How to write a Project Plan in 5 simple steps

Every project that you work on must-have project planning. Each project has specific objectives, deliverables, difficulties, deadlines, and teams. To craft the ideal tale, careful project management and preparation are necessary. There is no set format for project plans; some will be brief and to the point, while others will read more like books.

No matter how many words are used, a project plan must demonstrate a sound strategy.

What is a Project Plan?

A project plan or project management is a comprehensive document that comprises the objective and scope. Most of the time, it is represented in Gantt charts as it becomes communicable and easy to understand. However, it takes knowledge and study to create a solid project plan. Keeping it simple while conveying the thoughts and objectives of the project, needs a proper approach.

Project managers hold the responsibility of creating a well-versed project plan that primarily validates the authenticity of the project to the stakeholders. Project plan are so important for the projects that companies are investing heavily in building project management teams in their organization.

The role of project managers is a highly responsible job and one way to prove credibility a person can opt for any pmp certification training from a PMI accredited institute.

So, to help you create one such immersive and perfect project plan, you can check these steps. These 5 steps are collected for you to prepare a fantastic project plan.

How to write a Project Plan in 5 simple steps

5 Easy Steps to Create Project plan:

1. Define the project:

Irrespective of the project type – from app designing to starting a new complex, it is imperative to start by explaining what you want to achieve. This is not as simple as “I wish to create a gaming app”, but it needs definition.

Remember to include these six crucial elements:

  • Objective: This section consists of what you want to accomplish. You must include everything from market share, profits, and customer satisfaction to process streamlining, employee retention and improving the infrastructure.
  • Scope: Even if you have made a detailed plan, you are bound to experience some changes after execution. Include the scope of the project but never fail to identify the present out of scope.
  • Success Parameters: What parameters will be the determining factors for the failure or success of the project? Some of the common criteria include on-time delivery, on budget surpassing the quality parameters and so on.
  • Deliverables: Make sure you have prepared a list of important project deliverables. Make sure you have mentioned it in detail.
  • Needs: While you are planning for the project, you have to make sure that you have determined what exactly you need for the project.
    1. Time
    2. Resources
    3. Budget
    4. Human resources
      Finding out about the requirements in the initial stage can keep a practical expectation.
  • Create Milestones: When you are about to share a big project, you have to break it down into several milestones. Your project plan must have the milestones mentioned in detail along with the time required.

2. Find out the potential risks and constraints:

Project planning is all about time. You have to analyze it in detail. Go through every in and out of the project to determine the setbacks that might show up in the route.

Here, you have to allocate someone who will be responsible for risk management. Now, this again depends on the project type and size. Designating someone in this position to keep an eye on the work process continuously minimizes the risk and overcome the upcoming chances of setbacks.

Even if you are assuming that this might go wrong, make sure you include it in the document. This can keep you, and your team members stay alert about it and take feasible actions.

3. Find out the people involved in the project:

This is one of the most essential steps of the plan. Therefore make sure you are organizing upon identifying and then documenting them.

  • Potential customer: Who are your customers?
  • Stakeholders: Identify the stakeholders or the people who are likely to show interest in your plan.
  • Responsibilities: Remember the execution process needs people management. From the very first to the last, you need to assign the role and responsibilities. Designate the eligible professional in each step for a seamless flow.

4. Find Out The Resources Involved:

In the steps mentioned above, you can find the human resources that are required. In this step, you have to look for the other resources that will be used by your human resources to deliver the project.

For example, technology, salary vehicles and others are the most common needs. Remember, this again depends on your project niche and your end customers. Depending on the needs, you can find the resources. Don’t forget to include the cost as it will maintain transparency.

5. Find The Communication:

So now that you have mentioned and clearly defined your project, including team, budget and resources, it’s time to start working. You must know the communication is the key and therefore do not undermine this step and create a communication plan.

This should include the target audience and the communication method. When you prepare the communication, it can help to keep track.


Remember when you have planned in detail, you can eradicate the chances of becoming prey to unnecessary issues or failures. Follow the four stages of commencement to planning to bake to evaluating to create a successful project plan.

Akosua Boatemaa

I'm Yours Truly, Blogger Akosua Boatemaa. I'm here to feed Your eyes and Ears with Authentic News Updates.

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