How to Write a Project Plan

Writing a project plan

Things get done more quickly and efficiently when you set out a written project plan. There is something about writing your plan out on paper (or on your computer) that makes your goals for a project more real and achievable. When writing a project plan, you must be very specific about every detail of the project--lay out the hows, whens and whys in a clear, organized format for viewing by every project team member.

Instructions

1. Define the overall objective of the project and summarize it in one or two sentences at the top of your project plan. Write your project plan in a Microsoft Word file or use more complex software like Microsoft Project 2007. Give the project a catchy yet relevant name so you can easily refer to the project when discussing progress with your employees or team members. For example, "Project CSI" could be the name for a project in which you will be doing research about customers.

2. Decide on an undisputed team leader for the project; it is extremely difficult to accomplish a project plan when you do not have a clearly defined point person for all final decisions. Write this person's name at the top of the project plan as "project manager" so there will be no confusion among team members about who is in charge.

3. Define the step-by-step tasks that need to be completed in the course of the project and state your goals. Decide who will be the point of contact for each individual task. Determine a budget for each task, and tools or resources that will be needed to complete the task. Estimate a timeline for each task and set firm deadlines. For instance, in our research example you may have the following entry:

   Task: Organize focus group.

   Goal: Solicit 10 people for paid study.

   Deadline: May 1.

   Budget: $500 to pay focus group members, $100 for two-week classified listing.

   Resources Needed: Conference room with two-sided mirror booked.

   Point Person: Ellen Brown.

   Add a column in your project where you can check off the project as "To Be Completed," "In Progress" or "Done."

4. Organize your project tasks in a logical order. In the focus group example, you would obviously want to organize your focus group before conducting it. After conducting the focus group, you would add another step to analyze the findings. Organizing the project plan correctly will help you progress in the plan and check things off as you go along. Add to and adjust your project plan as you and your team members complete tasks.

Tips & Warnings

• Don't be afraid to modify the elements of your project plan as you come up with new ideas. If your plan isn't working, don't try to force it to work. Just rework it into a better plan.

References

• New York University: Best Practices for Project Planning
• "Planning Using Primavera Project Planner P3 Ver 3.0"; Paul E. Harris; 1999