A Comprehensive Project Management Checklist: Examples and Project Checklist Template
A project management checklist can help you stay organized and ensure your project runs smoothly from start to finish. This comprehensive project checklist template covers everything you need for a successful project.
In this article, we provide a detailed project management checklist with examples and a free downloadable project checklist template to help you manage your next project. Read on for tips and templates to define your project, assemble your team, create a schedule, manage resources, monitor progress, and complete your project on time and within budget.
What is a Project Management Checklist?
A project management checklist is a list of tasks or processes that need to be completed throughout the project lifecycle. It helps project managers stay on top of all project details and ensures every step is taken to complete the project successfully.
Checklists help you define the project goals, scope, schedule, resources, budget and risks early on. They keep you organized during project execution. Regular check-ins on a checklist help you monitor progress toward deliverables and milestones, communicate status to stakeholders and stay on budget. Finally, they ensure proper project closeout.
In short, a solid project checklist template guides you through the essential project management steps from initiation to closure.
Why You Need a Project Checklist
Project checklists are useful tools for a few key reasons:
Simplify project management - Following a checklist helps even new project managers ensure every necessary step is taken. You won't forget key tasks.
Save time - Checking items off a list is faster than trying to remember everything you need to do.
Enhance communication - Checklists facilitate discussions with stakeholders and team members about project details, status and needs.
Identify problems - Regular checklist reviews allow you to spot potential issues early so you can take corrective action.
Ensure success - Completing every item on the list means you've covered the project details essential for delivering the project's product, service or result on time and within budget.
How to Make a Project Management Checklist
Creating a project management checklist upfront prevents mistakes down the line. Follow these steps:
Identify deliverables - Define the goals and deliverables your project will produce.
Clarify scope - Specify what your project will and won't include.
Outline tasks - Break down project execution into smaller tasks.
Assign ownership - Determine who will complete each task.
Estimate timelines - Gauge how long each task will take and set deadlines.
List milestones - Note major markers of project progress.
Identify resources - Determine labor, materials and budget needed.
Address risks - Identify potential issues and mitigation plans.
Review regularly - Check in on progress at project meetings.
Update checklist - Adjust task details and timelines as needed.
Now let's explore a detailed checklist covering the essential steps in each phase of project management.
Project Initiation Checklist
The project initiation phase involves defining the basics like why you're doing the project, what success looks like, who is involved and initial planning.
Define problem or opportunity - Document the issue your project will address.
Determine project goals - Outline the objectives and desired outcome.
Secure sponsorship - Get buy-in from senior management.
Hold project kickoff meeting - Review goals with team and sponsors.
Identify stakeholders - List all project stakeholders.
Define project scope - Specify what will and won't be included.
Describe deliverables - Outline tangible outcomes to be produced.
Create project charter - Formalize goals, scope, timeline, budget, risks, authority.
Develop project plan - Outline project tasks, schedule, resources and budget.
Assemble project team - Assign project manager and members from relevant departments.
Establish communication plan - Determine channels to update stakeholders.
Project Planning Checklist
Thorough planning prevents problems down the line. Make sure to cover these items:
Define tasks - Break down project deliverables into smaller tasks.
Estimate timelines - Determine how long each task will take.
Set milestones - Identify key markers of project progress.
Create schedule - Map out project phases and deadlines.
Outline resources - Identify people, equipment, materials etc. needed.
Estimate budget - Calculate costs for resources.
Assign responsibilities - Designate who will complete each task.
Identify requirements - Determine skill sets needed for project team success.
Assess risks - Identify potential issues and mitigation plans.
Establish KPIs - Define metrics for monitoring progress.
Set baselines - Record initial scope, schedule and budget.
Finalize project plan - Formalize all plans in a document.
Gain approval - Get signoff on project plan by all stakeholders.
Project Execution Checklist
Careful project execution ensures you deliver high quality results on time and budget.
Host kickoff meeting - Revisit project plans with team before starting work.
Monitor deliverables - Track progress on outputs.
Manage changes - Document any changes to scope, schedule or costs.
Track risks - Watch out for identified risks and new issues arising.
Manage quality - Review deliverables to ensure adherence to standards.
Oversee procurement - Purchase resources as outlined in procurement plan.
Manage stakeholders - Communicate with stakeholders about status.
Lead project team - Direct, motivate and support project team members.
Give updates - Provide regular status reports to stakeholders per communication plan.
Address issues - Resolve any problems with schedule, budget or team.
Review KPIs - Compare progress to key performance indicators.
Control changes - Get approval on changes and update project plans.
Project Monitoring & Controlling Checklist
Consistent monitoring allows you to identify issues early and take corrective action to keep your project on track.
Track actual vs. planned - Compare progress to original schedule and budget.
Monitor risks - Watch out for new risks.
Control changes - Get approval on changes and update project plan.
Manage procurement - Adjust resources as needed.
Maintain issues log - Document problems that arise and solutions.
Verify deliverables - Confirm outputs meet quality standards.
Monitor milestones - Ensure major milestones are being met on time.
Check in with team - Discuss any roadblocks team members are facing.
Communicate status - Update stakeholders regularly per communication plan.
Take corrective action - Fix any problems with schedule, budget or quality.
Update plans - Revise project management plan documents as changes occur.
Manage reserves - Use contingency funds and resources if needed.
Project Closure Checklist
Closing out your project properly ensures acceptance of deliverables and documents lessons learned.
Verify scope - Confirm all required deliverables were completed.
Obtain acceptance - Get formal signoff of deliverables from stakeholders.
Hand off deliverables - Transfer outputs to intended users.
Close contracts - Finalize payments and close agreements with vendors.
Document lessons learned - Record challenges faced and recommendations for future projects.
Archive documents - Store plans, procurement details, communications and other documents.
Celebrate success - Acknowledge team for their efforts and success.
Release resources - Release team members back to normal job duties.
Analyze metrics - Review KPIs and metrics attained.
Close project - Formalize project closure and get signoff from sponsors.
Free Project Management Checklist Template
To simplify putting together your own tailored project management checklist, you can download and customize this free Excel template.
The downloadable template includes example tasks for the project initiation, planning, execution, monitoring and closure phases outlined above. Simply add or remove tasks to match your specific project needs. Assign owners, timelines, priorities and track progress.
This checklist template provides a sample layout you can adapt for any project:
Phase sections with starter tasks
Columns for owner, start and end dates, status, priority and notes
Progress tracker turning tasks green when complete
Space to add steps for managing scope, schedule, resources, procurement, quality, communication, risks and stakeholders
<<[Link to template download page]>>
Follow the checklist template to ensure you complete every important step for project management success.
Key Takeaways and Project Management Checklist
Here are some key takeaways to keep top of mind when managing your next project:
Use a project management checklist template to stay organized. Break down project plans into tasks and track progress.
Carefully define project goals, scope, schedule, resources, budget and risks upfront.
Assemble a skilled project team and get buy-in from all stakeholders.
Outline detailed project requirements and make a schedule.
Monitor your actual project progress against the plan.
Communicate regularly with stakeholders about status.
Address any issues that arise in schedule, budget or quality.
Close out the project properly by verifying deliverables, getting signoff, documenting lessons and releasing resources.
Following a thorough project management checklist from start to finish will help you manage projects successfully. The checklist keeps you on track and focused on the desired end result.
Does your organization have a standard project management checklist? Feel free to share your own tips and templates in the comments below!
A Comprehensive Project Management Checklist: Examples and Project Checklist Template
A project management checklist can help you stay organized and ensure your project runs smoothly from start to finish. This comprehensive project checklist template covers everything you need for a successful project.
In this article, we provide a detailed project management checklist with examples and a free downloadable project checklist template to help you manage your next project. Read on for tips and templates to define your project, assemble your team, create a schedule, manage resources, monitor progress, and complete your project on time and within budget.
What is a Project Management Checklist?
A project management checklist is a list of tasks or processes that need to be completed throughout the project lifecycle. It helps project managers stay on top of all project details and ensures every step is taken to complete the project successfully.
Checklists help you define the project goals, scope, schedule, resources, budget and risks early on. They keep you organized during project execution. Regular check-ins on a checklist help you monitor progress toward deliverables and milestones, communicate status to stakeholders and stay on budget. Finally, they ensure proper project closeout.
In short, a solid project checklist template guides you through the essential project management steps from initiation to closure.
Why You Need a Project Checklist
Project checklists are useful tools for a few key reasons:
Simplify project management - Following a checklist helps even new project managers ensure every necessary step is taken. You won't forget key tasks.
Save time - Checking items off a list is faster than trying to remember everything you need to do.
Enhance communication - Checklists facilitate discussions with stakeholders and team members about project details, status and needs.
Identify problems - Regular checklist reviews allow you to spot potential issues early so you can take corrective action.
Ensure success - Completing every item on the list means you've covered the project details essential for delivering the project's product, service or result on time and within budget.
How to Make a Project Management Checklist
Creating a project management checklist upfront prevents mistakes down the line. Follow these steps:
Identify deliverables - Define the goals and deliverables your project will produce.
Clarify scope - Specify what your project will and won't include.
Outline tasks - Break down project execution into smaller tasks.
Assign ownership - Determine who will complete each task.
Estimate timelines - Gauge how long each task will take and set deadlines.
List milestones - Note major markers of project progress.
Identify resources - Determine labor, materials and budget needed.
Address risks - Identify potential issues and mitigation plans.
Review regularly - Check in on progress at project meetings.
Update checklist - Adjust task details and timelines as needed.
Now let's explore a detailed checklist covering the essential steps in each phase of project management.
Project Initiation Checklist
The project initiation phase involves defining the basics like why you're doing the project, what success looks like, who is involved and initial planning.
Define problem or opportunity - Document the issue your project will address.
Determine project goals - Outline the objectives and desired outcome.
Secure sponsorship - Get buy-in from senior management.
Hold project kickoff meeting - Review goals with team and sponsors.
Identify stakeholders - List all project stakeholders.
Define project scope - Specify what will and won't be included.
Describe deliverables - Outline tangible outcomes to be produced.
Create project charter - Formalize goals, scope, timeline, budget, risks, authority.
Develop project plan - Outline project tasks, schedule, resources and budget.
Assemble project team - Assign project manager and members from relevant departments.
Establish communication plan - Determine channels to update stakeholders.
Project Planning Checklist
Thorough planning prevents problems down the line. Make sure to cover these items:
Define tasks - Break down project deliverables into smaller tasks.
Estimate timelines - Determine how long each task will take.
Set milestones - Identify key markers of project progress.
Create schedule - Map out project phases and deadlines.
Outline resources - Identify people, equipment, materials etc. needed.
Estimate budget - Calculate costs for resources.
Assign responsibilities - Designate who will complete each task.
Identify requirements - Determine skill sets needed for project team success.
Assess risks - Identify potential issues and mitigation plans.
Establish KPIs - Define metrics for monitoring progress.
Set baselines - Record initial scope, schedule and budget.
Finalize project plan - Formalize all plans in a document.
Gain approval - Get signoff on project plan by all stakeholders.
Project Execution Checklist
Careful project execution ensures you deliver high quality results on time and budget.
Host kickoff meeting - Revisit project plans with team before starting work.
Monitor deliverables - Track progress on outputs.
Manage changes - Document any changes to scope, schedule or costs.
Track risks - Watch out for identified risks and new issues arising.
Manage quality - Review deliverables to ensure adherence to standards.
Oversee procurement - Purchase resources as outlined in procurement plan.
Manage stakeholders - Communicate with stakeholders about status.
Lead project team - Direct, motivate and support project team members.
Give updates - Provide regular status reports to stakeholders per communication plan.
Address issues - Resolve any problems with schedule, budget or team.
Review KPIs - Compare progress to key performance indicators.
Control changes - Get approval on changes and update project plans.
Project Monitoring & Controlling Checklist
Consistent monitoring allows you to identify issues early and take corrective action to keep your project on track.
Track actual vs. planned - Compare progress to original schedule and budget.
Monitor risks - Watch out for new risks.
Control changes - Get approval on changes and update project plan.
Manage procurement - Adjust resources as needed.
Maintain issues log - Document problems that arise and solutions.
Verify deliverables - Confirm outputs meet quality standards.
Monitor milestones - Ensure major milestones are being met on time.
Check in with team - Discuss any roadblocks team members are facing.
Communicate status - Update stakeholders regularly per communication plan.
Take corrective action - Fix any problems with schedule, budget or quality.
Update plans - Revise project management plan documents as changes occur.
Manage reserves - Use contingency funds and resources if needed.
Project Closure Checklist
Closing out your project properly ensures acceptance of deliverables and documents lessons learned.
Verify scope - Confirm all required deliverables were completed.
Obtain acceptance - Get formal signoff of deliverables from stakeholders.
Hand off deliverables - Transfer outputs to intended users.
Close contracts - Finalize payments and close agreements with vendors.
Document lessons learned - Record challenges faced and recommendations for future projects.
Archive documents - Store plans, procurement details, communications and other documents.
Celebrate success - Acknowledge team for their efforts and success.
Release resources - Release team members back to normal job duties.
Analyze metrics - Review KPIs and metrics attained.
Close project - Formalize project closure and get signoff from sponsors.
Free Project Management Checklist Template
To simplify putting together your own tailored project management checklist, you can download and customize this free Excel template.
The downloadable template includes example tasks for the project initiation, planning, execution, monitoring and closure phases outlined above. Simply add or remove tasks to match your specific project needs. Assign owners, timelines, priorities and track progress.
This checklist template provides a sample layout you can adapt for any project:
Phase sections with starter tasks
Columns for owner, start and end dates, status, priority and notes
Progress tracker turning tasks green when complete
Space to add steps for managing scope, schedule, resources, procurement, quality, communication, risks and stakeholders
<<[Link to template download page]>>
Follow the checklist template to ensure you complete every important step for project management success.
Key Takeaways and Project Management Checklist
Here are some key takeaways to keep top of mind when managing your next project:
Use a project management checklist template to stay organized. Break down project plans into tasks and track progress.
Carefully define project goals, scope, schedule, resources, budget and risks upfront.
Assemble a skilled project team and get buy-in from all stakeholders.
Outline detailed project requirements and make a schedule.
Monitor your actual project progress against the plan.
Communicate regularly with stakeholders about status.
Address any issues that arise in schedule, budget or quality.
Close out the project properly by verifying deliverables, getting signoff, documenting lessons and releasing resources.
Following a thorough project management checklist from start to finish will help you manage projects successfully. The checklist keeps you on track and focused on the desired end result.
Does your organization have a standard project management checklist? Feel free to share your own tips and templates in the comments below!
A Comprehensive Project Management Checklist: Examples and Project Checklist Template
A project management checklist can help you stay organized and ensure your project runs smoothly from start to finish. This comprehensive project checklist template covers everything you need for a successful project.
In this article, we provide a detailed project management checklist with examples and a free downloadable project checklist template to help you manage your next project. Read on for tips and templates to define your project, assemble your team, create a schedule, manage resources, monitor progress, and complete your project on time and within budget.
What is a Project Management Checklist?
A project management checklist is a list of tasks or processes that need to be completed throughout the project lifecycle. It helps project managers stay on top of all project details and ensures every step is taken to complete the project successfully.
Checklists help you define the project goals, scope, schedule, resources, budget and risks early on. They keep you organized during project execution. Regular check-ins on a checklist help you monitor progress toward deliverables and milestones, communicate status to stakeholders and stay on budget. Finally, they ensure proper project closeout.
In short, a solid project checklist template guides you through the essential project management steps from initiation to closure.
Why You Need a Project Checklist
Project checklists are useful tools for a few key reasons:
Simplify project management - Following a checklist helps even new project managers ensure every necessary step is taken. You won't forget key tasks.
Save time - Checking items off a list is faster than trying to remember everything you need to do.
Enhance communication - Checklists facilitate discussions with stakeholders and team members about project details, status and needs.
Identify problems - Regular checklist reviews allow you to spot potential issues early so you can take corrective action.
Ensure success - Completing every item on the list means you've covered the project details essential for delivering the project's product, service or result on time and within budget.
How to Make a Project Management Checklist
Creating a project management checklist upfront prevents mistakes down the line. Follow these steps:
Identify deliverables - Define the goals and deliverables your project will produce.
Clarify scope - Specify what your project will and won't include.
Outline tasks - Break down project execution into smaller tasks.
Assign ownership - Determine who will complete each task.
Estimate timelines - Gauge how long each task will take and set deadlines.
List milestones - Note major markers of project progress.
Identify resources - Determine labor, materials and budget needed.
Address risks - Identify potential issues and mitigation plans.
Review regularly - Check in on progress at project meetings.
Update checklist - Adjust task details and timelines as needed.
Now let's explore a detailed checklist covering the essential steps in each phase of project management.
Project Initiation Checklist
The project initiation phase involves defining the basics like why you're doing the project, what success looks like, who is involved and initial planning.
Define problem or opportunity - Document the issue your project will address.
Determine project goals - Outline the objectives and desired outcome.
Secure sponsorship - Get buy-in from senior management.
Hold project kickoff meeting - Review goals with team and sponsors.
Identify stakeholders - List all project stakeholders.
Define project scope - Specify what will and won't be included.
Describe deliverables - Outline tangible outcomes to be produced.
Create project charter - Formalize goals, scope, timeline, budget, risks, authority.
Develop project plan - Outline project tasks, schedule, resources and budget.
Assemble project team - Assign project manager and members from relevant departments.
Establish communication plan - Determine channels to update stakeholders.
Project Planning Checklist
Thorough planning prevents problems down the line. Make sure to cover these items:
Define tasks - Break down project deliverables into smaller tasks.
Estimate timelines - Determine how long each task will take.
Set milestones - Identify key markers of project progress.
Create schedule - Map out project phases and deadlines.
Outline resources - Identify people, equipment, materials etc. needed.
Estimate budget - Calculate costs for resources.
Assign responsibilities - Designate who will complete each task.
Identify requirements - Determine skill sets needed for project team success.
Assess risks - Identify potential issues and mitigation plans.
Establish KPIs - Define metrics for monitoring progress.
Set baselines - Record initial scope, schedule and budget.
Finalize project plan - Formalize all plans in a document.
Gain approval - Get signoff on project plan by all stakeholders.
Project Execution Checklist
Careful project execution ensures you deliver high quality results on time and budget.
Host kickoff meeting - Revisit project plans with team before starting work.
Monitor deliverables - Track progress on outputs.
Manage changes - Document any changes to scope, schedule or costs.
Track risks - Watch out for identified risks and new issues arising.
Manage quality - Review deliverables to ensure adherence to standards.
Oversee procurement - Purchase resources as outlined in procurement plan.
Manage stakeholders - Communicate with stakeholders about status.
Lead project team - Direct, motivate and support project team members.
Give updates - Provide regular status reports to stakeholders per communication plan.
Address issues - Resolve any problems with schedule, budget or team.
Review KPIs - Compare progress to key performance indicators.
Control changes - Get approval on changes and update project plans.
Project Monitoring & Controlling Checklist
Consistent monitoring allows you to identify issues early and take corrective action to keep your project on track.
Track actual vs. planned - Compare progress to original schedule and budget.
Monitor risks - Watch out for new risks.
Control changes - Get approval on changes and update project plan.
Manage procurement - Adjust resources as needed.
Maintain issues log - Document problems that arise and solutions.
Verify deliverables - Confirm outputs meet quality standards.
Monitor milestones - Ensure major milestones are being met on time.
Check in with team - Discuss any roadblocks team members are facing.
Communicate status - Update stakeholders regularly per communication plan.
Take corrective action - Fix any problems with schedule, budget or quality.
Update plans - Revise project management plan documents as changes occur.
Manage reserves - Use contingency funds and resources if needed.
Project Closure Checklist
Closing out your project properly ensures acceptance of deliverables and documents lessons learned.
Verify scope - Confirm all required deliverables were completed.
Obtain acceptance - Get formal signoff of deliverables from stakeholders.
Hand off deliverables - Transfer outputs to intended users.
Close contracts - Finalize payments and close agreements with vendors.
Document lessons learned - Record challenges faced and recommendations for future projects.
Archive documents - Store plans, procurement details, communications and other documents.
Celebrate success - Acknowledge team for their efforts and success.
Release resources - Release team members back to normal job duties.
Analyze metrics - Review KPIs and metrics attained.
Close project - Formalize project closure and get signoff from sponsors.
Free Project Management Checklist Template
To simplify putting together your own tailored project management checklist, you can download and customize this free Excel template.
The downloadable template includes example tasks for the project initiation, planning, execution, monitoring and closure phases outlined above. Simply add or remove tasks to match your specific project needs. Assign owners, timelines, priorities and track progress.
This checklist template provides a sample layout you can adapt for any project:
Phase sections with starter tasks
Columns for owner, start and end dates, status, priority and notes
Progress tracker turning tasks green when complete
Space to add steps for managing scope, schedule, resources, procurement, quality, communication, risks and stakeholders
<<[Link to template download page]>>
Follow the checklist template to ensure you complete every important step for project management success.
Key Takeaways and Project Management Checklist
Here are some key takeaways to keep top of mind when managing your next project:
Use a project management checklist template to stay organized. Break down project plans into tasks and track progress.
Carefully define project goals, scope, schedule, resources, budget and risks upfront.
Assemble a skilled project team and get buy-in from all stakeholders.
Outline detailed project requirements and make a schedule.
Monitor your actual project progress against the plan.
Communicate regularly with stakeholders about status.
Address any issues that arise in schedule, budget or quality.
Close out the project properly by verifying deliverables, getting signoff, documenting lessons and releasing resources.
Following a thorough project management checklist from start to finish will help you manage projects successfully. The checklist keeps you on track and focused on the desired end result.
Does your organization have a standard project management checklist? Feel free to share your own tips and templates in the comments below!