upfront and mitigation plans put in place. This proactive approach reduces surprises down the road. Project plans that outline risks allow you to proactively mitigate them. By anticipating what might go wrong and having a response ready, you prevent risks from derailing your project.

• Provides a framework for decision making - When faced with choices about the project, you can refer back to your plan to guide the decision making process. A well-documented project plan acts as a decision-making tool. You can objectively evaluate all decisions against your scope, budget, timeline and goals to select the best option.

In summary, investing time upfront in project planning leads to increased efficiency, better risk management, and higher likelihood of achieving the desired outcome. Let's look at how to create an effective project plan.

How to Write a Project Plan in 6 Steps

The key steps involved in creating a robust project plan are:

1. Define the Project Scope and Goals

Start by clearly defining the scope and high-level goals of the project. The scope lays out what the project will deliver or accomplish. Goals are the specific objectives that should be achieved within the scope.

The project scope is a detailed definition of the project deliverables, specifications, end results, and constraints. It clearly lays out what the project will achieve, the target customers, and requirements for delivery and approval.

For example, a project to launch a new training course for customers would define:

• The delivery medium (online platform, length of course, type of content covered)

• The intended audience and number of participants

• Timeframes for completion

• Quality standards to meet

Well-defined project scope enables the team to stay focused on building what matters most to achieve success. It also sets clear expectations with stakeholders early on.

Project goals highlight the desired business outcomes, which may include metrics like:

• Improve customer satisfaction by 15%

• Increase renewal rates by 10%

• Reduce customer support calls by 20%

Setting SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals gives your team targets to work towards and metrics to track success.

Having clearly defined scope and goals at the outset keeps the project aims focused and aligned. These become your guiding light throughout the project lifecycle.

2. Break Down the Project Into Tasks

With your desired outcomes defined, next you need to break down the scope into specific tasks and steps needed to deliver the project. A work breakdown structure captures the tasks, subtasks, and deliverables required.

The work breakdown structure (WBS) is an essential component of the project plan. It decomposes the high-level project scope into tangible tasks, sub-tasks, and milestones.

This detailed task list acts as your project recipe - outlining each ingredient (task) needed to deliver the final product. For complex projects, break key tasks down into smaller work packages.

Clearly delineating each piece of work enables you to estimate timelines accurately, assign ownership, and monitor progress. It brings order and structure to execute seamlessly.

For example, a training course development project can have four top tasks: 

1) Create course outline

2) Develop content 

3) Build course platform

4) Pilot test

Each would be further broken down into more detailed sub-tasks, down to a granular level.

A best practice is to involve team members in creating the WBS. This taps into their expertise about the work involved. Gaining buy-in to task estimates also leads to a realistic schedule.

3. Set the Project Schedule

Once you have your task list, build out a schedule that defines timelines for each task and the overall project. This will capture task dependencies as well as deadlines.

The project schedule outlines timeframes for when each task will occur and be completed. Sequencing tasks in a schedule identifies predecessors and dependencies. For example, content cannot be loaded to the course platform until the platform is built.

Scheduling tools like Gantt charts allow you to visualize timelines with start and end dates for each work package. They help plan logical task sequences and assignment of resources over time.

When building your schedule:

• Sequence tasks appropriately based on predecessors and resource availability

• Estimate duration realistically for each task

• Build in reasonable lags between tasks as buffer 

• Align tasks to a standard calendar view (weeks, months etc)

• Establish clear milestones for major deliverables

• Factor in any fixed deadlines or constraints

Having a realistic schedule, including buffers as needed, enables you to manage delays smoothly when (not if) they occur. Share timelines with your team and stakeholders to gain buy-in to the schedule.

4. Plan the Project Resources

The project plan should outline what resources (people, equipment, materials) are needed to complete the scheduled tasks. Specify the team roles and responsibilities. Also identify any budget, tools, or other resources required.

Defining your project resource plan involves:

Labor - Specify the number of people needed, roles, skills required, responsibilities, authority levels, and time they are needed. Plan shifts in resource levels over the project lifecycle.

Technology - Identify software, hardware, systems, tools or machinery required to perform project tasks.

Facilities - Will you need office space, lab space, or other facilities to support the work? Define what kind and how much.

Vendor services - If external vendors or consultants are involved, detail what services they provide.

Materials and equipment - List materials, parts, data, or any other items to procure for the project.

Budget - Define the labor, material and other costs, both one-time and recurring. Outline budget availability and constraints.

Resource planning upfront enables you to have what you need, when you need it. Building in resource buffers allows for contingencies when delays or emergencies occur.

5. Identify Project Risks

Every project has inherent risks that can derail timelines or success. Your project plan should outline the major risks identified and actions to mitigate that risk proactively.

Project risk management is the process of identifying, assessing, and controlling risks that could negatively impact your project. Start by brainstorming every potential risk that might emerge, considering:

• Technical risks - Issues with software, equipment, product defects

• External risks - Supply chain disruptions, market changes

• Organizational risks - Resource constraints, inadequate funding

• Management risks - Ineffective planning, poor communication 

• Schedule risks - Task dependencies, delays

Once risks are identified, analyze and prioritize them based on likelihood to occur and potential impact. Then define mitigation tactics to address them proactively, either to prevent the risk or minimize impact if it occurs.

For example, you may keep a backup resource in mind if a team member leaves mid-project. Or have a contingency budget for potential cost overruns. 

Document the risks, ratings, and mitigation tactics clearly in your project plan. Re-evaluate throughout the project lifecycle. Staying ahead of uncertainties will enable you to respond swiftly when issues emerge.

6. Communicate the Plan

Once your detailed project plan is documented, it needs to be communicated to several audiences:

• Project team - hold a kickoff meeting and share relevant parts of the plan so everyone understands their responsibilities.

• Stakeholders - share high level plan, timelines and milestones with key stakeholders.

• Project sponsors - present key parts of the plan for approval and sign-off.

Having their buy-in upfront prevents issues down the road. Also, be sure to share the project plan with new team members throughout the project.

Communicating the project plan effectively is critical for alignment and execution. Key best practices include:

• Hold a project kickoff meeting with your team to review the plan. Give them time to read it and ask clarifying questions.

• Create simplified views of the plan to share with specific audiences rather than overwhelming them with every detail.

• Present relevant plan components to stakeholders, executives and other groups to secure buy-in.

• Keep an online version easily accessible by team members for ongoing reference.

• Update the plan regularly and highlight any changes since prior versions.

• Bring hard copies of the plan to meetings for quick reference when needed.

• Schedule periodic project review meetings to discuss plan progress and changes.

By sharing the plan consistently across your team and stakeholders, everyone can remain engaged and aligned on the project objectives, timelines, roles and status.

Key Elements to Include in a Project Plan

While the format can vary, most project plans include some combination of the following elements:

• Project overview - summary of project scope, goals, deliverables, timeline, costs, risks and assumptions

• Work Breakdown Structure - outlines all tasks to be completed with owners

• Schedule/timeline - key dates, milestones, task dependencies and deadlines

• Budget - planned project costs including labor, materials and other expenses

• Resource plan - identifies staffing, equipment and any resources needed, and when they are needed

• Communication plan - specifies stakeholder communications, including frequency, methods, and responsibility 

• Risk management plan - identifies potential risks and actions to address them

• Procurement plan - needed if external vendors provide goods/services

• Change management plan - outlines the change approval process and authority

Let's look at each of these key components in more detail:

Project Overview

The overview provides high-level summary information about the project to stakeholders, including:

• Business case or rationale for the project

• Alignment to organization goals 

• Project scope and definition of what is in and out of scope

• Target deliverables, products, or outcomes

• Cost estimates and budget constraints

• Timeline and major milestones

• Project assumptions, constraints and dependencies 

• Roles and responsibilities overview

• Known risks and considerations

This section provides the big picture view to secure buy-in from sponsors. It can also be used as a simplified communication tool for certain audiences.

Work Breakdown Structure

As discussed earlier, the work breakdown structure captures 100% of the tasks needed to successfully complete the project, broken down into manageable work packages. For each task, detail:

• Owner and assigned resources

• Time and cost estimates

• Start and end dates

• Predecessors and dependencies

• Status tracking

• Quality standards

• Acceptance criteria

Having every task captured enables ownership, sequencing, realistic timelines and progress monitoring. 

Project Schedule

While the WBS lists all tasks, the project schedule focuses on major milestones and key delivery timeframes needed to manage project progress.

The schedule provides dates for milestones such as:

• Project kick-off and important reviews 

• Start and end times for key phases

• Delivery of major procurements

• Completion of pivotal tasks

• Go live readiness

• Project wrap-up

Viewing milestone timeframes enables stakeholders to know the pace and cadence of delivery. You can also set milestones for customer payment dates or other billing triggers to track cash flow.

Budget Plan

The project budget outlines all estimated costs including:

• Labor costs - staff, contract workers, vendor services

• Material costs - equipment, hardware, travel, etc

• Indirect costs - facilities, technology

• Reserves to cover contingency

It also notes available capital and any constraints that may dictate spending levels, like fixed budgets.

Having a detailed budget breakdown is critical for tracking project profitability. Monitor it closely for any areas running over budget. 

Resource Plan

While the budget captures the cost of resources, the resource plan details: 

• What types of resources you need - people, equipment, materials

• How much of each resource

• When these resources are needed, and for how long

This enables you to have resources available when required. Scaling resource levels to the project timeline is key for efficiency.

Communication Plan

The communication plan specifies:

• All stakeholders who require updates 

• Frequency of communication for each stakeholder group

• Delivery methods - email, meetings, status reports

• Owner and process for sending communications 

• Message content specific to each group

This ensures you keep all stakeholders informed through targeted, consistent communication touchpoints.

Risk Management Plan

This section outlines all identified risks that could impact your project, including:

• Description of each key risk

• Risk level - probability and impact likelihood rated on a scale

• Risk triggers to monitor 

• Risk mitigation tactics

• Risk owners responsible for mitigating

With risks mapped to owners and mitigation actions, you can catch and address them before they become issues. 

Procurement Plan

If your project requires procuring equipment, materials, or external contractor services, you need a procurement plan covering:

• Items/services to be procured

• Vendors or suppliers to obtain them from

• Procurement schedule aligned to project schedule

• Budget

• Resources managing procurement 

• Performance standards for purchases

• Approval authority for purchases

This enables you to obtain goods and services required for the project efficiently.

Change Management Plan

A change management plan defines the process for handling changes to the project scope, schedule, costs or other elements. It outlines:  

• Who can request changes

• How change requests are submitted

• The change review and approval process

• Who has authority to approve different types of changes

• How approved changes get implemented

Controlling changes through a defined process avoids scope creep.

Including the right level of detail for each element is key - avoid being overly general, but also avoid pages of unnecessary minutiae.

Now let's look at two project plan templates to get you started.

Simple Project Plan Template

For smaller projects, you can develop a simplified project plan template that captures all the key elements in 1-2 pages. Here is an example basic project plan template to download and customize for your own use.

It includes sections for goals, scope, milestones, schedule, resources, risks, and approvals. With all information in one place, it provides a quick high-level view of the project.

Image source: BrightWork

This consolidated project plan template works well for small efforts where you just need to capture task details, schedules, and assignments without extensive sub-plans. Having a simple, visual plan makes it easy to review progress and track next steps.

Keeping the plan to 1-2 pages also makes it easier to communicate and get alignment from your team and stakeholders. Avoid packing in too much granular detail, as that causes readers to lose sight of the big picture.

Use this lean project planning template for efforts like:

• Small departmental projects

• Routine initiatives like annual budgeting 

• Simple process improvement projects

• Event coordination or marketing campaigns

For more complex projects, expand it by including materials needed, budgets, communication plans, and other supplementary data as appendices.

This streamlined project planning template works well for uncomplicated projects or pre-planning in the project initiation phase. The high-level focus enables quick understanding and consensus before diving into detailed planning.

Of course, larger projects require more in-depth planning. So for those, a more detailed multi-page project plan is better suited.

Detailed Project Plan Template

For larger projects, use a more comprehensive project plan template to capture all necessary details. For example, check out this free project plan template in Excel from Microsoft.

Image source: Microsoft

It includes separate worksheets for goals, tasks, schedule, resources, risks and approvals. With separate sections, you can dive into more task details while still maintaining organized high-level views.

This expanded template provides dedicated spaces to outline all components of your plan, including:

• Project Background - Business case, objectives, scope, assumptions

• Roles & Responsibilities - Project team, stakeholders, decision makers 

• Workplan & Schedule - Major phases, tasks, owners, timelines, dependencies

• Budget - Cost estimates by category, available funding 

• Risk Plan - Potential risks mapped to mitigation plans

• Communications - Communication matrix and stakeholder management

• Procurement - Equipment, materials and services to source

• Change Control - Change request process, approval authority

With each element broken out on dedicated tabs, you can go deep on specifics while maintaining an organized master plan.

This template provides a framework you can customize by adding or removing sections to suit your project size and needs. The comprehensive approach works well for medium to large scale projects with multiple tasks, resources and stakeholders in play. 

Tips for Writing a Good Project Plan

Keep these tips in mind as you develop a project plan tailored to your needs:

• Involve the team - Collaborate with team members in planning to get buy-in, diverse input and realistic timelines.

• Set measurable goals - Good project goals are specific, relevant, realistic and have defined outcomes.

• Scope projects appropriately - Don't underscope or overscope your project. Scope to what is achievable given constraints.

• Have a detailed task list - Break down the work into manageable tasks for accurate scheduling and resource planning.

• Allow padding in schedules - Build in buffer time for potential delays and risks. Don't schedule tasks too tightly.

• Outline resources needed - Identify the labor, equipment, materials and budget required to complete tasks.

• Plan for quality - Define what project success and quality deliverables looks like.

• Document assumptions - Note any assumptions made in planning regarding resources, budgets, timeframes etc.

• Leave room for change - Allow for adjustments if project risks occur or requirements evolve.

• Get formal approval - Have project sponsors formally sign-off on the plan before kicking off work. 

• Communicate! - Share the plan with your team, stakeholders and sponsors. Get alignment early on.

Investing sufficient time in planning sets your project up for success. But project plans are not meant to sit on a shelf - they are living documents requiring regular review and updates. Revisit your plan often and make adjustments to keep the project on track.

With a solid project plan in place, you have the roadmap needed to execute projects efficiently, maximize resources, and achieve desired outcomes. Use the templates and tips provided above to create effective project plans for your initiatives. Here's to your project success!

Summary of Key Points

• A project plan defines the scope, goals, timeline, costs, resources, risks and deliverables of a project

• Creating a detailed plan is crucial for project success to align stakeholders, manage resources, and track progress 

• Key steps in project planning include defining scope and goals, scheduling tasks, estimating resources, identifying risks, and communicating the plan

• Simple and detailed project plan templates are available to structure your plan - tailor to your needs

• Allow sufficient time for planning, involve your team, scope appropriately, and regularly review the plan

• With an effective project plan, you'll be setup for project efficiency, risk reduction, and achieving your goals