Why "waste" time on a project plan

A well-developed project plan is the backbone of any successful project. It serves as a roadmap, guiding the project team from initiation through to completion, while ensuring that objectives are met on time and within budget.

If you are still wondering why you should "waste" time on a project plan instead of just getting it done; a plan will do all your thinking up front so you can just do the doing after. And without wasting time on tasks that you might find out are unnecessary or plainly wrong.

Below I will walk you through the key steps in creating a comprehensive project plan, including setting objectives, defining timelines, allocating resources, and more. The key is to not over complicate it.

1. Define Project Objectives

Why It Matters: Clear objectives are crucial because they set the direction for the entire project. They help ensure that all team members and stakeholders are aligned on what the project is meant to achieve.

Steps:

• Identify Stakeholders: Begin by identifying all key stakeholders, including clients, team members, and anyone who has an interest in the project's outcomes. Engage them early to understand their needs and expectations.

• SMART Objectives: Ensure that your objectives are Specific, Measurable, Achievable, Relevant, and Time-bound (SMART). For example, instead of saying “Increase number of active volunteers,” a SMART objective would be “Increase number of active volunteers by 15% within six months by implementing a new volunteer training and support program.”

• Document the Objectives: Write down the project objectives and ensure it can be used as a reference point throughout the project.

  
  

2. Define the Project Scope

Why It Matters: The project scope outlines the boundaries of the project. It defines what is included and, equally important, what is not included. This helps prevent scope creep and ensures that resources are focused on what truly matters.

TIP - revisit this throughout the project as newly obtained information might change this slightly.

Steps:

• List Deliverables: Identify the key deliverables of the project. What tangible outcomes will the project produce?

• Define Inclusions and Exclusions: Clearly state what is within the scope of the project, and what is not. For example, in a website redesign project, the scope might include the redesign of the main website but exclude the development of new content.

• For bigger projects you can create a Work Breakdown Structure (WBS): A

  WBS breaks the project into smaller, more manageable tasks or components.

3.Develop a Project Timeline

Why It Matters: A timeline is essential for keeping the project on track. It outlines when each task or phase of the project will be completed, ensuring that the project progresses smoothly. There are some great online tools to assist with timelines such as Asana or Monday.* These will automate processes and even create a Gantt Chart for you. They also have great deals for not for profit organisations.

Steps:

• Identify Milestones: Milestones are key points in the project timeline that signify important achievements or the completion of major phases. Examples might include the completion of community consultation, the release of a draft strategy, or the final project review.

• Sequence Activities: Determine the order in which tasks need to be completed. Some tasks may be dependent on others; understanding these dependencies is critical to developing a realistic timeline.

• Estimate Durations: Estimate how long each task will take to complete. Be realistic and consider potential delays. Historical data from similar projects can be invaluable here.

• Create a Gantt Chart: Use a Gantt chart to visually represent the project timeline. This will show the start and end dates of tasks, their duration, and their dependencies. Tools like Microsoft Project, or even Excel can help in creating Gantt charts.

  
  
  
  

4. Allocate Resources

Why It Matters: Resource allocation ensures that the necessary people, equipment, and materials are available when needed. Poor resource management can lead to bottlenecks and delays.

Steps:

• Identify Resource Needs: Determine what resources are needed for each task. This includes human resources (team members), physical resources (equipment, materials), and financial resources (budget).

• Assign Team Members: Assign specific tasks to team members based on their skills, experience, and availability. Everyone is busy and time poor so try not to overload people and allow for a realistic time period. Its better to plan for more time from the start than run into delays which impact others.

  
  

• Make sure that each team member understands their role and responsibilities.

• Budgeting: Develop a budget that covers all aspects of the project, including labour, materials, equipment, and any other costs. Ensure that the budget aligns with the resources available and includes a contingency for unforeseen expenses.

• Create a Resource Calendar: Develop a resource calendar that outlines when each resource will be needed. This helps to avoid conflicts and ensures that resources are used efficiently.

  
  

5. Identify and Manage Risks

Why It Matters: Every project comes with risks, and identifying them early allows you to develop strategies to mitigate or manage them. This helps to prevent surprises that could derail the project.

Steps:

• Risk Identification: Brainstorm potential risks with your team. Consider factors like project complexity, external dependencies, technology, and resource availability.

• Risk Assessment: Evaluate each risk based on its likelihood and impact. Use a risk matrix to categorize risks as high, medium, or low priority.

• Risk Mitigation: Develop strategies for mitigating high-priority risks. For example, if there’s a risk of a key supplier not delivering on time, you might identify alternative suppliers as a backup.

• Create a Risk Register: Document all identified risks, their assessments, and mitigation strategies in a risk register. Regularly review and update the register throughout the project.

  
  

6. Develop a Communication Plan

Why It Matters: Effective communication is critical to project success. A communication plan ensures that information flows smoothly between team members, stakeholders, and other relevant parties.

Steps:

• Identify Communication Needs: Determine who needs to be informed about project progress, what information they need, and how often they need it. Consider the needs of different stakeholders, from team members to executives. If you are not sure where to start, I would highly recommend looking up IAP2. They work with five levels of public participation which are: Inform, Consult, Involve, Collaborate and Empower.

• Choose Communication Methods: Decide on the most appropriate methods for communication (e.g., emails, meetings, reports, collaboration tools). For example, weekly team meetings might be necessary to track progress, while a monthly report might suffice for stakeholders.

• Develop a Communication Schedule: Establish a schedule for regular communication. For example, weekly status updates, monthly progress reports, and ad-hoc meetings for urgent issues.

• Document the Plan: Write down the communication plan and share it with the team. Ensure that everyone understands their role in keeping communication lines open.

  
  

7. Set Up Monitoring and Control Mechanisms

Why It Matters: Monitoring and controlling the project ensures that it stays on track and any deviations are addressed promptly. It’s about making sure the project is progressing as planned and making adjustments as needed.

Steps:

• Set Key Performance Indicators (KPIs): Define KPIs to measure the project’s progress. These might include metrics like project milestones achieved, budget adherence, or resource utilisation.

• Regular Status Meetings: Hold regular meetings to review progress, discuss challenges, and make necessary adjustments. This keeps the project team aligned and allows for real-time problem-solving.

• Use Project Management Tools: Utilise project management software to track progress, manage tasks, and monitor resources. Tools like Asana, Trello, or Monday can be valuable for keeping everything organised. One of our services is helping organisations set up a project in any of these online tools. Contact us for help.

• Implement Change Control: Develop a process for managing changes to the project plan. Any changes to scope, schedule, or resources should go through a formal approval process to assess their impact on the project.

  
  

8. Plan for Project Closure

Why It Matters: The project doesn’t end with the final deliverable. Proper closure ensures that all aspects of the project are completed, and that lessons learned are captured for future projects.

Steps:

• Deliverables Review: Ensure that all project deliverables meet the required standards and have been approved by the stakeholders.

• Final Report: Prepare a final project report that summarises the project’s achievements, challenges, and lessons learned. This report should be shared with stakeholders and the project team.

• Release Resources: Officially release all project resources, including team members, equipment, and budget allocations.

• Post-Project Review: Conduct a post-project review or “lessons learned” meeting with the team. Discuss what went well, what didn’t, and how future projects can benefit from these insights.

  
  

Whether you’re managing a small internal project or a large, complex initiative, this guide provides the essential tools and insights you need to develop a project plan that sets you up for success.

I hope I have convinced you a project plan is not a waste of time after all. I have worked on small community projects to very complex, multi million dollar projects with stakeholders from ministers to local suppliers. Give me a call 0420 841 814 or shoot me an email for a free confidential discussion about your project.

*I'm not affiliated with any of the external providers I mention. I am solely a user.