Did you know that less than 1 in 4 organizations use project management software? This means that most organizations in this digital age still use Excel, spreadsheets, paper, or a combination of tools with suboptimal integration to create a project plan. As a result, 54% of organizations lack the ability to track KPIs in real time.
With Stackby, you can not only create a project plan tool based on your business requirements, but also automate your project management. Let’s see how to create a project plan in 7 easy steps.
When you start with a project, you should make a plan for how to manage it. A project plan is a document or visualization of the scope, objectives, and how to achieve them. It includes an overview of all the milestones you need to achieve during the project, important deadlines, costs, and budgets.
A typical project plan consists of the following:
- An overview of the project objectives
- The results you expect from the project
- Challenges or a list of obstacles in the project
- Assumptions in the project
- To-do list
- Roles and responsibilities of each team member
- Detailed project schedule
- Resources required for the project such as funds, equipment, facilities, and information
- Intended project-related risks and mitigation strategies
- Project Quality Assurance Details
Managing all these things manually can be a bit confusing. This free-to-use, pre-designed Stackby project plan template is designed to help project managers, marketing teams, sales teams, operations teams, and product managers create a project plan.
Now that you know what project planning is. You must understand why project planning is important to your business. Project planning activities can serve as the starting and ending point for your projects. Project management steps help business managers avoid a great deal of stress during project implementation as well as stakeholder disappointment at the time of delivery. Here’s why project planning is important for every business:
1. Contact team
Smooth project implementation depends on good communication between team members. When your employees work from different locations or time zones, a project plan helps the team ensure that all deadlines are met.
2. Financial worries
A poorly planned project may result in delays, unexpected errors, or inconsistencies. All this wastes not only the time and resources of the company and its employees, but also a lot of money. With project planning, companies can save a lot of money by ensuring that everything is put into place.
3. Project performance
A simplified and clearly defined project plan ensures the success of the project. The project plan clearly defines the project milestones and objectives. Comprehensively plans and organizes project objectives into tasks, resources, and schedules. All this helps the team to complete the project successfully.
4. Target tracking
The project plan includes the detailed process of how to track each objective and task. If the goal is clearly defined, it can easily be converted into quantitative measures of success, also known as KPIs or KPIs. Measuring these KPIs helps project managers adjust project implementation to reach goals.
Project planning is an important stage in project management. But it doesn’t need to be a complicated process. Creating a project plan can be quick and easy for project managers and can be reduced to a streamlined process. Let’s see how to create a project plan in the seven steps.
Step 1: Set clear project objectives
What is your project about? What do you want to build from this project? The first step in project planning involves setting clear project goals. Basic project management steps may include:
- Define a clear scope for the project
- Determine the budget for the project
- Define different parameters of the project
- Set deadlines for each teacher
- Determine the resources required for the project
Read more: SMART Goals Model
Step 2: Pathways to achieve project objectives
Once you have decided on project goals, you must prepare pathways for how to achieve those goals. Sharing these paths makes it easy for the whole team to stay on the same page. Here’s how to set up specific ways to achieve project goals:
- Create a list of deliverables and their due dates
- Determine how often you will communicate with clients/stakeholders on the project
- Set up a question-and-answer process for the project
- Define roles and responsibilities for each team member
Step Three: Risks and Mitigation
Unexpected situations can always happen, but the project manager must prepare the team to handle whatever comes up. You may not be able to accurately predict the risks that may occur but at least you can identify the potential impact it could cause. Stackby’s risk assessment form can help you avoid risks for your project. You can record information such as what kind of risks your project may face, who will be responsible for it, what can be done, what is needed, etc., all in one form.
Step 4: Meetings and Collaboration
Did you know that 22 percent of meetings are considered “extremely productive”, 44 percent are considered “extremely productive” while 34 percent are considered somewhat or not productive at all. Your project plan can help you ensure that all of your meetings are productive. Using project planning software will make it easy for your team to collaborate, share files, assign tasks and exchange ideas without having any private meetings. Which increases its productivity and efficiency.
Read more: How to share a specific view (from a table) to a team member
Step 5: Reporting Instructions
If you want to stay consistent on the project, be sure to check out reports throughout the project. Stackby’s Project Management Template can help you create clear, real-time project status reports and make it easy for you to check progress. This way you can also ensure that all the resources are allocated efficiently in the project. not only this, Stackby will soon bring reporting dashboards to help companies take their project planning to the next level.
Step 6: Manage Resources
Resource management is an important step in project planning because it helps you allocate resources carefully to each task. Whether it’s human resources, machinery, equipment, stationery, or utilities, you must keep track of how resources are allocated, costs involved, and timelines. You can use our project resource management template to make this process easier for you.
Step 7: Visualize Your Project
Finally, planning your project can become more effective if you can visualize the entire project not just in the form of tables but more. Stackby provides various views such as Kanban, Calendar and Gallery views to help you get the full picture of the project. Our project management plan template includes kanban views based on project stage and project priority.
3 Easy-to-Use Project Plan Templates on Stackby
To help you get started planning and managing your project, Stackby provides several free templates that are easy to use. These templates include our latest features and can help you keep track of your tasks properly. Here are the 3 best project planning templates.
1. Project plan template
Keep checking all your project tasks effortlessly and organize your project plan according to your business requirements with our project planning template. Here’s what you can do with this form:
- Keep track of all the information about your project and the people associated with it.
- Visualize the deadlines for each task and keep your team on track.
- Organize your project according to tasks, priority, status, team, start date, and deadline.
- Customize the project planning software as per your requirements and categorize it accordingly.
- Keep track of all team members working on your project and their departments.
2. Project tracker template
Give your project a proper structure and plan with our project tracker template. Our form will help you meet all deadlines and successfully complete your project. Here’s what you can do with this form:
- Track all your projects in one place and in real time.
- Organize projects based on their categories like Branding, Digital, Content, etc.
- Track clients associated with each project, their contact information, project totals, and more.
- Assign team leaders and project team to each project.
- Track the start date and end date of a project.
- Track the number of tasks associated with each project, the number of tasks completed, and the number of tasks that need to be done.
3. Project schedule template
Do you effectively assign all tasks to your team? Do you ensure that there is no interference in the work? Stackby project schedule template can help you stay on track. Here’s what you can do with this form:
- Keep a record of all projects, start and end dates, and associated tasks.
- Track the status of projects whether they are completed, ongoing or canceled.
- Monitor who is leading the project so you know who to contact regarding the project.
- Track project completion percentage and progress.
- Track the number of tasks completed and the number of pending tasks for each project.
An automated and customizable project planning tool can help you in many ways. It can boost your team’s productivity, make it easier for you to collaborate with your team, customize your project plan based on your business needs, and organize your project schedules.
Stackby offers a cloud-based all-in-one project management platform that helps you achieve all of the above goals. So why use spreadsheets or paper-based project management tools when you can automate your project planning? Sign up for Stackby for free and create your project plan in minutes.