How to Create a Project Management Plan in 5 Steps

How to Create a Project Management Plan in 5 Steps

Experience gives you the skills and resources for a perfect execution in your  project plan management. So, first of all if you havent been around the block enough time I  suggest you should first know what a project plan looks like in order to know how it's done and check some plan project templates examples. Leonardo Da Vinci couldn't  have painted the Mona Lisa, if he hadn't seen other paints and got inspired by them. So.. let's get our art done!

Project plan template

Related article: Sample template by smartfree

Step 1: Envision your plan

A project plan management is the roadmap that will lead each of the actions to get executed throughout the project. The starting point of the adventure will be to settle the roadmap. How will we do that? Delving into these questions:

  1. What is the destination?
  2. Who are the people following this map?
  3. Why are we following this map?
  4. What are the obstacles we will face and where are them?
  5. Other possible routes?

The next step by step guide template is to identify the project´s baselines. Your project´s baselines should first focus on the project's scope, schedule and cost. This will inform the rest of your planning process.  Then we should add a stakeholder chart, resource, risk and communication management plan and answer the following questions.

  1. What are the project's deliverables?
  2. What are the plan expectations?
  3. What should we focus on and what not?
  4. What products or services will be delivered as a result of the effort?
  5. How will actual progress be measured?

These are some examples of how to develop your baselines schedule and budget…

Step 2: Executive summary 

Within the roadmap, we should include an executive summary for the project proposal that will capture the most important information from your project management plan. The information we must follow:

  1. The definition of your project
  2. The purpose 
  3. Value proposition and main selling points
  4. What is the problem we are solving
  5. Proof that shows how your company can solve the issue
  6. The profitability of your project
  7. Market analysis 
  8. Marketing plans

Step 3: Define project stakeholders

It's important to perceive who they are in the procedure and  define who will be responsible for each activity. In order to do that, we can create a project team chart to show who will be involved in the project development and assign each activity to their performer. We can meet with them and discuss the goals and scope of the project.

Some of the topics to discuss during those meetings can be:

Their roles and responsibilities

  1. Expectations of the project
  2. Process for the development of the plan 
  3. Timeline and costs
  4. The scope of the project
  5. Benefits of the project
  6. Value proposition 

The goal of these meetings is to make sure every member is on the same page and to have their commitment throughout the process. This plan will serve as the roadmap to all the stakeholders involved in your project. 

A team is more than a collection of people. In a football team, every single player including the gatekeeper, needs to know the attack and defense strategy. No individual can get to the top by himself. It's always a team running behind the ball,  attacking and defending all together with the same ideas. To get all your team members on the same page, Uphint is the tool to do so and get every team member on the same level. The guides of screenshots explanations of any process can help people feel familiar and accommodate to each process instantly. Uphint will make sure everyone is on board so they can all work effectively.

Step 4: Other key management plans 


The more complete your plan is, the stronger and the odds to succeed will be higher. The plan accomplishes the project success by covering other significant aspects such as risk management, communication management and resource management. 

Resource management

This part of the plan should list what resources are needed to finish the project and their availability during the planning process.  Resources could be like raw resources, technological resources and money.Then we should provide a breakdown of the materials required, a method to guarantee their availability and a technique to keep track of resources as the process is being carried out. 

Communication management

Poor communication is the primary reason most projects fail. Here, we are going to include how your team will communicate one to one and team-wide. This communication plan should address what, when and how information will be shared during your project. As well as,  provide an overview of the communication resources and schedules that will be used to keep the project moving forward and on schedule. Good communication is achieved by ensuring that every team member is using the same communication tools, schedules, preferences and protocols. 

Details should focus on:

  1. What needs to be communicated and when during the project execution
  2. Stakeholders communication preferences
  3. Communication schedule for meetings
  4. Who will review tasks
  5. What tools should be used for communication purposes. 

Within the company, you should look at communication tools available and consider which one is better for your workplace. For example, Slack and Trello will allow and ease collaboration and the communication between the team members. 

Related article: How to create a workplace with Slack

Risk management 

A risk management plan is a document that describes how your project team will monitor, track and respond to unexpected events that could impact the project. Creating this plan enables you to evaluate potential risks, determine how to avoid them and describe the potential causes of these dangers. All potential roadblocks that could prevent project success should be listed in this plan. 

The risk management plan should begin with a list of obstacles that could impact on your team's ability to complete the project.

We will need to create a plan for each risk by addressing…

  1. What might trigger the risk
  2. Steps to risk prevention
  3. How to mitigate the risk

Then assign stakeholders to manage each risk phase.. Some teams use a swot analysis to identify strengths, weaknesses, opportunities and threats. 

To dive into each risk, we should answer the following questions:

  1. What negative impact could happen to the project? 
  2. When is the risk most likely to happen and how likely the risk could happen?
  3. What factors could trigger the risk?
  4. How can we avoid the risk triggers?

The roadmap to introduce an effective risk management plan : Risk identification, qualitative risk analysis, planning risk responses, implementing risk responses and monitoring risks.

Continue reading about: project management phases

goal hierarchy project management and best project management softwares

Step 5: Gathering Feedback

Last, but not least. The team you have chosen to carry out the activities of your project are likely to make recommendations you might not think about. Moreover, if their insights are incorporated into the plan, they are more likely to follow it. 

Eventually, they will feel more involved in the project planning process and  will set in the workplace a united team that, at the end,  will be one of the main reasons for your project's success.

When it's a planning meeting,  brainstorming session, or a solo interview, try to gather feedback from the project's leading characters. 

Whatever roadmap, route you choose to success… motivation, consistency and passion will get you there. 

I invite you to continue reading the article how to write a how to guide

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