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A project plan is a formal document that defines the project’s scope, cost, and schedule, and is intended to guide its execution and control. It is a critical tool for effective project management and is often represented visually to enable easy understanding of the project’s progress and tasks.
How to make a project plan
Creating a project plan involves several key steps:
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Define the project: Describe what the project will deliver and outline its objectives and success criteria.
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Identify project stakeholders: Understand who has a vested interest in the project’s outcome.
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Create a project schedule: Outline the tasks and activities required to complete the project, along with their dependencies and expected durations.
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Determine resources: List the people, equipment, and materials necessary for the project’s execution.
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Develop a budget: Estimate the cost of completing the project, including labor, materials, and any other costs.
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Establish a communication plan: Define how and when information will be shared with stakeholders.
How to use a project plan template
Project plan templates can save time and provide a structured format for organizing project information. Begin by selecting a template that suits your project’s needs. Replace the template’s placeholder content with your project specifics. Be sure to customize sections, headings, and fields as necessary to match your project’s unique requirements. After all the relevant project data is entered, review the plan for completeness and accuracy before sharing it with stakeholders.
FAQ about project plans
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Why is a project plan important? A project plan is essential as it provides a road map for executing and controlling the project. It helps to define the project’s scope, manage its costs, schedule tasks and resources, manage risks, and facilitate communication among stakeholders. Without a well-defined project plan, a project is unlikely to achieve its objectives efficiently.
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Who creates the project plan? Typically, it’s the project manager or someone in a similar role who is responsible for creating the project plan. However, the process often involves collaboration with other project team members and stakeholders.
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How often should a project plan be updated? A project plan should be updated regularly to reflect actual project performance and changes in scope, schedule, or resources. The frequency of updates depends on the nature and complexity of the project, but a review at least once a week is a common practice.
Author
Matthew Zane is the lead editor of Zippia's How To Get A Job Guides. He is a teacher, writer, and world-traveler that wants to help people at every stage of the career life cycle. He completed his masters in American Literature from Trinity College Dublin and BA in English from the University of Connecticut.
