How to Create an Effective Work Plan

Use a work plan to help keep the project on track.

A work plan is also called a project plan, which provides specifics on how a project will be performed. This includes who will work on each task, how the tasks will be performed and when the project will start and end. A work plan is useful as a planning tool, a management tool for a team leader, a strategy for monitoring and assessing or as an illustration of how the project operations are sequenced. Creating an effective work plan takes thought and careful execution.

Instructions

1. Know the basics of the plan before creating it. You should know the nature of the work involved--why it is important, what you want to achieve, available resources, additional materials needed to reach your objective, who will do what and when, cost and how you will obtain funding, if necessary.

2. Decide on the format. A work plan can be a table, chart or graph. As long as it summarizes the various aspects of the project in a cohesive manner, you can use whichever format you like. For instance, if you are using the table format, create headings for tasks, dates, persons assigned, estimated costs and the time frame allotted to each task.

3. Keep the plan simple and realistic. Furthermore, those directly involved should be able to understand it easily. Consider the steps that must be taken to prepare for the project and to actually implement the project. Include actual hours or days, research tasks, administrative or other support tasks, seasonal changes and how they might affect work habits and travel. Specify the amount for each task, such as "unit cost" and "total cost," and make note of required resources.

4. Revise the plan. Create the first plan when the project is being developed. This allows you to share the draft with those directly involved. Trade ideas and listen to constructive criticism. Do not hesitate to revise the work plan if the reassessment can be realistically accomplished in the estimated time frame.

Tips & Warnings

• If you prefer, use a computer software package such as Microsoft Excel, Lotus or Microsoft Project Manager to create and monitor your work plan.

References

• The Mayfield Handbook of Techincal & Scientific Writing: Work Plan
• Vertex42: Work Schedule Template for Excel

Resources

• Read this Article in Spanish