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Project Planning Template

Creating a clear and concise source of project information will help teams visualize milestones and better assess their progress.

About the Project Planning Template

Project planning is essential for any project. You will need to get approval from a key decision-maker, such as upper management, before proceeding. Then, you will need to map out the project in terms of who, what, when, where, and how.

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What is a project plan

A project plan is a tool that helps teams visualize and track their progress towards project milestones. The plan typically includes:

  • Goals defined, and tasks you need to complete to achieve them
  • Scope of the project
  • Outlining task schedules
  • Delegating task management to your team members
  • Cost estimates for each phase of the project
  • Planning for unexpected events
  • Project timeline
  • Deliverables expected at the end of the project

During the production phase of a project, planning documents can save time and money by identifying hidden costs and the tasks required from start to finish.

When to use a project plan

Project plans are most useful when you can outline the project's goals and reasoning to anyone who needs to give you project approval. Use it to discuss team needs, expectations, and baselines for timeline, budget, and scope proactively. The plan will also help you clarify available resources before you start the project, as well as expected deliverables at the end.

Create your own project plan

You can easily make your own project plans with FigJam's whiteboard tool. To get started, select the Project Planning Template, then follow these steps to make your own.

  • Invite coworkers to help you work on defining your plan. Before you begin, invite your team, clients, and other relevant parties to join you on a voice or video chat (up to 25 participants can join at a time).
  • Define project goals. Work with your team to identify the issues you're trying to solve. Make a note of these problems in the appropriate places.
  • Define how to measure the success. It is more likely your team will achieve success if the metrics are specific. Try to come to an agreement on particular numerical changes or percentage changes that you would like to witness in different areas of your business.
  • Confirm who else needs to be involved. You should include everyone on your project in the planning document, even if they're not available to participate in the meeting. This way, everyone will have a defined role.
  • Get an estimate of project cost. This not only includes your financial budget, but can also extend to time and resources for your team.
  • Identify what resources already exist. When beginning a new project, it is important to consider what resources are available. Utilizing existing assets can save time and money while helping to achieve desired outcomes.
  • Know what obstacles stand in the way of success. Be prepared for bumps in the road or delays throughout your project timeline. Stay proactive and anticipate how you can stay on track.
  • List your action items. After the meeting, discuss what the next steps are with your team and decide who is responsible for each task.
  • Confirm your project timeline. If you want your project to stay on track, you need to decide on dates and deadlines. You can put important milestones into this template if you're using an Online Monthly Planner. Check back on the plan often to make sure you and your team are still working towards the goals, and make changes if necessary.

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