Project Planning: How to Effectively Plan and Manage a Project

When you’re confronted with a critical task, do you know where to start? Good project planning can help you manage your next company initiative or event. And if you do it well, you might just position yourself for a promotion.

Read on to learn how you can effectively plan and manage a project!

Outline the Project’s Scope

When starting a project, begin by defining it and setting parameters. What are your desired outcomes? How long do you have to complete the project?

If you avoid these preliminary steps, you risk scope creep. This is where the project balloons into something unmanageable. Instead, work on developing a project charter that lays the groundwork with clear objectives.

Consider Your Project Resources

Evaluate what you have available for your project. If you’re planning a company holiday party, for instance, you’ll need a venue. If one isn’t available at your workspace, you may need to check on budgetary resources available to secure one elsewhere.

Likewise, consider what individuals are able to devote time to the project. You may need to recruit people unless you’re assigned a team. Map out their strengths.

Make a list of other tangible resources you’ll need. You might need decorations, classroom space, or microphones. See what items you can borrow to help trim the budget.

Build a Project Outline With Benchmarks

You’ll want to create an outline that maps out the project’s timetable, as well as key benchmarks. You can use strategic planning templates to give structure to your project.

Having an outline helps to prevent scope creep. And you can share it with other stakeholders for accountability. While you’re at it, incorporate some opportunities to celebrate when you hit a big planning milestone!

Assign Responsibilities

Have conversations with suitable candidates about specific roles. For instance, your marketing director may need to commit some time to develop flyers or digital banners for the event. You’ll want to ensure they know the expectations for their role.

Then it’s wise to hold a kick-off meeting where you officially roll out the project. Create an agenda that includes introducing project team members. Don’t assume that everyone knows each other, especially if collaboration is required.

Develop a Communication Organization System

Use email, software, or another method to communicate with team members. Be sure to schedule meetings that provide enough cushion to correct any significant problems.

For a six-month project, you may need to have weekly standup meetings at first. These will allow all involved parties to give a brief progress report. Once the project really takes form, stretch the time between meetings to two weeks.

Use an online checklist that everyone can access between meetings. And allow team members space to share concerns, unexpected developments, or good ideas. The right blend of in-person and virtual collaboration will ensure that no tasks fall between the cracks.

Master Your Project Planning Goals

Project planning doesn’t have to be a daunting process when you have an organization system in place. Focus on proactive communication and develop a clear timeline. Then assign responsibilities and check in with your team.

Stay on top of your plans. Check back for more project planning tips!