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How to write a Project Management Plan?
If you have been given responsibility for the new project, that's great news, but comes with a lot of work.
Before you jump into project implementation, you need a project management plan. Creating it is a lot of work and takes a lot of time.
On this page, you will find guidance on how to write a project management plan, project management templates, and useful background information.
Every project needs solid planning, save your weekends and use my tried and tested templates.
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Do you need to write a project management plan?
1000 questions flash through your mind
What is the exact scope of work?
From where do I get the resources?
How long is it going to take?
How do I control the budget?
There must be certain risks, what am I going to do about them?
What kind of reports are required and at what intervals?
Who else is involved in the project and what is his/her interest?
Where do I get the material and services from?
How do I ensure the right level of quality?
What do I do if things change?
How to track project and status?
...
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Response from World of Project Management
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These templates allowed me and my team to create high-quality project plans in much less time than ususual. Well worth the small amount of money.
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The templates helped a lot, improved confidence and provided learning
Your template set helped me to manage my project better. Mreover, your templates also help in understanding the common processes in managing projects and have built great confidence that my team and I were on the right way, without losing sleep!”
Response from World of Project Management
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Impressive fast support, huge time saving, great help
These templates exceeded my expectations. I can prepare all the important documents, while saving time and putting more focus on other tasks. Initially i was not so happy, that all different plans came as separate templates instead of all in one document. In the end, however, this turned out being an advantage as I could have different team members working on their parts.
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Optimizing every area of your project!
From scope to costs, resources, scheduling and risks to stakeholder engagement and more. You will find everything you need in the template set.
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How to write a project management plan?
10 easy steps how to write a project management plan
01. Discuss the project with the key stakeholders
Collect, understand, and agree their requirements. The "what" and the "why" are thus defined and agreed. The requirements must be recorded in writing in the order of their importance and the influence of the stakeholder. Without this clear agreements, specifications, tasks and deadlines that you set for your project plan will have no basis.
02. Create a scope document
After the requirements for the project and the desired results have been recorded, it is time to create a project scope document in which the individual project elements are listed. All elements must be described clearly, completely, and unambiguously. Divide the scope into easy-to-manage packages and further break them down into activities.
03. Create a detailed project schedule
Now that the scope of the project has been set, it is time to insert project information into a schedule. A Gantt chart is a practical tool that you can use to easily visualize the project timeline. It is an instrument that gives you a complete overview of the project progress, the scope of work, and the dependencies.
04. Define roles, responsibilities and resources
Resources are the people, equipment and material that are required to complete your project. Particular caution and care is required here. Delays in project execution are very often due to the fact that production rates and therefore the number of resources required are not adequately estimated. You also have to consider where you get the resources from, when you need them and, depending on the availability, when you have to order them. Describe this part with all the details in the project procurement plan.
05. Create the project budget
Now that you know exactly what to do, how long it will take and which and how many resources you need, you can now create a cost plan relatively easily. Provide a certain contingency and present it separately.
06. Define and describe the communications process
McKinsey says employees spend almost 20% of their time looking for and collecting information. In addition, inefficient communication and collaboration are two of the main causes of stress at work. If stakeholders and employees have to constantly search through series of emails or constantly ask for updates, they become frustrated and their motivation drops. It is therefore extremely important to collect all data and information in a controlled environment, where they are easily accessible and can be kept up to date. In addition, to maintain a good relationship, it is essential to agree on report content and deadlines and to adhere strictly.
07. Develop a project quality management plan
Develop strategies to ensure the quality of both the end product and all individual processes for manufacturing the product. Also describe how you intend to constantly improve the processes.
08. Now do a risk assessment
Go through all the previous points again and evaluate with your team what could go wrong. Think about how likely a risk is and what the impact on the schedule, costs and project product could be. Develop strategies for dealing with each individual risk.
09. Develop monitor and control strategy
Go back to each of the above and describe how you want to monitor and control each plan.
10. Obtain approval
Now that your plan is complete, let your project sponsor approve it and authorize you to carry out the project.
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