A new project approaches. It is now up to you to tell all involved how it will unfold in the form of a planning report. A plan is only the beginning, but it should create a backbone for every step of the way. Start with the scope, but consider all factors that will influence the outcome of the project, like analysis, deadlines, milestones and budgeting. Follow the plan, but be aware of hiccups that will inevitably come your way.
Write a Planning Report
First consider the big picture. The scope, or the overall guideline to the project, must be known before you delve in the details. The people involved want to know why the project is being done. Giving them an overall direction will put your planning in perspective when they know how important the project is.
Answer key questions. What events have caused this new project to be planned? How will you, the writer of the report, make the project work? How will you incorporate others to make it work? According to Project KickStart, you should “plan the work and work the plan” to successfully complete a project. In other words, mapping out each step of a plan is required to execute a plan correctly.
Note what each participant’s role is. Depending on the size of the project, divide people individually or into groups based on the plan’s different aspects. This creates “accountability for anyone wishing at any time to assess how the project is going,” according to businessballs.com.
Set mini-deadlines, and milestones to supplement these time crunches, for each project aspect. The accumulation of small goals makes the scope much easier to grasp.
Note what resources will be used, and if applicable, identify what extra funds will be used to carry out the project. In other words, summarize a budget. “Putting estimated numbers to the component parts is the most crucial part of budget building,” according to Smead Organomics. Smead recommends this be done by analyzing historical records from similar projects and previous budgets, and by obtaining pricing from suppliers.
Later, set a time to review the plan. After the project is done identify strengths, weaknesses and changes to the plan as the project took place. What could be done to improve upon a similar plan later? If you like, create a small survey for everyone involved.