{"id":291631,"date":"2024-11-13T11:55:39","date_gmt":"2024-11-13T11:55:39","guid":{"rendered":"https:\/\/project.co\/?p=291631"},"modified":"2024-11-13T11:57:20","modified_gmt":"2024-11-13T11:57:20","slug":"project-planning-guide","status":"publish","type":"post","link":"https:\/\/project.co\/project-planning-guide\/","title":{"rendered":"What Is a Project Plan? The Complete Guide to Project Planning"},"content":{"rendered":"
<\/div>\n

Welcome to our complete guide to project planning! If you want to know what a project plan is, how to create one, what the benefits are, and more – then you\u2019re in the right place! <\/p>\n\n\n

\n <\/i>Statistic\n<\/div>\n
\n Inadequate project planning is the number one reason for project failure.<\/strong> Number one! And 70% of all projects fail.<\/strong> But the good news is, projects are 2.5 times more likely to succeed when project management practices are implemented.<\/strong>\u00a0\n
\n Source: <\/strong>TeamStage<\/a>\n <\/div>\n<\/div><\/div>\n\n\n

So, now that you\u2019ve got the facts, let\u2019s get into this complete guide. <\/p>\n\n\n\n

What is project planning?<\/strong><\/h2>\n\n\n\n

Project planning is the process of organising all of the tasks and resources required to achieve your project goals, as well as creating a schedule that will help you achieve everything within the desired timeframe. <\/p>\n\n\n\n

Essentially, you’re creating a structured plan that will guide you through your project, from initiation to completion. <\/p>\n\n\n\n

Why are project plans important?<\/strong><\/h2>\n\n\n\n

Project plans are important because they help to ensure your project has a clear direction. Your project plan will help you to prioritise tasks, allocate resources, and manage your time effectively. <\/p>\n\n\n

\n You\u2019ve probably heard of the famous quote, \u201cFailing to plan is planning to fail\u201d <\/em><\/strong>– and when it comes to project management this couldn\u2019t be more true.\u00a0\n<\/div><\/div>\n\n\n

Proper planning is imperative for project success. Project plans not only give you a direction for your project, but they ensure that everyone else involved is on the same page too. This is important for making sure you\u2019re all pushing towards the same goal so that your project has the best chance of success. <\/p>\n\n\n

\n <\/i>Recommended Article\n<\/div>\n
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\"\"<\/a><\/div>\n <\/div>\n
\n
Project Failure: 12 Reasons Why Projects Fail (+Solutions)<\/a><\/div>\n
Project failure is common. But with the tips and tricks in this article, hopefully you can manage your project successfully to avoid common mistakes.<\/div>\n <\/div>\n<\/div><\/div>\n\n\n

How to create a project plan<\/strong><\/h2>\n\n\n\n

Creating a project plan is relatively easy and after you\u2019ve done it once you can easily replicate it for all of your future projects! Here\u2019s how to create a project plan in just 5 simple steps\u2026<\/p>\n\n\n\n

1. Define the project scope and objectives<\/strong><\/h3>\n\n\n\n

First things first, you need to clearly define the goals and objectives of your project, and also the project scope. <\/p>\n\n\n\n

The project scope defines exactly what\u2019s included in the project and this can help to outline the boundaries so that everyone stays on track. <\/p>\n\n\n\n

It\u2019s important to be aware of something called \u2018scope creep\u2019 which is essentially when the parameters of the project begin to gradually change after work has started. This can be really detrimental and lead to project failure. <\/p>\n\n\n

\n <\/i>Recommended Article\n<\/div>\n
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\"scope-creep-image\"<\/a><\/div>\n <\/div>\n
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What is Scope Creep? (Causes, Examples + Tips for Avoiding it!)<\/a><\/div>\n
Scope creep can be a huge problem for project managers. Here, we discuss what it is, what causes it, and how to avoid it.<\/div>\n <\/div>\n<\/div><\/div>\n\n\n

Your project objectives of course relate to what you hope to achieve with this project. Try to be as specific as possible, including deliverables, outcomes, and criteria for success. <\/p>\n\n\n\n

2. Break project work down into tasks<\/strong><\/h3>\n\n\n\n

As soon as you know what you hope to achieve you can begin chartering a path to help you get there. <\/p>\n\n\n\n

The best way to do this is to break your project down into smaller, more management tasks. You can do this by using a planning tool loved by many project managers called Work Breakdown Structure (WBS). <\/p>\n\n\n\n

You can develop a WBS by following these basic steps: <\/p>\n\n\n

\n 1. Identify the deliverables you hope to achieve
2. Break those down into sub-deliverables
3. Break those down into individual tasks
4. Organise and assign the tasks
5. Review and refine\u00a0\n<\/div><\/div>\n\n\n

So, for example, if your big project deliverable is an animated video then your sub deliverables will be things like \u2018script\u2019 and \u2018storyboard\u2019 and your tasks will be \u2018write first draft of the script\u2019, \u2018review client feedback\u2019, \u2018redraft script\u2019, and so on. <\/p>\n\n\n\n

You can organise these tasks by determining how long you expect each one to take and assigning them to team members with availability. <\/p>\n\n\n\n

Then, as the project progresses, you can review and refine to see if you need to make tweaks in order to hit your project goal. <\/p>\n\n\n

\n <\/i>Recommended Article\n<\/div>\n
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\"Work<\/a><\/div>\n <\/div>\n
\n
Work Breakdown Structure (WBS): The Complete Guide<\/a><\/div>\n
Everything you need to know about work breakdown structures: what they are, how to create them, and how to use them effectively in your project planning.<\/div>\n <\/div>\n<\/div><\/div>\n\n\n

3. Set your schedule<\/strong><\/h3>\n\n\n\n

You probably guessed that this is the next step! You need to create your project schedule<\/a> so that you can accurately estimate how long your project will take. <\/p>\n\n\n\n

Plot out your tasks, making note of how long you expect each one to take. A project management tool<\/a> is probably the best way to do this so that you can share the schedule with both your internal team and any external stakeholders. <\/p>\n\n\n

\n <\/i>Expert Tip\n<\/div>\n
\n Work backwards from your deadline when plotting your tasks and setting your schedule. And always leave some wiggle room! This is the best way to ensure you don\u2019t overrun your project delivery date.\u00a0\n<\/div><\/div>\n\n\n

4. Allocate resources<\/strong><\/h3>\n\n\n\n

We know we have this listed after <\/em>setting your schedule, but realistically steps 3 and 4 can be done together. When we say \u2018allocate resources\u2019 we\u2019re mainly talking about people. <\/p>\n\n\n\n

Who are the people that are going to be working on your project? And are they available when you need them? <\/em><\/p>\n\n\n\n

These are the main questions you need to answer during this part of the process. Of course, depending on the type of project you may also have to consider additional resources like materials and equipment. <\/p>\n\n\n\n

5. Create a project communication plan<\/strong><\/h3>\n\n\n\n

The final step is to create a solid project communication plan that allows everyone involved in the project to stay in touch. <\/p>\n\n\n\n

A project communication plan outlines three important factors when it comes to project information: <\/p>\n\n\n

\n 1. How<\/strong> project information will be shared
2. Who <\/strong>will be communicating what\u00a0
3. When<\/strong> information will be shared\n<\/div><\/div>\n\n\n

These 3 things will ensure that everyone involved in the project can communicate with each other more successfully. It will reduce errors and time wasted on re-work, plus help you to better manage client expectations. <\/p>\n\n\n

\n <\/i>Recommended Article\n<\/div>\n
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\"\"<\/a><\/div>\n <\/div>\n
\n
Project Communication Plan: Why You Need One &amp; How to Create It<\/a><\/div>\n
When communication breaks down, costly and time-consuming mistakes can happen. So find out how to create a project communication plan in just a few steps.<\/div>\n <\/div>\n<\/div><\/div>\n\n\n

What is project planning software?<\/strong><\/h2>\n\n\n\n

Project planning software gives you all of the tools you need to effectively plan and manage your projects in one centralised place. <\/p>\n\n\n

\n <\/i>Statistic\n<\/div>\n
\n 64% of people have a good understanding of where their projects are up to, but this rises to 83% when they use a project management tool<\/strong>.\n
\n Source: <\/strong>Project.co Communication Statistics 2024<\/a>\n <\/div>\n<\/div><\/div>\n\n\n

Here are just some of the things you can do with project planning software, using Project.co<\/a> as an example:<\/p>\n\n\n\n

1. Share your project communication plan<\/strong><\/h3>\n\n\n\n

After creating your project communication plan, it\u2019s vital that you share it with everyone involved in your project. Project planning software can help you do exactly that! <\/p>\n\n\n\n

On Project.co, we have a Files tool that you can use to keep all of your important documents together: <\/p>\n\n\n\n

\"Files\"<\/figure>\n\n\n\n

This makes it easy for everyone – both your internal team and external stakeholders – to view your files at any time throughout the project. <\/p>\n\n\n

\n No more lost or misplaced files!\u00a0\n<\/div><\/div>\n\n\n

2. Manage resources<\/strong><\/h3>\n\n\n\n

Understanding the availability of your staff is huge for project planning. With project planning software, you can allocate tasks to your team members so that you know who is working on what, and when. <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Our Tasks tool is really powerful. Not only can you allocate a team member, assign a due date, and a priority level, you can also add sub-tasks, use AI to create a description, and even chat directly within tasks. <\/p>\n\n\n\n

3. Create your schedule<\/strong><\/h3>\n\n\n\n

Mapping out a project schedule is one of the best uses of project planning software. After you\u2019ve allocated tasks to everyone involved in the project, you should have a nice, neat schedule that you can keep a close eye on to ensure you stay on track. <\/p>\n\n\n\n

\"Calendar<\/figure>\n\n\n\n

Project.co offers different views so you can choose the one that suits you best. Kanban is a great option for seeing progress at a glance and identifying potential bottlenecks. <\/p>\n\n\n\n

\"Kanban<\/figure>\n\n\n
\n <\/i>Recommended Article\n<\/div>\n
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\n
\"\"<\/a><\/div>\n <\/div>\n
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Everything You Need to Know About Kanban Project Management<\/a><\/div>\n
Is kanban project management right for your business? Here’s everything you need to know, including core principles, methods, and benefits.<\/div>\n <\/div>\n<\/div><\/div>\n\n\n

4. Communicate (both internally and externally)<\/strong><\/h3>\n\n\n\n

There is a serious cost to poor communication. <\/p>\n\n\n

\n <\/i>Statistic\n<\/div>\n
\n 55% of people have missed messages as a result of communication issues in their business and 12% have even lost customers to competitors.\u00a0<\/strong>\n
\n Source: <\/strong>Project.co Communication Statistics 2024<\/a>\n <\/div>\n<\/div><\/div>\n\n\n

Project planning software can help solve these issues by ensuring you have an easy and straightforward way to communicate both internally and externally. <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

At Project.co we have our Discussions tool. It works just like any other messaging app but it\u2019s right there in your project, alongside everything else you need. <\/p>\n\n\n\n

5. Keep an eye on the project scope<\/strong><\/h3>\n\n\n\n

It\u2019s important to ensure scope creep doesn\u2019t start happening to your projects as this can very quickly cause you to run over time and over budget. <\/p>\n\n\n\n

Project planning software can help you keep an eye on project scope. We have a Notes tool that allows you to share any information you need to with internal team members (external stakeholders won\u2019t see this). <\/p>\n\n\n\n

\"Collaborative<\/figure>\n\n\n\n

You can share urgent information, client contact details, what was discussed in meetings, and more. <\/p>\n\n\n\n

We also have a Time tool that allows you to track the time spent on projects. <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

This helps you to understand how long your tasks are taking and can not only keep you on track for existing projects but also help you plan better for future ones. <\/p>\n\n\n\n

Benefits of project planning software<\/strong><\/h2>\n\n\n\n

1. Centralisation<\/strong><\/h3>\n\n\n\n

Every piece of information related to your project is in one place. This makes documents and other project-related info easy to find, and helps everyone to remain organised and focused on their goals. <\/p>\n\n\n\n

2. Improved collaboration<\/strong><\/h3>\n\n\n\n

When you have one centralised location for all of your project management stuff, collaboration is a breeze. It\u2019s easier to share files, conversations flow and messages are never missed, plus people can access from wherever they are – something increasingly important as more businesses than ever are now completely remote<\/a>. <\/p>\n\n\n\n

3. Monitor progress<\/strong><\/h3>\n\n\n\n

Monitoring project progress is a key feature of project planning software. This means you can assign tasks, track time, and identify potential bottlenecks all from one place. <\/p>\n\n\n\n

This increased visibility also allows you to make changes to your schedule on the fly to ensure maximum productivity and efficiency.<\/p>\n\n\n\n

4. Better reporting<\/strong><\/h3>\n\n\n\n

Most project planning software will generate reports that can give you insights on how to better manage your projects. <\/p>\n\n\n\n

Automated reports like this not only save you time, they also deliver insights that you might not have considered otherwise. And usually these insights can help you reduce risks and maximise overall project performance. <\/p>\n\n\n\n

5. Scalability<\/strong><\/h3>\n\n\n\n

Project planning software makes it easy to scale up or down to manage your projects. This is important because it allows you to maintain consistency regardless of how many projects you\u2019re juggling. <\/p>\n\n\n\n

Project plan example<\/strong><\/h2>\n\n\n\n

Here\u2019s an example of a plan for a project that we made up. Hopefully this is helpful for walking you through the key components so that you can create your own project planning document. <\/p>\n\n\n

\n Project Title: <\/strong>Community Garden Initiative\u00a0
Executive Summary: <\/strong>The Community Garden Initiative aims to establish a sustainable garden in our neighbourhood. This garden will promote community engagement, improve access to fresh produce, and educate residents about gardening and healthy eating.\u00a0
Project Objectives:\u00a0<\/strong>
1. Establish a community garden
2. Increase community engagement
3. Encourage healthy eating
Project Scope: <\/strong>The project scope includes identifying and securing a plot of land, designing the garden, recruiting volunteers, preparing the site and planting the garden. Our budget is $5,000.\u00a0
Project Schedule:\u00a0<\/strong>
Planning (Jan – Feb)
Preparation (Feb – March)
Implementation (April)
NOTE: Here\u2019s where you would include your WBS to identify individual tasks.<\/em>
Project Team:<\/strong>
Project Manager: Samantha
Volunteer Coordinator: Bill
Garden Designer: Ben
Community Liaison: Andy
Marketing\/Communications: Sara
Project Communication Plan: <\/strong>We will have a kick-off meeting and then bi-monthly meetings after that. All other information will be shared in real time via our project management tool.\n<\/div><\/div>\n\n\n

Final thoughts<\/strong><\/h2>\n\n\n\n

Hopefully you now have all the know-how you need to plan your projects like a pro! Of course, it helps to have a solid project management tool at your disposal so that you can put all of this planning knowledge to great use. <\/p>\n\n\n\n

Why not check out Project.co<\/a>? It\u2019s free to get started and if you love it then the Pro plan gives you complete access to all features for just $10 per user per month! <\/p>\n","protected":false},"excerpt":{"rendered":"

If you want to know what a project plan is, how to create one, what the benefits are, and more – take a look at our complete guide!\u00a0<\/p>\n","protected":false},"author":6,"featured_media":291634,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"off","_et_pb_old_content":"","_et_gb_content_width":"","_jetpack_memberships_contains_paid_content":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[13],"tags":[],"class_list":["post-291631","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-productivity"],"jetpack_featured_media_url":"https:\/\/project.co\/wp-content\/uploads\/2024\/11\/What-Is-a-Project-Plan-The-Complete-Guide-to-Project-Planning.png","jetpack_shortlink":"https:\/\/wp.me\/pgGBe0-1dRJ","jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/posts\/291631","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/comments?post=291631"}],"version-history":[{"count":0,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/posts\/291631\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/media\/291634"}],"wp:attachment":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/media?parent=291631"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/categories?post=291631"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/tags?post=291631"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}