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How to Make and Maintain Project Lists with Templates

By Kate Eby | December 3, 2023

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Project managers need to learn how to make and maintain a project list to outline, prioritize, and track project tasks, keeping a project organized and on time. Learn how to make a project list, and find advice from experts, with examples. 

In this article, you’ll discover why you should use a project list , how to make a project list , what makes a project list different from a to-do list , examples of project list templates , and more.

What Is a Project List?

A project list is a task list for a professional project. It lists all project deliverables and their timelines, starting with the most critical, so teams can manage their workload. Use it to manage one or multiple projects simultaneously. 

Elizabeth Harrin, the author of several publications about project management including Managing Multiple Projects: How Project Managers Can Balance Priorities, Manage Expectations and Increase Productivity , says, “The project list is a working document that covers tasks you don’t want to forget, such as booking steering group meetings, writing documents, reviewing benefits information, and so on.”

When It’s Time to Create A Project List 

Create a project list during the planning phase of a professional collaborative project. Use the list throughout the project’s lifecycle. A project list breaks down the workload into small steps, making it easier to tackle a project without feeling overwhelmed. 

Harrin shares, “I think project lists are helpful all the way through a project. Start gathering snippets of information as you hear people talk about the work they need to do or needs to be done, so you have a head start on capturing information for a project schedule.”

What to Include in a Project List 

A project list includes a project title and goal, the necessary tasks, and assignees. You’ll also find task timelines (start date and end date), priority levels, statuses, and relevant notes.        

Johanna Rothman is an expert in managing product development , with more than 30 years of experience, and the author of several management-focused books. When creating a project list, she  ensures it covers the following:

• Understanding the Product Goal: If we have a product goal, we can create interim milestones or deliverables to help de-risk the work.
• Stakeholders Are Clear on Tradeoffs: Identify what’s most important about this project. When everyone knows this information, we can have a successful delivery.
• Applying Lessons Learned: How will this team use the kinds of lessons they learned in previous projects, so we don’t have the same problems? Learn more about lessons learned in this guide .

How to Make a Project list

A project list helps organize the tasks required to complete a project of any size. Follow the steps below to create an effective project list. 

• Determine the project goal.
• Determine the project scope. Learn more about setting project scope .

Check out this list of project task list templates for more options to help you get started building a project list.

How to Maintain a Project List

To maintain a project list, you need to review it regularly. Ensure tasks are current and still relevant. Schedule a standing meeting with stakeholders and team members to discuss updates, changes, roadblocks, and progress. 

Harrin recommends maintaining your project list with a software tool. “But I also have notes in my notebook that should be in the list. I periodically copy those into the tool for completeness and to make sure they are shared with other team members,” she explains. “Put some time aside each week to review your list, add any updates, and verify it’s still complete and accurate.” 

Update your project list whenever the deliverables, timeline, budget, scope, resources, stakeholder needs, and so on change. “Because all projects evolve, project managers and the teams should change any list as they realize something has changed. There’s no point in behaving as if there are no changes when we can see there are,” Rothman adds. 

Prioritize a project list by assessing the urgency and timeline of each task. List your most urgent and time-sensitive tasks first to prevent the project from falling behind. Project management software can help maintain your project list. Here is a list of useful project list features found in project management software.  

• Filtering and Sorting: Filtering and sorting tasks by criteria such as due dates makes it easy to see if the project is on track. 
• Task Assignments: Assigning tasks to team members ensures each task has someone working on it and nothing is missed.

Alerts: Alerts help keep the project on track by notifying you when a task is approaching its due date or when it’s complete. Check out this project management list template with an alerts feature. 

• Attachments: Attachments provide supplemental information for tasks. They can include contracts, proposals, agreements, blueprints, and photos.
• Customization: Customizing your project list makes it specific to your project’s needs and goals.

Why Use a Project List

Using a project list helps you organize tasks. Assigning responsibility for each task makes it easy to see who to contact. Referring to the list ensures the project is comprehensive in scope and no task is left out.

Rothman shares, “I use checklists so that I don’t forget things. Especially when everyone’s excited about the start of the project, we can forget actions that can de-risk the project.”

Here are additional reasons to use a project list: 

• Organizes and Prioritizes Tasks: Listing deliverables by their urgency and importance makes it easy to identify time-sensitive tasks. Addressing these first will help prevent the project from falling behind. 
• Helps Adhere to Timelines: Due dates and deadlines for deliverables keep the project on track and moving forward.
• Delegates Tasks: Team members can see their assigned tasks. This promotes accountability, and it's an effective method for guaranteeing all tasks are accounted for and nothing is overlooked. 
• Creates Transparency: Team members and stakeholders can view the expectations and project’s progress.
• Improves Efficiency: An effective project list saves time and resources because it can be used for future project planning. 
• Eases Project Management: Breaking the project down into small tasks makes it more manageable. 
• Centralizes Project Information: Everything needed for the project is located in one place, including attachments and resource details. 
• Increases Focus and Productivity: A project list provides team members structure and a clear path for achieving the project’s goal. 
• Reduces Risk: Tracking the project’s progress and status reduces the risk of falling behind or forgetting an important deliverable.  

Harrin advises, “Having a single place with all your actions and tasks noted down helps you stay more organized. You aren’t looking at multiple sources of information for what needs to be done, and it means nothing slips through the cracks — like the sticky note you wrote while you were out at lunch.”

Project List Examples 

Project list templates with examples provide a structured format for organizing project tasks. The examples in these templates include a basic option, one that works with a Gantt chart, and a list that corresponds to the phases of a project.

Example of a Basic Project List 

Download an Example Basic Project List for  Excel | Microsoft Word | Google Sheets

This basic project list example shows how to track project deliverables, due dates, and priority levels. Keep your project current by updating the Status and Priority columns using the drop-down menus. The Deliverables column provides space for task details so that team members have a clear understanding of what to produce from their assigned tasks.

Example of a Project List with Gantt Chart 

Download an Example Project List with Gantt Chart for  Excel | Google Sheets

This project list with Gantt chart example provides an orderly list for your project deliverables and a visual representation of each deliverable’s timeline. Use this sample copy in the template to see how to easily track a project’s progress.

Example of a Project List with Phases

Download a Sample Project List With Phases for  Excel | Microsoft Word | Google Sheets

If you need to organize your project list by the phases of project management , use this project list with phases template, available with or without sample data. Customize the sample text to accurately document your project deliverables, who they are assigned to, and their start and end dates.   

Project lists are similar to project checklists because they both document project deliverables in a sequential format. To browse these templates, check out this collection of free project checklist templates .

Project List vs. To-Do List vs. WBS

Work breakdown structures (WBS), project lists, and to-do lists all list tasks, but differ in scope, complexity, purpose, and structure. Use a WBS for task details, a project list for long-term planning, and a to-do list for short-term tasks.

Project List vs. Work Breakdown Structure (WBS)

A WBS is a deliverable-oriented hierarchical decomposition of a project’s workload. A project list focuses on the entire project. The WBS is often a chart, outline, or diagram. A project list is formatted as a table with sequential steps. 

Read this comprehensive WBS guide to learn more about how to use a WBS in project management.

Project List vs. To-Do List

A to-do list is personal, such as finishing a project, scheduling an appointment, or buying groceries. A project list is professional, collaborative, and detailed. A to-do list is flexible; a project list has deadlines and focuses on the project’s goal. 

If you need a to-do list template, check out free task list and checklist templates .

Comparison Matrix of Project List vs. To-Do List vs. WBS

The matrices below highlight the differences between WBS, project lists, and to-do lists, with examples of how to use each in specific project examples.  

Use Smartsheet to Make More Effective Project Lists

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

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How to write an effective project plan in 6 simple steps

Contributing writer

If you’re a Type A personality, project planning might sound like music to your ears. Setting deadlines, organizing tasks, and creating order out of chaos — what’s not to love?

The reality is that project planning isn’t for everyone. In one survey by Association for Project Management, 76% of project professionals said their main project was a source of stress . Poor planning, unclear responsibilities, and overallocation are often the culprits behind the stress. 

An effective project plan helps teams stay within budget, scope, and schedule, while delivering quality work. In short, it gets you to the finish line without the stress.  

What is a project plan?

A project plan, also known as a work plan, is a blueprint of your project lifecycle. It’s like a roadmap — it clearly outlines how to get from where you are now (the beginning of the project) to where you want to go (the successful completion of the project). 

“A project plan is an action plan outlining how…[to] accomplish project goals,” says Jami Yazdani , certified Project Management Professional (PMP), project coach, project management consultant, and founder of Yazdani Consulting and Facilitation . 

A comprehensive project plan includes the project schedule, project scope, due dates, and deliverables. Writing a good project plan is key for any new, complex project in the pipeline.

Why Are Project Plans Important?

Project plans allow you to visualize your entire project, from beginning to end—and develop a clear strategy to get from point A to point B. Project plans steer stakeholders in the right direction and keep team members accountable with a common baseline.  

Project plans help you stay agile

Projects are bound by what is traditionally called the “iron triangle” of project management . It means that project managers have to work within the three constraints of scope, resources (project budget and teams), and schedule. You cannot make changes to one without impacting the other two.    

Modern-day project management has shifted to a more agile approach, with a focus on quality. This means that resources and schedules remain unchanged but a fixed number of iterations (flexible scope) helps teams deliver better quality and more value. 

A project plan puts this “agile triangle” in place by mapping out resources, schedules, and the number of iterations — sprints if you’re using a Scrum framework and work in progress (WIP) limits if you’re using the Kanban methodology . 

As Yazdani points out, “Project plans help us strategize a path to project success, allowing us to consider the factors that will impact our project, from stakeholders to budget to schedule delays, and plan how to maximize or mitigate these factors.” 

Project plans provide complete visibility

A project plan, when created with a comprehensive project management software , gives you 360-degree visibility throughout the project lifecycle. 

As a project manager, you need a single source of truth on team members and their project tasks, project scope, project objectives, and project timelines. A detailed project plan gives you this visibility and helps teams stay on track.

Project plans also help to get everyone involved on the same page, setting clear expectations around what needs to be accomplished, when, and by who. 

“Project plans create a framework for measuring project progress and success,” says Yazdani. “Project plans set clear expectations for…stakeholders by outlining exactly what…will [be accomplished] and when it will be delivered.”

Project plans boost engagement and productivity

A well-written project plan clarifies how each individual team member’s contributions play into the larger scope of the project and align with company goals. When employees see how their work directly impacts organizational growth, it generates buy-in and drives engagement , which is critical to a project’s success. 

“Project plans provide…teams with purpose and direction,” says Yazdani. “Transparent project plans show team members how their individual tasks and responsibilities contribute to the overall success of the project, encouraging engagement and collaboration.”

How To Write A Project Plan in 6 Steps

Writing a project plan requires, well, planning. Ideally, the seeds for a project plan need to be sowed before internal project sign-off begins. Before that sign-off, conduct capacity planning to estimate the resources you will need and if they’re available for the duration of the project. After all, you want to set your teams up for success with realistic end dates, buffer time to recharge or catch up in case of unexpected delays, and deliver quality work without experiencing burnout .

Based on organizational capacity, you can lay down project timelines and map out scope as well as success metrics, outline tasks, and build a feedback loop into your project plan. Follow these project planning steps to create a winning plan:      

1. Establish Project Scope And Metrics

Defining your project scope is essential to protecting your iron, or agile, triangle from crumbling. Too often, projects are hit with scope creep , causing delays, budget overruns, and anxiety.

“Clearly define your project’s scope or overall purpose,” says Yazdani. “Confirm any project parameters or constraints, like budget, resource availability, and timeline,” says Yazdani.

A project purpose statement is a high-level brief that defines the what, who, and why of the project along with how and when the goal will be accomplished. But just as important as defining your project scope and purpose is defining what metrics you’re going to use to track progress.

“Establish how you will measure success,” says Yazdani. “Are there metrics, performance criteria, or quality standards you need to meet?”

Clearly defining what your project is, the project’s overall purpose, and how you’re going to measure success lays the foundation for the rest of your project plan—so make sure you take the time to define each of these elements from the get-go.

2. Identify Key Project Stakeholders 

Get clarity on the team members you need to bring the project to life. In other words, identify the key stakeholders of the project. 

“List individuals or groups who will be impacted by the project,” says Yazdani. 

In addition to identifying who needs to be involved in the project, think about how they’ll need to be involved—and at what level. Use a tool like Confluence to run a virtual session to clarify roles and responsibilities, and find gaps that need to be filled. 

Let’s say you’re managing a cross-functional project to launch a new marketing campaign that includes team members from your marketing, design, and sales departments. 

When identifying your key stakeholders, you might create different lists based on the responsibility or level of involvement with the project:

• Decision-makers (who will need to provide input at each step of the project)
• Managers (who will be overseeing employees within their department) 
• Creative talent (who will be actually creating the project deliverables for the campaign) from each department. 

Give your project plan an edge by using a Confluence template like the one below to outline roles and responsibilities.

Define roles, discuss responsibilities, and clarify which tasks fall under each teammate’s purview using this Confluence template. 

Getting clarity on who needs to be involved in the project—and how they’re going to be involved—will help guide the rest of the project plan writing process (particularly when it comes to creating and assigning tasks).

3. Outline Deliverables

Now is the time to get granular.

Each project milestone comprises a series of smaller, tangible tasks that your teams need to produce. While a big-picture view keeps teams aligned, you need signposts along the way to guide them on a day-to-day or weekly basis. Create a list of deliverables that will help you achieve the greater vision of the project. 

“What will you create, build, design, produce, accomplish or deliver?” says Yazdani. “Clearly outline your project’s concrete and tangible deliverables or outcomes.” Centralize these deliverables in a Trello board with designated cards for each one, like in the example below, so you keep work moving forward.

Each card on a board represents tasks and ideas and you can move cards across lists to show progress.

Defining the concrete items you need your project to deliver will help you reverse-engineer the things that need to happen to bring those items to life—which is a must before moving on to the next step.

4. Develop Actionable Tasks

Task management is an important component of any project plan because they help employees see what exactly they need to accomplish. Drill down those deliverables into actionable tasks to assign to your team. 

You can use either Confluence or Jira for different task management needs. If you want to track tasks alongside your work, like action items from a meeting or small team projects, it’s best to use Confluence. But if a project has multiple teams and you need insight into workflows, task history, and reporting, Jira makes it easy.      

“Let your deliverables guide the work of the project,” says Yazdani. “Break down each deliverable into smaller and smaller components until you get to an actionable task.” If a major deliverable is a set of content pieces, the smaller actionable tasks would be to create topic ideas, conduct research, and create outlines for each topic.  

Once you’ve broken down all of your deliverables into manageable, assignable subtasks, analyze how each of those tasks interacts with each other. That way, you can plan, prioritize, assign, and add deadlines accordingly.  

“Highlight any dependencies between tasks, such as tasks that can’t be started until another task is complete,” says Yazdani. “List any resources you will need to accomplish these tasks.”

When a task has multiple assignees, you need to streamline the workflow in your project plan. Say the content pieces you outlined need to be edited or peer-reviewed. A couple of articles may need an interview with a subject matter expert. Lay down a stage-by-stage process of each piece of content and pinpoint when each team member comes into play so you prevent bottlenecks and adjust timeframes.     

5. Assign Tasks And Deadlines

Assign tasks to your team and collaborate with employees to set deadlines for each task. When you involve employees in setting workloads and deadlines , you increase ownership and boost the chances of delivering quality work on time.  

After all, you want to move projects forward at a steady pace, but you also want to make sure your teams stay motivated and engaged. So, when writing your project plan, make sure to “set realistic and achievable deadlines for completing tasks and deliverables,” says Yazdani. “Highlight dates that are inflexible and factor in task dependencies. Add in milestones or checkpoints to monitor progress and celebrate successes .”

Use Jira and Confluence to create tasks that live alongside your project plan or meeting agendas.

Once you map out all of your tasks and deadlines, you should have a clear picture of how and when your project is going to come together—and the initial writing process is just about finished.

But that doesn’t mean your project plan is complete! There’s one more key step to the process.

6. Share, Gather Feedback, And Adjust The Project Plan As Necessary

While steps 1 through 5 may make up your initial writing process, if you want your project plan to be as strong and complete as it can be, it’s important to share it with your team—and get their input on how they think it can be improved.

“Share the plan with your project team and key stakeholders, gathering feedback to make adjustments and improvements,” says Yazdani. 

A tool like Confluence helps knowledge flow freely within teams and departments, leading to better teamwork, higher collaboration, and a shared understanding of priorities. Coworkers can use comments, mentions, notifications, and co-editing capabilities to provide and discuss feedback. 

After you gather your team’s feedback —and make any necessary adjustments based on that feedback—you can consider your project plan complete. Hooray! 

But as your project progresses, things may change or evolve—so it’s important to stay flexible and make changes and adjustments as needed.

“Expect to update your plan as you gather more information, encounter changing requirements and delays, and learn from feedback and mistakes,” says Yazdani. “By using your project plan to guide your activities and measure progress, you’ll be able to refine and improve your plan as you move through the project, tweaking tasks and deadlines as deliverables are developed.”

Download a  template to create your project plan and customize it based on your needs.

Example of a simple project plan 

A project plan doesn’t have to be a complicated spreadsheet with multiple tabs and drop-down menus. It’s best to use a project planning tool like Confluence — or at least a project plan template — to make sure you cover every aspect of the project. A simple project plan includes these elements:

• Project name, brief summary, and objective.
• Project players or team members who will drive the project, along with their roles and responsibilities.
• Key outcomes and due dates.
• Project elements, ideally divided into must-have, nice-to-have and not-in-scope categories.
• Milestones, milestone owners, and a project end date.
• Reference material relevant to the project.

Best Practices For Writing Effective Project Plans

A project planning process can quickly turn into a mishmash of goals and tasks that end up in chaos but these best practices can give you a framework to create a project plan that leads to success.

Use Other Project Plans For Inspiration

There’s no need to reinvent the wheel for every new project! Instead, look to other successful project plans for inspiration—and use them as a guide when writing the plan for your project.

“Review templates and plans for similar projects, or for other projects within your organization or industry, to get ideas for structuring and drafting your own plan,” says Yazdani.

To get started, use a Trello project management template and customize it for your project plan by creating unique lists and adding cards under each list.

Build your team’s ideal workflow and mark each stage of the project plan as a list, with cards for each task. 

Get Your Team Involved In The Process

You may be in charge of spearheading the project. But that doesn’t mean that you have to—or even that you should—write the project plan alone. 

“Collaborate with your project team and key stakeholders on crafting a project plan,” says Yazdani. “Input into the project plan supports buy-in to project goals and encourages continued engagement throughout the project.”

With Confluence , you can organize project details in a centralized space and build a project plan collaboratively.

Don’t Let Perfect Be The Enemy Of The Good

You may be tempted to write (and rewrite) your project plan until you’ve got every detail mapped out perfectly. But spending too much time trying to get everything “perfect” can actually hold up the project. So don’t let perfect be the enemy of the good—and instead of getting caught up in getting everything perfect from the get-go, stay willing and flexible to adjust your project plan as you move forward.

“Focus on outcomes, not plan perfection,” says Yazdani. “While it would be awesome for the first draft of our plan to require no changes while also inspiring our team and ensuring project success, our goal shouldn’t be a perfect plan. Our goal is a plan that allows us to successfully deliver on project goals. Responsiveness to changing needs and a shifting environment is more important than plan perfection.”

Use the right tools to succeed with your project plan

Writing a project plan, especially if you’re new to the process, can feel overwhelming. But now that you know the exact steps to write one, make sure you have the tools you need to create a strong, cohesive plan from the ground up—and watch your project thrive as a result. 

Atlassian Together can help with project planning and management with a powerful combination of tools that make work flow across teams.

Guide your team to project success with Atlassian Together’s suite of products.

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10 Free To-Do List Templates by ClickUp 

Senior Content Marketing Manager

February 13, 2024

If you want to stay organized, prioritize your tasks , and get more done, maybe it’s time to leverage a to-do list. And the easiest way to jumpstart your task list is by using a to-do list template.

To create the perfect to-do list , you first have to consider the time frame, how you’ll delegate tasks, and how you’ll mark tasks completed. Your gut instinct might be to go to Google Sheets, Microsoft Word, or Excel , or simply download a printable PDF to-do list.

There are a ton of to-do lists out there, but we’re here to make life easier and provide you with the 10 best and free options! 💸

Ready to step up your productivity?

Let’s look at the benefits of using a to-do list template first!

1. ClickUp’s Daily To-Do List Template 

2. clickup digital product to-do template , 3. clickup quality control checklist template, 4. clickup moving to-do list template, 5. clickup bucket list template  , 6. clickup class assignments to-do list template , 7. clickup getting things done template , 8. clickup home renovation to-do list template , 9. clickup party planning to-do list template , 10. clickup self-care to-do template , what are the benefits of using a to-do list template.

10 Free To-Do List Templates 

Your to-do lists don’t have to be an overwhelming, random mishmash of everything. The following 10 free to-do list templates should help you maximize clarity and reduce inefficiencies. 

A simply daily to-do template captures the essential daily tasks you plan on undertaking. ClickUp helps you set up the most mundane tasks you have to perform and the specific time of the day they should be completed—all with the ability to customize and choose your view!

ClickUp’s Daily To-Do List Template makes it easier and faster to add and organize tasks. It offers a variety of options to organize your tasks, plan your workflow, and order them based on priority .

If you are leveraging task management software , you should be able to sync this daily to-do list template into your work or other task lists. With ClickUp, you can update the status of your list item and create subtasks for your priority tasks .

Easily view your items in List View, Kanban View, Table View, within ClickUp Docs , or several other ClickUp display options, so you have all the details you need at glance. 👀

This daily task to-do list template is best for those planning out every detail of their day, from when each task is to be done to which tasks are a top priority.

Unsure how to improve your digital product? Well, the ClickUp Digital Product To-Do Template saves you hundreds of hours of designing and auditing your digital product so you don’t miss a thing during a product launch .

This digital product checklist template helps you create your digital product from start to finish. The simplified doc includes a design checklist, product packaging checklist, and selling plan checklist. 

On the design checklist, you can generate and organize product ideas, and develop an efficient product development process . At the tail end, you’ll have the selling plan checklist where you can strategize on how best to reach your niche target market and utilize the online marketplace.

For each product, you can include digital product guidelines to help you for future reference. 🔮

In today’s competitive landscape, you’ve got to ensure that each of your products matches the customer’s expectations. Luckily, with the ClickUp Quality Control Checklist Template , you can track the quality of your projects.

This to-do list template includes the status bar that helps you check whether the project is approved, newly approved, pending, or rejected. 

There’s also a custom field where you can indicate the results, approval dates, progress, and remarks on the project. On these custom fields, you could also detail any test procedures done on the project and critical milestones and events, both major and minor. 

With this template, you have two automation options. You can automate the changing of the status of resolved subtasks. Equally, when the project status changes, you can automatically have a custom field set up. 

For further customization, you have three different view types. You can view your task list in a list, table, or guide-style format. 

Whether a simple or big move, packing up for the move can be stressful. Thankfully, with ClickUp Moving To-Do List Template , you can make it less overwhelming. 🚚

With this task list template, you can create a quick checklist of the things you need to do and a task list of what’s been completed so you’re ready to go on moving day.

You can create a task list of everything you need to do at each stage of the move. Easily assign a priority task and deadline for each. Or assign an individual to be in charge of specific tasks so everyone knows who is responsible for what.

Let’s face it—you’re not going to get this type of delegation in a printable checklist template that’s only available in a PDF format. Instead, track the process of each task, note down comments for the next to-do list, and update statuses to be on top of the entire move.

Do you want to rebrand your business or rappel down a waterfall? Whatever the goal, the ClickUp Bucket List Template helps you plan, organize and prioritize your aspirations. 

Of the various list templates mentioned, this one lets you group your bucket list items into different categories. For instance, you could set destinations to visit or experiences in a task list.

Under each, you can list the different subtasks you’d want to undertake or experiences you’d want to have—whether it’s a day or an entire week. The template comes with six custom fields, which you can populate per your preferences, and is a great option to involve family members coming along. 

You can organize and view your bucket list in one of five ways too. List out the tasks as a list or have these be arranged by rating, continent, or people you intend to undertake the task with.

Finally, if each item on your bucket list is interlinked, you can have these organized as a sequence task list. If you are looking for an easy-to-use to-do list template with complete visual design elements, this one has a lot to offer. 

It can often feel impossible to remember and keep track of your homework, internships, or other activities. Given the sheer amount of work you’ll be juggling, you need the means to stay productive and avoid any frustrations with forgotten homework assignments. 

The ClickUp Class Assignments To-Do List Template provides you with three custom options to organize your class assignment. For instance, you can organize your assignments based on task types, topics covered, or assignment grades.  

For easier tracking of the different assignments, the template is synced with nine ClickApps. This means you can track and sync all assignment emails, time track them, and map all dependencies, among others. 

As soon as an assignment comes in, you can note its due date and track and update its progress subject to the 12 status listed. These assignments can then be viewed as one of the six view types available, including exams, papers, or a list arranged based on the due date. 

If you intend on being more productive and getting things done, you want to break down your tasks into actionable work items to manage workflow. You can achieve this with the ClickUp Getting Things Done Template.  

Among the clarity-boosting tools available on the template are seven pre-built view types that can be customized for your needs. On the list view, you can see all of your work at a glance for insights into due dates and the level of effort required. 

Visualize your workflow on a customizable Kanban board so you can organize your tasks by the due date, priority, status, and more. You can also use the calendar view to plan and schedule your projects and tasks directly from a calendar. 

Note that each of the seven pre-built view types on the template comes with three pre-built Custom Fields. The first two are contexts in terms of assigned category and effort, which details the amount of time and energy required per task. The last is the blocked custom field. 

Suppose you want to move tasks through your getting things done template for an easier and more efficient workflow. With this list template, pick from the seven pre-saved Lists for each step of your task item. There are plenty of automation options to make your life and work more manageable with this awesome task list template.

Given the complexity of home renovations, starting one without a detailed to-do list is certainly ill-advised. You will need a to-do list for pre-renovation and actual renovation, comprehensively captured on ClickUp Home Renovation To-Do List Template . 

This home renovation project management to-do list template helps you keep track of your budgets, timelines , contractors, and more, ensuring you achieve your home renovation dreams.

You can have the different projects you intend to undertake categorized based on the specific areas of the house. List the start and expected due dates for priority tasks and add the labor and material costs. You can also list the progress and status of the project about the estimated due date . 

If you are a novice at home renovation or a seasoned contractor, this to-do list template helps you organize all the tasks for a successful house renovation and enables you to track the progress of each. 

Organizing a memorable party calls for meticulous attention to detail. To avoid stress and last-minute mayhem and ensure the success of your party, you ought to consider leveraging ClickUp Party Planning To-Do List Template . 

On the checklist template, you can organize your party planning by grouping the party into stages. You can list the tasks needed for the preparation during the event and at its close. Each of these can have subtasks with visually trackable progress and the option to assign one of the five statuses available. 

Whether you are organizing a small party or you’re a seasoned party coordinator, the ClickUp Party Planning To-Do List Template ensures that no crucial detail slips through the cracks and that you do not end up being caught in a frenzy. 

Given how busy we all are, you want to ensure that you get enough self-care and self-love as often as possible. With the customizable ClickUp Self Care To-Do Template , you can maintain a detailed description of all the things you need to take care of yourself. 

To organize the self-care tasks you plan on undertaking, you have four custom fields to use in this checklist template. You can categorize the tasks based on self-care types or wellness types and maintain notes on each, as well as reference material. 

You can also track your list of daily or weekly tasks and update their progress based on the six statuses available on the template. This should help you prioritize off-track, on-hold, or not started tasks. 

Overall, if you are keen on staying accountable and consistent with your self-care, the ClickUp self-care to-do template helps you visually see how you’re doing on a large scale in pursuit of your wellness needs. 

Unfortunately, a lot of us try to search for a type of to-do list to simplify our lives, but it ends up leaving us disorganized and disconnected from the action tasks at hand. The consequence is often less clarity and more effort into organizing our work.

Work + More Work = 😰

A simple to-do list is supposed to help us reduce procrastination and not create more work to track a task. With the template, writing your to-do list doesn’t have to be an exercise in futility.

The templates make it easier for you to create your to-do lists, review them and maximize your productivity while working on each. Tasks should be simple to sort so you can prioritize your work.

And if you ever want to change the order of your to-do list, create a status column, or add tasks with new prioritization, you’re not going to get far without a template. Pre-built and customizable templates are useful starting points for individuals needing a helping hand regarding their initial to-do list.

That’s not to say that seasoned individuals can’t leverage a simple to-do list, but instead, it could help the task pros get through their checklist faster.

Look at it this way. Your to-do list template is essentially a personal assistant. Using a productivity tool enhances the quality of your to-do lists. So let’s take a look at our 10 favorite to-do lists and say goodbye to pen and paper. 👋

Want More Templates for Your To-Do Lists?

A to-do list helps you break down your goals into smaller, bite-sized chunks that you can easily manage. While these are our top 10 to-do lists, ClickUp has even more. Check out the full list of ClickUp Templates to see more work, simple, and calendar to-do lists you can use for free.

With these professionally designed templates, start prioritizing tasks so you can better manage your workflow. It’s all about efficiency! ☑️  

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Create and manage a project task list

A Microsoft SharePoint project task list displays a collection of tasks that are part of a project. A task is a discrete work item that a single person can be assigned. A project is typically a series of activities that has a beginning, middle, and end. Examples include projects that produce a product or service, such as producing a product demonstration for a trade show, creating a product proposal for stakeholders, or organizing a corporate event.

After you create a SharePoint project task list, you can add tasks, assign resources to tasks, update the progress on tasks, and view the task information on bars that are displayed along a timeline.

SharePoint in Microsoft 365, SharePoint 2016 and SharePoint 2013 offer a connection from a SharePoint task list to Project.  Project may be licensed separately.

To make the connection, create a SharePoint task list and import it into Project or Project Server. Once connected, updates to a task list in SharePoint will be reflected in Project.

To import a task list into Project, follow the steps in  Add an existing SharePoint task list to Project Web App .

Create a task list in SharePoint in Microsoft 365 or SharePoint 2016 or 2013

The task list can be a starting point for your project.

Type "Tasks" into the search box and press Enter. You'll get a list of all apps that match.

Type a name or title for the task and press Create .

SharePoint returns you to the Site contents page. Find the app you just created in the Site contents list and open it. SharePoint creates a default timeline and a blank list.

You can start entering data using +new task to add data.

Create and work with a SharePoint 2010 project tasks list

Note:  A SharePoint site can be significantly modified. If you cannot locate an option, such as a command, button, or link, contact your administrator.

Click Project Tasks

Type the Name for the list. Name is required.

The name appears at the top of the list in most views, becomes part of the web address for the list page, and appears in site navigation to help users find the list. You can change the name of a list, but the web address will remain the same.

Click Create .

Top of Page

Add a task to a SharePoint 2010 project task list

When looking at a project tasks list, you’ll see a table on the left side of the view, and a timeline on the right. The timeline is called a Gantt chart, and helps to visualize your project’s progress. Bars on the Gantt chart are drawn using the Start Date and Due Date fields.

Note:  If you have some idea of the structure you’d like to create for your tasks – for example, if you know certain sets of tasks fall within phases that you’d like to represent in your project tasks list – you can organize your tasks into summary tasks and subtasks. For more information, see Create a summary task .

In a project tasks list, complete the following columns for each row in the left table portion of the view:

Note:  When filling out task columns, you might have to slide the divider to the right to reveal additional fields. This will reduce the calendar section.

Title     Type the name of a task in your project.

Start Date     Enter the date when the task should begin.

Due Date     Enter the date by when the task should be completed.

Task Status     Choose the descriptor that most accurately reflects the status of this task. If you are just planning a project and none of the tasks have begun, choose Not Started .

Priority     Choose the priority level that most accurately reflects the importance of this task, as it relates to the other tasks in this project.

Tip:  If several of your tasks share the same Start Date , Due Date , or data in any other column, you can click once in the cell you want to copy, to display the fill handle, and then drag the bottom right corner of the box down the column to fill the adjacent cells with the copied data. This can be particularly useful in the Task Status column, when you’re initially entering your plan into a project tasks list and none of the tasks have begun.

Once you have these initial columns filled out in the table portion of the view, you have a high-level project tasks list in place. The next step is to provide more detail about your tasks, including who will be doing the work, and how the tasks may relate to each other. For example, in some cases, one task must be completed before another can begin.

Update a task in a SharePoint 2010 project task list

It’s important to return to your project tasks list as your project progresses, and update the columns pertaining to each task’s status. This helps to communicate what’s going on in your project with those who may not be tuned in to the day-to-day details of your project’s tasks.

In your project tasks list, complete the following columns for each task to provide an update on your project:

% Complete     Type your best estimate as to how much work has been completed on the task, using a percentage. For example, if a task is about halfway complete, type 50% in the % Complete column. This percentage is used to draw a progress overlay on the Gantt bar for the task.

Task Status     Choose the descriptor that most accurately reflects the current status of this task.

In addition, you may run into other changes to your project that require updates to your project tasks list. For example, the Start Date or Due Date for a task may change if a task gets started earlier than planned, or gets delayed. You can update these columns in the table portion of the view, just as you would any other column. In some cases, the person who is currently working on a task may no longer be available to the task. You can also update who is assigned to the task by updating the Assigned To column. For more information, see Assign people to tasks in a project tasks list .

Assign people to tasks in a SharePoint 2010 project task list

With your tasks added to a project tasks list, the next step is to assign them to people in your organization. When you assign a person to a task, you identify who is responsible for completing the work on that task.

Click once in the Assigned To column for the task you are assigning.

Enter the name or login information of the person you are assigning, in one of these three ways:

Click Browse , which appears next to the Assigned To column, to search for the person you’re assigning in your organization’s address book.

Type the login information for the person you’re assigning from your organization, including the domain, in the Assigned To column. For example, type contoso\mollyc , where “contoso” is the domain, and “mollyc” is the username.

Type the name of the person you’re assigning in the Assigned To column. This is helpful if you’re assigning a contractor or another individual who does not have an account within your organization.

Notify the assigned individuals about their task assignments, letting them know about the project tasks list, and about the work they’re now responsible for.

Create a summary task in a SharePoint 2010 project task list

When creating tasks in a project tasks list, it’s important to plan for which tasks might fall under larger tasks. For example, your project might be completed in phases, with several tasks occurring within each phase. Having the phases represented in your project tasks list provides a nice high-level look at what’s going on in your project.

On the Items tab, in the New group, click the arrow on New Item , and then click Summary Task .

Complete the form to create the new summary task, filling out the following information, as appropriate:

Name     Type the name of the summary task.

Predecessors     Choose the summary tasks and/or subtasks that must be completed before this summary task can begin. With these selected in the left box, click Add to move them to the right box. For more information on predecessors, see the next section in this article.

Tip:  If you’re feeling unsure of your understanding of predecessors, or if you aren’t far enough along in your planning to have all of the summary task’s predecessors added to your project tasks list, you can leave this blank for now and add predecessor relationships later, using the left table portion of the project tasks list view.

Priority     Choose the priority level that most accurately reflects the importance of this summary task, as it relates to the other summary tasks in this project.

Task Status     Choose the descriptor that most accurately reflects the status of the set of tasks that fall within this summary task. If you are just planning a project and none of the tasks in this summary task have begun, choose Not Started .

% Complete Type a percentage that best represents how much work is completed on the set of tasks that fall within the summary task. If you are just planning a project and none of the tasks in this summary task have begun, leave this field blank, or type 0%.

Assigned To Use this field to identify the person responsible for this summary task. For more information about assigning tasks, see Assign people to tasks in a project tasks list .

Description     Type a brief description of the summary task.

Start Date     Enter the date when the first subtask within this summary task should begin.

Due Date     Enter the date by when the last subtask in this summary task should be completed.

Click Save to create the summary task.

Once the summary task is created, you can click the name of the summary task in the left table portion of the view to open the summary task in a new project tasks list view. Within that view, you can add the tasks that fall within that summary task. To get back to the view that shows your summary task, on the List tab, in the Manage Views group, click Navigate Up .

Set up relationships between tasks in a SharePoint 2010 project task list

Within a single project tasks list, there may be a certain order to how tasks, including summary tasks and subtasks, need to be completed. For example, if you’re building a house, the foundation needs to be completed before the walls can go up, and the walls have to be up before the roof can go on. You can represent this order by using the Predecessors column.

In a task row, click the cell in the Predecessors column, and then click the arrow on the right side of the cell to display a list of all tasks within the current project tasks list. This includes any summary tasks and subtasks within the list.

Click the checkbox to the left of each task that must be completed before this task can begin.

Tip:  It’s easy to get overzealous here and select every task that comes before the current task. However, you really only need to select those tasks that come immediately before the current task. For example, let’s say I have a project tasks list that contains three tasks: Task 1, Task 2, and Task 3. When Task 1 is complete, Task 2 can start, and when Task 2 is complete, Task 3 can start. When entering the predecessors for Task 3, it’s easy to think that Task 1 and Task 2 both need to be complete before Task 3 can begin. However, since Task 1 is already listed as a predecessor for Task 2, there’s no need to also list it as a predecessor to Task 3.

Adjust the dates in the Start Date and Due Date columns to reflect the relationships between the tasks. For example, let’s say you have two tasks that you know will each take about two days to complete. You set up the first task as a predecessor for the second task. You’ll need to adjust the Start Date column for the second task so that the date is after the Due Date for the first task, and you’ll need to adjust the Due Date column for the second task so that it’s two days after the new Start Date .

Tip:  Want this process to be more automated? Consider using an enterprise project management solution compatible with SharePoint Foundation 2010, such as Microsoft Project 2010 and Microsoft Project Server 2010.

Once you’ve identified the appropriate predecessors for each task, you can see these relationships represented on the Gantt chart. When a predecessor is identified for a task, you’ll see an arrow drawn between the end of the preceding task’s Gantt bar and the beginning of the next task’s Gantt bar.

Customizing a project task list view

Project task lists use the same view features in SharePoint as other lists. For more info, see Customize the project tasks list view

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Project Management Plan: Samples, Examples & Free Template

Learn how to create a project management plan that actually works and ensures you get your project over the line on time and on budget, with samples and examples

Table of Contents

What is a project management plan, what is a project management plan used for, what are the main elements of a project plan, how to write a project management plan, sample project management plan outline, using our project management plan template to build your project plan, project management plan: faq's.

A project management plan is a comprehensive document that outlines how a project will be executed, monitored, controlled and closed. For project managers and their teams, it's the ultimate toolkit for achieving their objectives while managing day-to-day pressures such as time, cost, scope, resourcing and risk. This guide outlines what a project management plan is used for, why it's important , and offers a step-by-step guide on how to make one that actually works.

Your project plan document is where you go deep on the ins, outs, overs, and unders of your project. It's where you break this vision down into the day-to-day execution of your project, covering everything you need to do to reach your project goals.

A detailed project plan will plot out everything from timelines to budget, resourcing to deliverables, and more, giving you a blueprint of what needs to be done (and when) that you can use to guide — and assess — your project.

The key components of a project management plan are:

Project Objectives

Scope Statement

Schedule Management

Cost Management

Resource Management

Communication Plan

Stakeholder Management

Procurement Management

Closure Criteria

Project Organization

Ready to get down to business? Here are 5 key things you need to do when writing a project plan.

1. Identify the baselines for your project

Before you begin writing a project plan, you need to make sure you have the basics down. Start by identifying the baselines for the project’s scope, schedule and cost, as the rest of your project planning will need to fit in around those constraints.

As mentioned above, these baselines should already be roughly outlined in your project charter — but here’s where you really start to map them out and create accurate estimates. And the more detailed, the better, because these are what you’ll be using for comparison to measure how your project performs.

2. Identify your project dependencies

Or in other words, ask yourself: what needs to happen before this other thing can happen? Identifying your project dependencies at the outset of your project means you can plan your timelines more efficiently, spot potential blockers, and ensure that you avoid unnecessary delays.

3. Identify project stakeholders

You’ll already have done the groundwork for this in your stakeholder analysis, but as you flesh out your project management plan and think through the phases of your project in more detail, you’ll likely start to find more project stakeholders at each phase.

Now is also a good time to go deeper on which stakeholders need to be informed and involved at which stages, for a more comprehensive stakeholder management plan you can use at each phase of your project.

4. Identify project milestones

What are the key markers of your project’s progress? It can be a concrete deliverable, the end of a phase in a stage-gate process — whatever milestones make sense to you, breaking your project down into manageable chunks, each with a defined goal, helps to keep the team motivated, allows you to celebrate each achievement, and signposts how the overall progress is coming along.  Learn more about using Milestones here .

5. Identify who’s responsible for what

Once you start to get a big-picture understanding of the work that’s needed and the resources you have to complete it, you can start deciding who should do what. Giving each item an owner is essential to getting things done. No more “oh, was I supposed to do that?” — once you identify who’s responsible for what, you can ensure accountability and transparency.

The 5 Stages of Team Development

All teams develop according to some natural patterns and using that knowledge, you can offer some guidance to build the kind of team that communicates well and finds better ways to collaborate and achieve the goals you’ve established. Here’s what you need to know.

Now let's go through a sample project plan. In the below example, we highlight the main sections of the plan and what needs to be included in each one to set your project up for success.

Section 1: Executive summary

The executive summary offers a concise overview of the entire project. It includes key highlights such as the project's purpose, objectives, scope, timeline, budget, and major stakeholders. It's often the first section stakeholders read to get a high-level understanding of the project.

Section 2: Project introduction

This section sets the stage by providing context and background information about the project. It explains why the project is being undertaken and introduces the main objectives and scope of the project.

Section 3: Project objectives

Here, the project's specific goals and objectives are outlined in detail. Objectives should be SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) to provide clarity and guidance.

Section 4: Project scope

The scope section defines what is included and excluded from the project. It helps prevent scope creep by establishing clear boundaries and also mentions any assumptions and constraints that may affect the project.

Section 5: Schedule management

This section details the project's timeline, including milestones and deadlines. It breaks down the project into tasks and identifies task dependencies. Often, visual representations like Gantt charts are used for clarity.

Section 6: Cost management

Here, the project budget is presented, including cost estimates for various project components. It may also outline cost control measures to ensure the project stays within budget.

Section 7: Quality management

This section focuses on the quality standards and objectives for the project. It describes quality control and assurance processes, as well as any inspection and testing procedures that will be implemented.

Project management template

Save time on setup without sacrificing attention to detail. With our project management template, you can quickly create project management plans that help you complete your project on time and on budget.

Section 8: Resource management

In this section, the project team is introduced, and roles and responsibilities are defined. It addresses resource allocation, scheduling, and, if applicable, procurement needs.

Section 9: Risk management

The risk management section identifies potential risks and uncertainties that could impact the project. It discusses risk assessment, prioritization, and mitigation strategies to reduce the impact of these risks.

Section 10: Communication plan

The communication plan outlines how project information will be shared with stakeholders and team members. It specifies communication methods, frequency, and reporting channels to ensure effective communication throughout the project.

Section 11: Stakeholder management

This section lists project stakeholders and analyzes their interests, influence, and expectations. It also outlines strategies for engaging and managing these stakeholders to ensure their needs are addressed.

Section 12: Procurement management

If procurement of goods or services is involved, this section explains the procurement strategy, vendor selection criteria, and how contracts will be managed.

Section 13: Change management

Change management procedures are detailed here, including how changes to the project scope, schedule, or other aspects will be requested, evaluated, approved, and communicated.

Section 14: Closure criteria

Criteria for determining when the project is complete and ready for closure are specified in this section. It may also include plans for project handover and post-project evaluation.

Section 15: Project organization

This section describes the project team's structure, roles, and responsibilities, ensuring everyone understands their positions and reporting lines. It may also mention external stakeholders and their roles if applicable.

Once you’ve documented your project management plan, bring it to life with a project management tool that will help you to stay on track, keep your team accountable, and promote transparency.

Here are 3 ways you can use Teamwork.com to supercharge your project management plan.

Add your supporting documentation to Teamwork Spaces

Use the Teamwork.com and Teamwork Spaces integration to link a project in Teamwork.com with a space in Teamwork Spaces, so your important project documents are only ever a click away.

Some documents you might want to add in addition to your project charter and project management plan include:

Scoping documents

Risk assessments

Change management plans

SOPs for important project processes

List of stakeholders and their roles

Outline of approval processes

Communications management plan

Any other best practices documentation or supporting info as necessary

You can even embed task lists into your pages and mark tasks as complete right from Teamwork Spaces, so you can keep work flowing without even needing to switch tabs.

Start adding your Milestones

Break down your work into Milestones and task lists that are going to help you reach them. With Teamwork.com, you can assign an owner to each Milestone, map out your Milestone due dates and see them represented in the project calendar, and even get a full change history for milestones so you can track any edits.

Visualize your task dependencies with a Gantt chart

Gantt chart-style views are a useful way to get a visual representation of your tasks and their dependencies, allowing for better scheduling and resourcing. In Teamwork.com, you can drag and drop to quickly rearrange your project schedule , without throwing everything out of order or straying off-plan.

Remember: software should support the way you work, not dictate it. So regardless of methodology or team type, create a project plan that works for you and your team — and find a tool that helps you put it into action.

Use our project plan template

Now that you know how to create a project management plan that actually works, you’re ready to implement using our team management software . To help you get up and running quickly, we’ve created a ready to use project plan template . Our project template will help you quickly create project plans that ensure all of your projects are completed on time and on budget

What is a project management plan template?

A project management plan template is a pre-designed framework that provides a structured format for creating a project management plan. It serves as a starting point for project managers and teams to develop their specific project plans, saving time and ensuring that key project management components are properly addressed.

How can a template help you build a great project management plan?

A template can help you build a great project management plan by saving time, ensuring comprehensive coverage of project management aspects, and incorporating industry best practices and visual aids for clarity. They also support collaboration, version control, and customization to fit the unique needs of each project, making them a valuable tool for project managers in achieving successful project outcomes.

What is the main purpose of a project management plan?

The main purpose of a project management plan is to provide a comprehensive and structured roadmap for successfully executing, monitoring, controlling, and closing a project. It serves as a central document that outlines project objectives, scope, schedule, budget, quality standards, resource allocation, risk management strategies, and communication approaches.

What tools do I need to help manage a project plan?

To effectively manage a project plan, you'll need a set of tools and software that cover various aspects of project management. These include project management software, communication and collaboration platforms, file and document management solutions, time and task tracking apps, and budgeting and financial management tools.

What steps are involved in the project planning process?

The steps involved in the project planning process include defining specific project objectives and scope, identifying deliverables and key milestones, budgets, risk assessment and quality control measures. It should also include a communication plan and stakeholder engagement strategies.

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7 Main Project Management Activities + Sample Activity List

It seems like you are ready to take on the challenges of project management !

It is a dynamic process involving various activities, skills, and techniques. The main goal behind project management is ensuring the successful delivery of the project within a fixed timeframe and budget.

Managing projects may seem daunting, but with the right mindset and knowledge of activities, you can ensure a smooth and successful execution.

As per pmi.org , a poor project management plan can waste almost 8.8% of the investment. But don't worry; we've got you covered with a comprehensive guide to the essential project management activities in this article.

What Are Project Management Activities?

As a project manager, you'll need to break down the project into a series of related sub-tasks or activities that need to be completed in order to achieve the project's goals.

Project management activities are nothing but the specific actions project managers take to achieve a project's objectives. Each activity has a specific start and end point and a deadline to be met. Such activities are crucial for the successful delivery of the project.

Every project is unique! So, the key to success is tailoring project management activities to fit your project's needs.

A well-defined and sequenced activity plan provides project managers with a framework for monitoring and controlling the project's progress. It is where tools like network diagrams and Gantt charts come in handy. They will help you with the following:

• Understanding the overall flow of the project
• Determining project dependencies
• Identifying the start and end dates for project activities
• Tracking progress throughout the phases of a project lifecycle

Importance of Project Management Activities

Project management activities prove that project managers have a realistic and comprehensive project plan.

It ensures the successful completion of the project, resulting in a project that meets its goals on time and with the desired outcomes.

By breaking down a project into smaller, more manageable activities, project managers can:

• Monitor progress
• Control development
• Identify potential problems at any stage

Project management activities help to identify and address potential problems early on, which can help to prevent them from becoming major issues.

It allows project managers to make informed decisions, stay organized, and keep the project on track, avoiding unnecessary delays.

Lastly, project management activities can reveal what to change in the original plan, enabling project managers to make changes as the project evolves.

Difference Between Activities And Milestones

Complete knowledge of the difference between project activities and milestones is crucial for effective project management and successful completion.

Both play essential roles in making your project a success. So, before we dive deep into the project activities, let's understand the difference between project activities and milestones!

Project Milestones – These are significant events that mark important points in your project's life cycle. These could be completing a project phase, delivering a major project deliverable, or completing a critical task.

Project Activities – Each milestone is achieved by completing a series of tasks and subtasks, which are known as project management activities.

Real-life Example of Project Management Activities and Milestones

The image above is an example of launching a brand new website where we have defined the milestones for each week.

Each milestone includes a series of subtasks (activities) to be met. For Example, to achieve the milestone of designing the landing page (week 5), we need to complete the following subtasks or activities,

• Prepare a color palette
• Design a hero section
• Design header and footer
• Write eye-catchy and concise headlines
• Strategically include CTAs
• Check for responsive design

Note that similar to project activities, milestones help project managers to track progress, identify potential problems, and stay on top of the project's budget and timeline.

What Is A Project Activity List?

Developing and executing a project plan can be time-consuming and challenging.

The key is to create a list that includes all planned project activities. It is a critical step toward the project's success as a project manager or team member.

The project team can identify each task, execute it within a defined timeframe, and ensure successful project completion using a comprehensive project activity list.

An activity list ensures that everyone involved understands their role, the project timeline , the required activity resources, and other relevant information. Additionally, you can manage the project better, track progress, and communicate effectively with stakeholders.

Steps To Creating A Project Activity List

Breaking down all the project work into small units called activities or tasks is crucial for successfully delivering a project. Here are the steps you need to create a project activity list.

1. Project Planning

Planning is the foundation of successful project management.

It allows us to define our objectives, identify the steps required to achieve them, and allocate resources accordingly.

You need to create a comprehensive project plan that outlines all the important details, including its project deliverables , budget, resources, and deadlines. Doing so gives you a project roadmap to keep everyone on track and help them achieve project goals.

Careful project planning allows us to minimize risks and maximize our chances of success.

Note that project plans are not set in stone and may change during the execution phase.

So, it is better to plan for potential problems and be ready to adjust the plan accordingly. With your well-defined project plan, your team can work together to ensure that the project progresses in the right direction while being flexible and adaptable to unexpected changes.

2. Creating WBS (Work Breakdown Structure)

Work Breakdown Structure (WBS) is a project management tool that can help you break down your project into smaller, more manageable tasks to save time and effort.

It can make project management easier and more efficient. It begins with identifying the major activities in project management and then subdividing them into smaller, measurable tasks and subtasks.

To create a WBS,

• List all major project deliverables
• Break each deliverable into smaller activities
• Break each activity into individual tasks and subtasks
• Allocate Resources : identify the necessary resources and timelines for each task and subtask

This approach will help you monitor project progress and control the work more effectively.

It would be best to involve the project team in the WBS preparation process so everyone understands the project objectives and requirements.

The completed WBS should be reviewed and approved by the project stakeholders, including the project sponsor , manager, and team members, to ensure everyone agrees on the scope of work and the project plan.

3. Determining Dependencies

After dividing your project into activities, identify the relationship between each activity and the factors affecting its completion.

There are two types of dependencies: internal and external.

Internal dependencies occur when an activity is related to other activities within the project. It means one activity cannot be started until a related activity has been completed.

On the other hand, external dependencies occur when an activity is related to the factors outside the project, such as environmental, regulatory, or technological factors.

The start and finish conditions of activities can be used to classify the dependencies into four types:

• Finish-to-start (FS): An activity must be completed before another activity can begin. It is the most common type of dependency.
• Start-to-start (SS): An activity must begin before another activity can also begin. This dependency is used when two activities must be synchronized to start simultaneously.
• Finish-to-finish (FF): An activity must finish before another can also finish. This dependency is used when two activities must be synchronized to end simultaneously.
• Start-to-finish (SF): An activity must start before another activity can finish.

Understanding the dependencies between activities is critical for developing a realistic project plan that can be completed on time and within budget.

4. Sequencing Activities

Once you identify the activities and determine their dependencies, it is time to order them.

Your goal is to establish a highly efficient task flow by prioritizing the order of the activities.

It needs to be done properly to ensure that the project activities are completed in the correct order for a smooth and timely progression.

I suggest using dedicated project management software with Kanban tools for effective activity sequencing for comprehensive insights.

Project management software provides an excellent solution for visually representing the project and its phases. It allows for real-time updates and progress reports , resulting in a smooth and timely project progression. Product and software development teams have to use such tools.

However, you can use tools like whiteboards, note cards, or sticky note pads for sequencing activities.

For a more comprehensive understanding of the project activities, involve the team and gather multiple perspectives. This approach will also help you identify potential issues or challenges associated with your project.

5. Scheduling Activities

Once the sequence is established, you can estimate the duration of each activity and schedule project activities accordingly.

Make sure to properly define the duration and timeline for each activity and allocate resources to achieve your project goals within the given timeframe and budget. It is important to create a realistic schedule and avoid overestimating the work that can be done within a given timeframe. Use workflow management software or Gantt charts to visualize the entire project in one place.

When estimating the duration of each activity, we can use data from previous projects to establish baselines for each task. We must properly allocate internal and external resources such as personnel, equipment, and materials.

Note that we may need to adjust the schedule throughout the project's life cycle due to unforeseen events.

Regularly monitoring the project's progress and communicating with stakeholders can help us identify issues early and make timely adjustments.

6. Risk Management

Risk management is a crucial aspect of project management!

Uncertain events that can positively or negatively impact the achievement of the project goals and objectives are known as project risks .

A robust risk management plan is paramount in confidently delivering your project on time, within budget, and to the desired quality standards.

It's essential to implement it throughout the entire project management life cycle to avoid project risks. You can brainstorm with your project teams or use risk management technology to develop a plan outlining the steps to mitigate, monitor, and control the risks.

In general, it includes the following steps,

• Creating a comprehensive list of milestones and activities
• Determining all the possible risks associated with each milestone and activity
• Analyzing the probability of the risk
• Assessing the risk impact on the project

Once you identify all the risks, the key is to prioritize the risks and focus on the most critical ones.

Note that you should frequently monitor and review project progress to identify new risks that may arise, assess their impact, and update the risk management plan accordingly.

7. Preparing Activity List

Now is the right time to create a highly detailed activity list that includes project tasks, sub-tasks, the duration for each of them, and the resources required.

An activity list helps ensure everything is always in order and up-to-date, leading to incredible results.

It is not a one-time document but rather a dynamic one that can be regularly reviewed and updated throughout the project to ensure that it remains accurate and up-to-date.

As a project manager, you have a critical role, and creating a comprehensive activity list is crucial. By defining all the major deliverables and tasks mentioned in the previous steps, you will clearly understand what must be done, how, by whom, and when.

With an activity list, you can ensure that everyone involved understands their tasks and the sequence in which they must execute them.

A team leader plays a vital role in executing the tasks defined in the project activity list.

Activity List Example

Imagine that Jason is about to renovate his home; here is the Project Activity List prepared for him:

Start Date – May 13, 2023 Estimated Completion Date – August 30, 2023

This is a simple activity list where Jason is the project manager responsible for the delivery of the project. It helps Jason with the following,

• Project scope management
• Project initiation
• Cost management
• Forming a communication plan with stakeholders
• Obtaining the desired outcome.

Note that the key to success is practice! You can start with any project on your mind and create the activity list right away.

Explore Further

• How to Write a Project Plan in 9 Simple Steps
• What Are Milestones in Project Management (+ Examples)
• 12 Key Benefits of Using Project Management Software
• What Is Digital Project Management? [Ultimate Guide]
• How to Overcome Parkinson’s Law to Get More Done in Less Time
• 10 Effective Tips on How to Manage A Project from Start to Finish
• Project Failure | 7 Reasons Why Projects Fail & How to Avoid It
• 9 Essential Roles In Project Management

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Anastasia belyh.

Anastasia has been a professional blogger and researcher since 2014. She loves to perform in-depth software reviews to help software buyers make informed decisions when choosing project management software, CRM tools, website builders, and everything around growing a startup business.

Anastasia worked in management consulting and tech startups, so she has lots of experience in helping professionals choosing the right business software.

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Blog Marketing What is a Project Management Plan and How to Create One

What is a Project Management Plan and How to Create One

Written by: Midori Nediger Dec 11, 2023

Have you ever been part of a project that didn’t go as planned?

It doesn’t feel good.

Wasted time, wasted resources. It’s pretty frustrating for everyone involved.

That’s why it’s so important to create a comprehensive project management plan   before your project gets off the ground.

In this guide, we’ll explore how to create and design a successful project management plan.

We’ll also showcase easy-to-customize project plan templates you can create today with our user-friendly drag-and-drop editor. Let’s get started!

  Click to jump ahead:

What is a project management plan?

5 things you need to know before creating a project management plan, what should a project management plan include, how do you write a project plan, project plan best practices, project management plan templates and examples, common mistakes to avoid when creating a project management plan.

A project management plan is a formal document that defines how a project is going to be carried out by outlining the scope, goals, budget, timeline and deliverables of a project. Its crucial role lies in ensuring the project stays on course.

You write a project plan  during the project planning stage of the  project life cycle , and it must be approved by stakeholders before a project can move on the execution stage.

If some of these terms are new to you, you can get up to speed with this post on project management terms . 

This means your project plan must be engaging, organized, and thorough enough to gain the support of your stakeholders.

Further Reading : New to project management? Read our blog post on the 4 stages of the project life cycle .

The importance of a project management plan

A well-developed project management plan sets the foundation for a successful project by providing a roadmap that guides the project team toward successful project completion. A good project management plan can ensure that:

• Project objectives and goals are clearly defined and understood
• Project scope is effectively managed
• Resources are allocated efficiently to maximize productivity and minimize waste
• Risks are identified, assessed and mitigated
• Project tasks and activities are well-organized and executed in a timely manner.
• Communication among team members , stakeholders and project sponsors is effective and transparent
• Changes to the project are properly evaluated, approved and implemented
• Lessons learned and best practices are documented for future reference and improvement
• Stakeholders are engaged and satisfied with the project outcomes
• The project is delivered within the specified timeline, budget and quality standards

Before diving into creating a project management plan, it is crucial to have a clear understanding of the project objectives and the expectations of stakeholders involved.

Without a firm grasp of these fundamental elements, your project may face significant challenges or fail to deliver the desired outcomes.

Here are key points to consider when creating a project management plan:

• Project Objectives: Clearly understand the project objectives and what you want to achieve. Identify the desired outcomes, deliverables and the purpose of the project.
• Scope of the Project: Determine the boundaries and extent of the project. Define what is included and excluded to ensure clarity and prevent scope creep .
• Stakeholders: Identify all stakeholders who will be impacted by or have an interest in the project. Understand their needs, expectations and level of involvement.
• Resources: Assess the resources required to execute the project successfully. This includes human resources, budget, equipment and materials. Determine their availability and allocation.
• Risks and Constraints: Identify potential risks, uncertainties and constraints that may affect the project. Understand the challenges, limitations and potential obstacles that need to be addressed.

Now that you have these key areas identified, let’s get started with creating your project plan.

Before you start assembling your own plan, you should be familiar with the main components of a typical project plan .

A project management plan should include the following sections:

• Executive summary: A short description of the contents of the report
• Project scope & deliverables: An outline of the boundaries of the project, and a description of how the project will be broken down into measurable deliverables
• Project schedule: A high-level view of project tasks and milestones ( Gantt charts are handy for this)
• Project resources: The budget, personnel, and other resources required to meet project goals
• Risk and issue management plan: A list of factors that could derail the project and a plan for how issues will be identified, addressed, and controlled
• Communication management plan: A plan for how team and stakeholder communication will be handled over the course of the project
• Cost and quality management plan: This section encompasses the project’s budget, cost estimation,and cost control mechanisms. It also includes quality assurance testing and control measures as well as any testing or verification activities to be performed.

Basically, a project plan should tell stakeholders what needs to get done, how it will get done, and when it will get done.

That said, one size doesn’t fit all. Every project management plan must be tailored to the specific industry and circumstances of the project. You can use a project management app for smoother project planning.

For example, this marketing plan looks client facing. It is tailored to sell the client on the agency:

Whereas this commercial development plan focuses on specific objectives and a detailed timeline:

With those basics out of the way, let’s get into how to write a project management plan that’s as engaging as it is professional.

Further Reading : If you’re looking to create a proposal, read our in-depth business proposal guide. Then try our job proposal templates or business proposal templates .

To write a successful project plan, follow these 5 steps below to create an effective project plan that serves as a valuable tool for project management:

1. Highlight the key elements of your project plan in an executive summary  

An executive summary is a brief description of the key contents of a project plan .

I t’s usually the first thing stakeholders will read, and it should act like a Cliff’s-notes version of the whole plan.

It might touch on a project’s value proposition, goals, deliverables, and important milestones, but it has to be concise (it is a summary, after all). First, make sure you develop a proof of concept .

In this example, an executive summary can be broken into columns to contrast the existing problem with the project solution:

The two-column format with clear headers helps break up the information, making it extremely easy to read at a glance.

Here’s another example of a project management plan executive summary. This one visually highlights key takeaways with big fonts and helpful icons:

In this case, the highlighted facts and figures are particularly easy to scan (which is sure to make your stakeholders happy).

But your executive summary won’t always be so simple.

For larger projects, your executive summary will be longer and more detailed.

This project management plan template has a text-heavy executive summary, though the bold headers and different background colors keep it from looking overwhelming:

It’s also a good idea to divide it up into sections, with a dedicated header for each section:

Regardless of how you organize your executive summary, it should give your stakeholders a preview of what’s to come in the rest of the project management plan.

2. Plot your project schedule visually with a Gantt chart

A carefully planned project schedule is key to the success of any project. Without one, your project will likely crumble into a mess of missed deadlines, poor team management, and scope creep.

Luckily, project planning tools like Gantt charts and project timelines make creating your project schedule easy. You can visually plot each project task, add major milestones, then look for any dependencies or conflicts that you haven’t accounted for.

For example, this Gantt chart template outlines high-level project activities over the course of an entire quarter, with tasks color-coded by team:

A high-level roadmap like the one above is probably sufficient for your project management plan. Every team will be able to refer back to this timeline throughout the project to make sure they’re on track.

But before project kickoff, you’ll need to dig in and break down project responsibilities by individual team member, like in this Gantt chart example:

In the later execution and monitoring phases of the project, you’ll thank yourself for creating a detailed visual roadmap that you can track and adjust as things change.

You can also use a project management tool to keep your team organized.

Further Reading:   Our post featuring  Gantt chart examples  and more tips on how to use them for project management.

3. Clarify the structure of your project team with a team org chart

One of the hardest aspects of project planning is assembling a team and aligning them to the project vision.

And aligning your team is all about communication–communicating the project goals, communicating stakeholder requests, communicating the rationale behind big decisions…the list goes on.

This is where good project documentation is crucial! You need to create documents that your team and your stakeholders can access when they have questions or need guidance.

One easy thing to document visually is the structure of your team, with an organizational chart like this one:

In an organizational chart you should include some basic information like team hierarchy and team member contact information. That way your stakeholders have all of the information they need at their fingertips.

But in addition to that, you can indicate the high-level responsibilities of each team member and the channels of communication within the team (so your team knows exactly what they’re accountable for).

Here’s another simple organizational structure template that you can use as a starting point:

Create an organizational chart with our organizational chart maker .

4. Organize project risk factors in a risk breakdown structure

A big part of project planning is identifying the factors that are likely to derail your project, and coming up with plans and process to deal with those factors. This is generally referred to as risk management .

The first step in coming up with a risk management plan is to list all of the factors at play, which is where a risk breakdown structure comes in handy. A risk breakdown structure is a hierarchical representation of project risks, organized by category.

This risk breakdown structure template, for example, shows project risk broken down into technical risk, management risk, and external risk:

Once you’ve constructed your risk breakdown structure, you’ll be ready to do a deep dive into each risk (to assess and plan for any triggers and outcomes).

Streamline your workflow with business process management software .

5. Plan ahead: create project status reports to communicate progress to stakeholders

As I mentioned earlier, communication is fundamental in any project.

But even so, something that’s often overlooked by project managers is a communication management plan–a plan for how the project team is going to communicate with project stakeholders . Too often, project communication defaults to ad-hoc emails or last-minute meetings.

You can avoid this by planning ahead. Start with a project kickoff meeting and include a project status report template as part of your communication plan.

Here’s an example of a simple project status report that you might send to stakeholders on a weekly basis:

This type of report is invaluable for communicating updates on project progress. It shows what you’ve accomplished in a clear, consistent format, which can help flag issues before they arise, build trust with your stakeholders , and makes it easy to reflect on project performance once you’ve reached your goals.

You might also want to include a broader status report for bigger updates on a monthly or quarterly basis, like this one:

The above template allows you to inform stakeholders of more major updates like new budget requirements, revised completion dates, and project performance ratings.

You can even include visualization of up-to-date project milestones, like this example below:

Want more tips on creating visuals to enhance your communications? Read our visual communication guide for businesses . 

Before you dive in, remember: a clear and adaptable plan is crucial for project success. Here are some best practices to keep your project plan on track:

• Use headers, columns and highlights to make your executive summary easy to read
• Plot your project schedule with a Gantt chart (with tasks color-coded by department or team member)
• Use visuals like organizational charts and risk breakdown structures to communicate across your team and with stakeholders
• Pick a flexible template that you can update to align with stakeholder requests

A project management plan is probably the most important deliverable your stakeholders will receive from you (besides the project itself).

It holds all of the information that stakeholders will use to determine whether your project moves forward or gets kicked to the curb.

That’s why it’s a good idea to start with a project management plan template. Using a template can help you organize your information logically and ensure it’s engaging enough to hold your stakeholders’ attention.

Construction project management plan template

Time is money, especially with construction projects. Having a construction plan template brings order to the chaos.

Instead of staring at a messy pile of construction stuff, you’ve got a plan that breaks everything down into bite-sized pieces.

And let’s not forget the paperwork. Construction projects have rules and regulations to follow. Your project plan helps you stay on the right side of the law with all the necessary documentation and compliance measures.

Start with a meticulous project overview, like in the second page of this template:

Though you may think this project will be similar to others you’ve done in the past, it’s important to nail the details.

This will also help you understand the scope of work so you can estimate costs properly and arrive at a quote that’s neither too high or low. Ontario Construction News has great advice on this process.

Simple project management plan template

This simple project management plan template that clearly lays out all of the information your stakeholders will need:

Simple project management communication plan template

A key part of project management is making sure everyone’s in the loop. A project communication plan ensures everyone knows how, where, who and when the team will communicate during the course of the project. Also construction scheduling is a critical aspect of the project management plan as it helps to ensure that all necessary tasks are completed within the allocated time frame and budget.

The key is to figure out what kind of communications is valuable to stakeholders and what is simply overwhelming and won’t lead to better decisions.

This template clearly outlines all of these factors to help manage expectations and eliminate confusion about what will get communicated and when:

Commercial development project plan template

The below project management plan template is simple and minimal, but still uses a unique layout and simple visuals to create an easy-to-read, scannable project overview.

This template is perfect for building or construction management , or any technical projects:

When picking a project plan template, look for one that’s flexible enough to accommodate any changes your stakeholders might request before they’ll approve the project. You never know what might change in the early planning stages of the project! You can also use project management tools to help you with your planning !

Creating a solid project management plan is crucial for setting your project up for success. Here are some common mistakes to avoid:

• Lack of clear goals: Don’t just have a vague idea of what you want to achieve. Define clear, SMART goals (Specific, Measurable, Achievable, Relevant and Time-bound) for your project. That way, everyone will be on the same page and it’ll be easier to measure progress effectively.
• Unrealistic timelines: Be optimistic, but also realistic. Don’t underestimate the time required for tasks. Factor in potential delays and buffer time when creating your project schedule.
• Scope creep: New requirements mid-project can affect deadlines and budgets. Plan the project clearly upfront, and take into consideration any changes that might come up.
• Poor communication: Communication is key throughout the project lifecycle. Regularly update stakeholders, team members and clients on progress, roadblocks and changes.
• Ignoring risks: Things don’t always go according to plan. Identify potential risks upfront and have a mitigation strategy in place for each one.
• Not involving stakeholders: Get key stakeholders involved early on. This helps manage everyone’s expectations and that you have the buy-in you need for success.
• Neglecting resource constraints: Don’t overload your team or underestimate the resources needed. Carefully consider the skills, time and budget available when planning your project.
• Micromanaging: Trust your team! Delegate tasks effectively and give them the autonomy they need to do their jobs.
• Failing to document: Keep good records. Document project decisions, plans and communication. This helps maintain transparency and ensures everyone has access to the latest information.
• Not adapting to change: Be prepared to adapt your plan as needed. Projects are rarely static, so be flexible and willing to adjust your approach based on new information or developments.

So, that’s the scoop on project management plans! I hope this piece will help you to avoid confusion, keep expectations in check and be ready to tackle any bumps for your upcoming projects.

If you ever need a revision, just follow the steps we talked about, use those best practices and you’ll have a plan that sets your project up for a win. Just remember, even the best plans need some tweaking sometimes. Be flexible and adjust as needed and you’re good to go!

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Project Documentation: 15 Essential Project Documents

Table of Contents

What is project documentation.

• Project Documentation By Project Phase
• Top 15 Project Documents
• What's Worth Documenting?

Project Documentation Best Practices

How projectmanager helps with project documentation.

Project managers know the importance of project documentation. Project documents must be accurate and constantly updated to keep current with the project. Creating and managing project documentation throughout the project life cycle is critical for project success, but where to start?

This guide defines what project documentation is and why it’s important in addition to outlining the top 15 project documents that you should always create to plan and execute your projects.

The term project documentation refers to the project management documents that are created throughout the project life cycle. These documents, such as the project plan, project schedule or project budget, define activities, procedures and guidelines that the project team should follow.

Project documentation has several purposes such as project planning, cost management or risk management. In addition, there are certain project documents that must be created at a specific project phase as they set the stage for the next step. For example, the project management plan must be created before the project execution phase can begin.

Project management software can help you organize and share information that is crucial to the success of your project. ProjectManager is work management software that has unlimited file storage and makes it easy to share product documentation with your team and stakeholders. All of its multiple project views share one source of information to keep everyone on the same page. Get started for free.

Let’s take a look at which project documents should be created at each project management phase.

Project Documentation by Project Phase

Projects vary in size and complexity and some require more comprehensive project documentation than others. Here’s an overview of some of the project documents that are usually created throughout the project life cycle .

• Project Initiation: Project charter, project summary, business case, project kickoff meeting agenda
• Project Planning: Project management plan, work breakdown structure , project budget, project schedule, change management plan, scope management plan, risk management plan
• Project Execution: Project status report, lessons learned template, timesheets , change requests, change orders
• Project Monitoring and Control: Project status report, lessons learned template, timesheets
• Project Closure: Project closure template, punch list

Now that you have an idea of the right project documentation for each phase of your project life cycle, let’s dive into some critical project management documents.

Top 15 Project Documents to Include in Your Project Documentation

Here’s a brief description of the important project documents and a corresponding project management template for each of them. Don’t forget to check our library of free project management templates  where you’ll find dozens of templates to build your project documentation.

1. Project Plan

The project plan is the most comprehensive of all project management documents because it compiles the project documents that are created during the project planning phase. For example, your project plan should include your project budget and your project schedule.

2. Project Charter

The project charter is written during the project initiation phase and it sets the stage for the project plan. Project managers use project charters to provide a quick overview of the project to stakeholders, sponsors and clients.

3. Business Case

Just like the project charter, a business case is a document that’s created during the initiation phase to convince project stakeholders of the project’s value by explaining the potential benefits it could have for their organization.

4. Project Schedule

At a basic level, the project schedule defines the timeline for the execution of all project tasks. It can also include more details such as the resources needed for each task, who’s responsible for it, the float or slack your project has and the critical path. ProjectManager’s Gantt chart is the perfect tool for creating a detailed project schedule.

5. Risk Register

This document allows you to register all potential project risks and includes a brief description of their potential impact and likelihood. A risk register is an important project document as it provides important information for your risk management plan that contains all risk management documents, strategies and guidelines.

6. Scope Statement

A scope statement defines the activities that will be executed to complete a project. It’s used by project managers to let stakeholders know what will be done and what won’t be done so that expectations are clear from the beginning. It’s part of the scope management plan , a comprehensive document that explains the procedures and guidelines related to the project scope.

7. Project Budget

The project budget is a critical project management document. To create one, you’ll need to estimate your project costs, which include labor, materials, equipment and anything that’s needed to execute the project.

8. Project Communication Plan

A communication plan sets all the guidelines for communication among team members and project stakeholders. It defines the communication channels to be used, the communication schedule and roles and responsibilities among other details to streamline the communication process throughout the project life cycle.

9. Project Status Report

Project status reports are a must-have project management tool because they allow you to check the health of your project at any point in time and share data with stakeholders to keep them updated. Status reports are brief and include the most relevant information only.

10. Project Closure Template

It’s always necessary to create project documentation at the end of the project closure phase . That’s because project managers need to close contracts, create a “lessons learned” document and get formal approval from stakeholders among other important tasks. All of this must be documented so that nothing falls through the cracks.

11. Project Proposal Template

A project proposal is a project management document that provides a quick overview of the key areas of a project. Its main purpose is to convince potential stakeholders of the value of the project during the initiation phase. It should be a persuasive document that highlights the main benefits, goals and requirements.

12. Project Brief Template

A project brief is a summarized version of your project plan, geared towards an audience such as cross-functional teams or stakeholders who don’t need to dive into all the details of a project management plan but still need to have an understanding of the project goals, budget, roles & responsibilities among other key aspects.

13. Requirements Gathering Template

Project requirements are the goals and specifications that are expected from a project to make sure all stakeholders are satisfied. Our free requirements gathering template will help you document all your project requirements.

14. Project Overview Template

A project overview is a 1-page document that outlines the most critical aspects of a project such as its timeline , milestones, budget, status and the team members’ roles & responsibilities.

15. Team Charter Template

A team charter is a project management document that shows the roles, responsibilities, deliverables and resources of a project team. It helps project managers understand the workload and objectives of each team member for better resource planning.

What’s Worth Documenting

No matter your organization’s structure, the ability to record and document all aspects of a project is vital to being a successful project manager. Multiple reports, charts , graphs, documents, change requests and status updates need to be maintained throughout the project life cycle, and documentation works to stitch the disparate pieces of a project together and bring it to a successful finish.

However, your time is limited, and so is patience in most organizations for tedious paperwork. How can you maintain efficiency and effectively document the project? Consider the following to determine what’s worth documenting:

• Client-Related Everything – Imagine that a client suddenly questions a decision that was made months ago. The client says that they chose one direction but your company decided to go down another path during implementation. Clear documentation on client meetings, including notes with dates, times and attendees helps resolve misunderstandings.
• Legal Dictates – For certain projects, legal teams are required to review documentation during the project . For public projects, there might be oversight and review processes that analyze a project after its completion. Know the documentation requirements your legal team needs before your project begins. Playing catch-up is risky in this kind of environment.
• The Right Amount of Process – While you don’t want to get lost in documenting so much of the plan and process that you’re not actually processing, you do want some definition around the project plan and goals. Let your organizational structure guide how many processes to document. For example, trying to operate process-free on a project that requires legal documentation will only get your project in trouble. When in doubt, the best approach is to document.
• Changes to the Project – Ongoing project reports are essential to document especially as project goals shift. Ideally, you’ll have a real-time online project management tool so your resources and task changes are scheduled live and issues are captured as they occur. However, larger impacts to the project plan should be added to project documentation in a version-controlled manner.

So what are the best strategies you should use to keep your documentation effective, efficient and timely? To align your documentation according to best practices you should:

• Take the Time – Use your calendar ! Many people think that calendars are only for scheduling meetings. It’s not. Use it to schedule 2-3 hour blocks of uninterrupted time to assemble an essential document. Instead of taking calls or conversing with a coworker, take the time to get in the zone of writing. With focused time and attention, you’ll be able to make significant progress. Likewise, schedule 10-15 minute blocks in your calendar each week to review and update documentation.
• Have the Right Level of Detail – Putting documentation together for engineers is different from documents you present to executives. Engineers need details you can provide while executives don’t have time to be bogged down with details. They just want bullet points, the bottom line and the next steps. It’s up to you to determine the right level of documentation for the right audience.
• Use Smart Storage  – Your documentation needs to be easy to locate. Documentation is useless if it’s buried under a rock where nobody can find it. This includes making sure that the infrastructure is in place to access the documentation online and that the folder structure and hierarchy are easy and intuitive to understand.
• Share with Others – Most people hate putting documentation together but love it when it’s packaged up for them. You’ll be pleasantly surprised that people actually read the documentation! Use your online project management software to store your documents online with the project, ideally in a collaborative, secure environment.
• Version Control and Up-to-Date – Keeping project documentation current and updated is challenging. It’s easy to get to the point of the initial version, but it’s painful to go back and update documentation and maintain version control. The biggest help is the document repository infrastructure you have in place. Automatic version control allows you to manage this process and the consumers of your documentation always trust that they have the latest version.

ProjectManager is work and project software that connects hybrid teams and fosters collaboration. All project documents can be stored on the tool and everyone who needs access to documents will have it. You can create project plans and so much more, making ProjectManager the only software you need for project success.

Make Project Plans on Interactive Gantt Charts

One of the most important project documents is your project plan. You can make and share this with our Gantt chart , which organizes all your tasks, links dependencies and plots milestones to help you stay on schedule. It even filters for the critical path. Our online Gantt charts deliver real-time data and are easy to share so everyone is always working from the most current data.

Monitor Your Project With Real-Time Dashboards

Your project documentation only sets the stage for the execution of your project. To keep to those plans, you need to have a way to monitor progress and performance in real time. Our live dashboard automatically collects, calculates and delivers real-time metrics for time, workload and more. Unlike other tools, there’s no setup necessary. You see what’s happening as the project unfolds.

Go Deeper Into the Data With One-Click Reporting

When a high-level view isn’t enough, you can generate project reports with a keystroke. Get more information on your costs, progress and more. All reports can be filtered to show only the data you want to see. You can attach reports to stakeholder emails or print them out for presentations.

ProjectManager is a flexible tool that allows you to update your project documentation as needed as projects change. Everyone is updated with email notifications or in-app alerts so there’s never any confusion about what’s expected. Use a tool that manages your project plan, resources, cost and team while storing all the project documentation you have to deliver success.

Related Content

• How to Write a Project Summary (Free Template Included)
• How to Write a Project Description: A Quick Guide
• How to Write an Executive Summary: A Quick Guide
• Ultimate Guide to Gantt Charts
• Ultimate Guide to Project Tracking
• How to Use a Project Decision Log for Optimal Results

Sure, documentation can be the bane of your project, but you need it. There are tools that can help you do it easier, better and faster. The online software suite from ProjectManager is a great collaborative tool to create and store your project documentation for easier access and document sharing with your team. Get started for free .

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