project assignment list

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 .

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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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How to build effective project lists in 7 easy steps

Whether a simple to-do list or a comprehensive document, project lists are a huge help in organizing tasks and delivering projects on time.

Stella Inabo,   Content Marketer

• project planning

Project lists are so much more than a couple of tasks scribbled on a sticky note! When used by project managers, they can be a really useful tool for delivering projects.

A project list outlines the activities needed to deliver the project , provides a granular view of the work to be done, and ensures the right activities are prioritized. 

Let's see how to create effective project lists (we also provide a template you can download and use for your own projects!). 

What is a project list? 

A project list is a document that outlines the tasks needed to complete a project. It is created in the planning phase and guides teams through execution. 

It could be a simple to-do list for a small project, or a comprehensive document used for all your projects. In any form, the goal remains the same—to help organize and plan your team’s work .

Why use a project list?

Just like to-do lists, project lists help identify and prioritize tasks and commit to a plan of action to complete them:

• Identify tasks to complete: What tasks need to be completed to deliver the project? For projects with a large scope and a lot of deliverables, you might have a hard time identifying what your team needs to do. A list ensures that all tasks are accounted for in one place.
• Prioritize important tasks: If an essential task with dependencies is delayed or left unassigned it can grind the project to a halt. With a project list, all activities are arranged in a sequence, making it difficult to skip any important tasks. 
• Increase accountability and transparency: Sharing the project list with your team provides direction on what needs to be done when and who needs to do it. Each member is aware of their role on the project and remain accountable. 
• Keep team members in the loop: Team members may be working on several other projects at the same time as yours. When a task is part of a written project list and assigned to them, it is easier for them to remember to get it done due to the Zeigarnik effect . 

Project list vs. work breakdown structure (WBS)

Although they seem similar, a project list and a work breakdown structure differ. A work breakdown structure is more complex and covers everything from the project scope to deliverables . Because project lists are focused on granular tasks, they are used to plan and organize the project schedule. 

You can't build a project list without first creating the work breakdown structure. 

Project list vs. to-do list 

To-do lists are used for personal tasks and may contain no deadlines or milestones, making them more flexible.   

Project lists are formal documents that are shared with the team. They are more structured and contain deadlines, milestones, and assignees.

How do I create a project list?

Creating a project list is a little different from creating a to-do list. Here’s how to build one from scratch using a spreadsheet:

1. Download our template

Begin by downloading the project list template , and then click File >  Download. Alternatively, you can make your own copy by clicking File > Make a copy. 

2. Identify tasks to be done 

Enter all the tasks to be completed in the Tasks column of your project list template. 

Suppose you're not working on a new project. In that case, you can either use a template or refer to past projects to identify tasks, explains Nikoletta Bika, senior content marketer at Float.

“The key here is that projects are rarely completely new. Most of the time, I’ve already built a template process that I check to make sure it fits,” she says. “Or I may have dealt with a project in the past, so I have an idea of the critical path needed and should only figure out secondary and dependent tasks.”

If you are dealing with a new project you can:

• Consolidate work in your WBS into smaller tasks : Break down work packages until they become single tasks. If you were to break down the process of writing a blog post for example, you might come up with something like this:  Research  Create outline  Write first draft  Review and rewrite first draft  Edit draft  Add keywords Add images and product screenshots  Add internal links, CTAs  Submit draft for review
• Speak to other team members : Be bold and rely on the expertise of your team members to help build the project list when you are unsure of what to work on.

3. Prioritize tasks

In your spreadsheet, reorder tasks placing the most important and time-sensitive tasks first. Set priority levels for each one ranging from No priority to Urgent.

Most likely, your current list won’t be in sequential order. To avoid delaying tasks, you need to determine dependencies and order your tasks accordingly.

If you are stuck on how to prioritize tasks, try thinking of tasks sequentially:

“A lot of the time there are dependencies in projects. You can't do task C until task A and B have been done. So, I set out the tasks in a sequence. It is a step-by-step approach as opposed to a bunch of things that just need to happen,” suggests Mia Northrop, UX designer at Float. 

Determine what tasks are:

• Start to start: One task is dependent on the other task to finish before starting (e.g., research before drafting). 
• Start to finish: Tasks can be done concurrently. You can add images and links at the same time. 
• Finish to finish: Tasks that must be finished at the same time.

4. Set deadlines

Include the start and end dates for each activity in your list. With deadlines, a project list is more useful as tasks must be completed on time to stay on schedule. 

But setting deadlines can be tricky. It is important to give your team enough time to do the work, but you also want to avoid Parkinson's law—the saying that work expands to fill the time available to complete it.

One way to safely determine deadlines is to talk to the people carrying out the tasks (or, in a large project, speak to the people supervising them). Alternatively, you can refer to past projects to see how much time each task took. 

Add in a buffer period if the project schedule allows for it, and remember to keep dependencies in mind. You want to ensure that the sequence is not disrupted and all dependent tasks are completed on time so that other tasks can be carried out. 

5. Add descriptions and documents

Include notes and relevant documents in the Notes column in your spreadsheet.

Descriptions ensure that you and your team members are aligned on what needs to be done. Not all tasks require descriptions, so only include them in tasks that might otherwise be confusing. 

For example, a description could be: W rite a draft of 1000-1500 words in a friendly tone. Refer to the style guide for brand tone and voice. Although short and straightforward, this description can prevent your team from making mistakes. 

You should also add any assets team members need while working on tasks. For example, it might be helpful to include a link to a brief and style guide for a writer.

6. Assign tasks to team members

Input the name of team members and schedule tasks in the Assigned To column. 

Ensure people have the availability and capacity to get the job done. For example, if the senior web designer who is your preferred choice for a task is engaged in other projects, you might have to hand the task off to another team member.

7. Share project list

Now that your project list is complete, it’s ready to be shared with your team and other stakeholders. 

You can present the project list during a team meeting or share it in an email/Slack message. Encourage everyone to ask questions or share concerns about the schedule. It is also a good opportunity for team members to review the tasks given to them before the project begins.

The best way: How to create a project list in Float 

While using a spreadsheet to create your project list may be helpful for a while, there are much better long-term solutions. This is particularly true if your project list is likely to get lost among the many other documents your team uses, or the schedule changes due to an unforeseen circumstance.

A dedicated project planning tool like Float ensures that tasks remain visible and changes can be made on the fly. You can set milestones, measure time spent on tasks, tag and filter team members by skills, and track how projects are progressing.

If you have recurring projects that your team works on, you can use the template feature so you don’t have to build a new project list every time. 

To create a project list in Float: 

Click the +   in the top-right hand and select Add project . 

Click New blank project or use an existing project as a template.

Give your project a title. You can add tags and choose a color to make it easy to identify the project. 

Add in the tasks that need to be completed, and set them as billable or non-billable. You can lock the task list when done to ensure that no changes are made. 

Add people to the project from the Team tab, ensuring they have the right skills and availability to contribute. 

Click Create project and start assigning the tasks to your team on the schedule!

Want to start building your own project list right away?

Do it easily with Float's project planning tool and keep track of all your lists over time.

What should be included in a project list?

Your project task list will vary depending on the size and complexity of the project, but here are some basic elements you should consider adding:

• Tasks: A list of all the specific activities that need to be completed in order to complete the project.
• Milestones: Key points in the project that mark important progress or achievements.
• Deliverables: The final products or outcomes of the project that need to be delivered to the client or stakeholders.
• Assignees: The team members who are responsible for completing each task or milestone.
• Due dates: The deadlines for completing each task or milestone.

How often should I update my project list? 

This depends on the type of project and your methodology. For instance, an agile team might update its project list more frequently because they are continuously iterating. A good rule of thumb is to update or review it at least once a week.

How to create a project list template in Excel

If you prefer using Excel sheets to get things done, here’s an easy way to build a project list: 

• Create a new spreadsheet by clicking Create blank workbook
• Add project details in the first row e.g., project title, project manager, duration, project code, etc. 
• Add categories in the columns e.g., task, due date, assignee, priority level, etc.
• Add in your information 
• Share the workbook with your team

Related reads

Capacity management in 2024: definition, strategies, examples, how to create a resource breakdown structure [+template], billable hours: a better way to track time & get paid .

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Top 10 Free Task List Templates in Excel & ClickUp to Unlock Efficiency

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

If you often struggle to stay on top of work tasks, personal responsibilities, and the never-ending to-do lists life keeps throwing at you, don’t worry—you’re not alone. While excelling at work while maintaining a fulfilling personal life is a major puzzle for many professionals, it can be pieced together if you equip yourself with the right tools.

The humble task list is a simple yet remarkably useful tool to boost productivity and regain control of your personal and professional commitments. It provides a clear roadmap of what and when needs to be accomplished, helping you manage time wisely and prioritize tasks effectively. 📑

To be practical, a task list needs a well-structured format, but making one from scratch can be yet another responsibility.

Fortunately, there’s a wealth of outstanding blueprints available for free. In this article, we’ll introduce you to 10 of the finest task list templates to revolutionize how you manage your daily responsibilities.

What Is a Task List Template?

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A task list template is a pre-designed framework for efficiently listing, prioritizing, organizing, and tracking tasks or activities. It comes in various forms, from simple to complex, and can be used for professional and personal purposes.

These templates typically include essential components such as task names, descriptions, due dates, and status indicators. Some may offer additional attributes like priority levels , task dependencies, and categories to further improve task management and prioritization.

Task list templates provide a systematic approach to managing your daily schedule , coordinating complex projects, or organizing team assignments. They help you track responsibilities and ensure crucial tasks are completed on time, promoting accountability and transparency.

What makes them even more valuable is their flexibility —they can be tailored to fit your specific requirements, whether you’re managing a client project or throwing a birthday party. ⏳

When it comes to task organization, there is no one-size-fits-all solution. However, you should ensure that your task list template has the following qualities:

• Clarity : Task names and descriptions should be concise and unambiguous, ensuring that users can quickly understand what needs to be done
• Organization : The template provides a logical structure for listing tasks, often in a sequential or prioritized manner
• Flexibility : Users should be able to customize it to suit their specific personal or professional requirements 
• Due date management : It allows for setting due dates or deadlines, helping users track time-sensitive responsibilities and prioritize work accordingly
• Status tracking : Good templates include status indicators or checkboxes that allow users to mark tasks as incomplete, in progress, or completed
• Reminders and notifications : To help users stay on top of upcoming tasks or overdue items

10 Must-Have Free Task List Templates in 2024

In this curated collection, we’ve handpicked the top 10 task and to-do list templates in Excel and ClickUp .

Each is expertly designed to address specific needs and elevate your task management experience. They’re also easy to use, customizable, and completely free. 🆓 

The ClickUp Daily Task List Template is your partner in organizing everyday tasks , from the most routine to critical. It empowers you to take charge of your day by setting goals, assigning deadlines, categorizing tasks, setting up reminders, and prioritizing work.

The best part? It’s highly customizable , allowing you to tailor it to your needs and preferences. 

With this template, you have the power to take your task organization to the next level through Custom Fields. You can organize tasks according to particular categories such as type, location, or any other relevant criteria, which makes it simpler to visualize and arrange your workload.

Easily track and maintain streaks with customizable attributes for effective daily task management. ✅

Use the template’s List view for a detailed display of your to-do items, switch to the Kanban view to easily manage task statuses, or pick the Table view if you prefer a spreadsheet-like format. You can also integrate this template with your existing task management tools , ensuring it harmonizes effortlessly with your daily workflow.

If you’re looking to master your work hours, expectations, and goals with precision, the ClickUp Calendar To Do List Template has your back. It’s not just a calendar; it’s a powerful organizational tool offering a holistic view of your weekly, bi-weekly, or monthly duties.

Use it as a clear roadmap to plan and prioritize all your tasks based on your role and responsibilities or as your go-to weekly task list template for multiple projects. 🗓️

What makes this template extra convenient and functional are its custom views. Imagine having an entire week ahead filled with meetings. The Meeting Request view gives you a quick overview of all your upcoming appointments, the associated tasks, and their deadlines. This ensures you’re always well-prepared and firmly in control of your commitments.

Now, picture working in a team where tasks are assigned based on roles. The By Role view helps you sort tasks according to who’s responsible for them. It makes task delegation a breeze and promotes accountability by ensuring everyone knows what they need to do and when.

Lastly, there’s the Schedules view . It’s like a visual map of your day or week, laying out tasks chronologically. This helps you plan your time effectively by allocating slots for tasks, meetings, and even short breaks. It’s all about staying on top of things and making the most of your precious time.

You can also track task progress with Custom Statuses like Open and Complete and categorize tasks using Custom Fields such as Category, Resources, Productivity Level, and Role.

With the ClickUp Work To Do Template , you can effortlessly prioritize tasks by importance, effort, or urgency, ensuring you stay focused on what matters most. Organize projects into lists, complete with their related tasks, subtasks, and associated due dates, so you’re always on top of deadlines. Plus, you can visually track your progress through intuitive Kanban boards or Gantt charts. 

This template offers three distinct views tailored to your needs:

• Weekly Calendar
• Monthly Calendar

In the Task List view, you’ll find a comprehensive list of activities organized by their completion timeframes, be it daily, weekly, or monthly. You can track additional details on the right side of the template, such as task status, due dates, and priority. Plus, the Task Type field allows you to specify the department responsible, adding a touch of accountability to your task management. 💼

The Calendar views are where the magic happens. Use the simple drag-and-drop editor to schedule or reschedule tasks , creating a visual roadmap for your work.

The ClickUp Task Management Template is your ultimate solution for staying organized and efficiently tackling tasks, no matter the project’s goals. This template takes the information you enter and automatically groups it by priority, department, or task status. With pre-built Custom Fields , you’ll have a quick snapshot of task ownership and expected completion dates, ensuring transparency and clarity. 🌞

Your team can use the template’s List view to meticulously organize task details, such as ownership and deadlines, akin to an advanced to-do list . Project tasks are sorted into three main Lists —Action Items, Ideas, and Backlog—allowing you to find the information you need effortlessly. 

Meanwhile, the Board view empowers you to plan and prioritize tasks by arranging sticky notes on a Kanban board. The Box view offers insights into work distribution, aiding intelligent task assignment, while the Calendar view simplifies scheduling with a user-friendly drag-and-drop interface.

Introducing the ClickUp Simple To-Dos Template , where effectiveness meets simplicity. This template offers a straightforward approach to task management without unnecessary complications or distractions. 🎯

Start with the List view as your master task list, where columns display essential details like assignees, due dates, priority tags, and comments. The status column provides a dropdown menu with customizable categories, such as Blocked, Complete, In Progress, and To Do.

Want an overview of all your tasks? Turn to the All Tasks view.

Need to prioritize? The Prioritized Tasks view has you covered.

Make your tasks more informative by including subtasks, checklists, and attachments. Experiment with various views like Board and Gantt, and refine your task display using filters to find the best fit for your workflow.

Tired of struggling to remember your daily tasks and appointments? The ClickUp Simple Task Management Template is designed to simplify not only work-related activities but also everyday responsibilities like cleaning, vacuuming, or going to the gym.

The to-do list template includes a basic list format for visualizing personal or professional tasks categorized as To Do or Complete. 

This task management template provides a clear structure for adding your daily tasks , complete with labels for due dates, priorities, and task statuses. It’s your key to structuring your day and staying on top of tasks, no matter their size or significance.

You’ll find a range of views, including List , Board, and Doc , allowing you to approach your tasks in a way that best suits your workflow. Its powerful customization options set this template apart—add fields, prioritize tasks, and easily set up reminders.

The ClickUp Activity List Template can transform the chaos of your to-dos into a well-organized and efficient system. It’s a versatile template that covers everything from creating to-do lists and checklists to managing project timelines and sprints. With this template, you can organize all your activities in one place, making it easy to prioritize and plan them with precision. 🙌

Use the template’s Custom Fields to: 

• Specify project name
• Assign a project manager
• Track completion progress

What’s even more convenient is that this template structures activities as subtasks , allowing you to provide in-depth details for each one, including dependencies between activities. It’s a comprehensive solution for effective activity management and project planning, simplifying complex tasks and ensuring your projects run smoothly.

Excel enthusiasts, here’s a handy tool for your task management needs: the Excel Prioritized To Do List Template by Vertex42. This template simplifies the collection, evaluation, and tracking of your day-to-day tasks. It features a printable , hand-fillable design with a dedicated space for your top three priorities. 🖨️

In the first column, list your tasks or projects. Use the subsequent columns to set due dates, update statuses, specify priorities, and add notes. You have the flexibility to prioritize tasks using various methods, like symbols, numbers, or formatting.

The Excel Task List Template by TeamGantt is your ticket to task management success. This template simplifies scheduling, assignment, and tracking of tasks for various projects, making it a valuable addition to your task list template Excel collection. It offers adaptability, whether you’re handling critical work tasks or personal projects.

The template simplifies task management by allowing you to create a comprehensive to-do list . You can easily add tasks, assign owners, set due dates, and track task status. Its clear status options make progress monitoring a visual breeze, and you can prioritize tasks effortlessly by assigning due dates.

You can track your progress on work assignments, ensuring you never miss a deadline or manage your household projects more efficiently, keeping costs in check and tasks on schedule.

The Excel Daily Task Tracker Template is a versatile tool for efficiently managing multiple tasks. Its user-friendly, visually attractive design incorporates built-in filtering controls , allowing you to sort and filter projects based on their due dates, priority, and status. Whether you prefer a digital or hard copy, this template suits both options.

With complete customization options , you have the freedom to adjust text, images, and other elements to suit your unique requirements. You can tap into a world of creativity with access to a diverse range of photos, graphics, fonts, and dynamic features like animations, transitions, and videos. 🎨

This template offers a straightforward and efficient solution for task tracking, helping you prevent oversights and boosting your productivity.

Task List Templates: Overview

Here’s a brief overview of what you can expect from each template:

Checkmate Your Tasks with the Best Task and To Do List Templates

If tasks were your soldiers, task list templates would be the strategies and tactics you apply to take control of them and lead them to victory. So, don’t just try to manage tasks—command them with the right template! 💂

From simple to-do lists to detailed project tracking tools, these 10 templates combine simplicity, flexibility, and effectiveness to match your specific needs. If you need more ready-made frameworks to streamline all kinds of professional and personal activities, we encourage you to check out  ClickUp’s extensive library of templates and supercharge your productivity.

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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.

Advice, stories, and expertise about work life today.

Task List Templates

The Excel task list templates on this page demonstrate some of the many ways that you can track tasks using a spreadsheet, from simple to do lists to more advanced Gantt charts. These templates demonstrate using icon sets to display priorities, using conditional formatting to display a progress bar, creating a gantt using using a stacked bar chart, and using a check mark to cross out tasks when they've been completed.

Tell me what you think about these templates: Leave a comment on the related blog article " Add Cool Features to Your To Do Lists ."

This Page (contents):

• Project Task List
• Simple Task Tracker
• Task List with Gantt Chart

Task Checklist Template

Printable task list templates, project task list template.

License : Private Use (not for distribution or resale)

Description

This spreadsheet demonstrates the use of conditional formatting to highlight the Priority column, to add a progress bar to the % Complete column, and to create a functioning check box via data validation. It also includes columns for entering budget and hours spent on each task.

Update 9/23/2019: Added the Google Sheets version - replaced the icon sets with in-cell checkboxes. Google Sheets does not yet have in-cell data bars (for the % Complete column).

Simple Task Tracker Template

This task tracker template demonstrates the use of custom icon sets via conditional formatting to show a priority rating of 1-4 with different color circles. It uses a similar technique for the checkbox in the Done column.

Project Task List with Gantt Chart

A gantt chart can be created from a task list using a stacked bar chart in Excel. This is a functional template that can be used for real project management tasks, but the primary purpose is to demonstrate how the data table is set up to create the gantt chart.

This task list template demonstrates how to create a checkbox using a data validation drop-down and how to use simple conditional formatting conditions to display HIGH, MEDIUM and LOW priority values. It also uses conditional formatting to change fonts to a gray strike-through when the checkbox is checked.

► How to Insert a Check Mark in Excel (on youtube)!

More Templates For Tracking Tasks

• How to Use Conditional Formatting in Excel at vertex42.com
• Create a Drop Down List in Excel at vertex42.com

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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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What is a Project Management Plan and How to Create One

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 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!

Free Task List and Checklist Templates

By Kate Eby | July 19, 2016

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In this article, we’ve gathered the most comprehensive list of downloadable task and checklist templates to keep your personal and professional endeavors on track.

Included on this page, you’ll find a variety of free templates in Word, Excel, and PDF formats, such as a weekly task list template , project task template , event to-do list template , and more. 

Team Task List Template

Use this template to keep your team organized and cut wasted time in status meetings. Create a centralized view of all team member's responsibilities across multiple projects.

We’ve also included pre-built templates from Smartsheet, a work execution platform that empowers you to better manage checklists and deadlines with real-time collaboration and project visibility.

‌   Download Excel Template Try Smartsheet Template   ‌

Gantt Chart Task List Template

Get a visual picture of your scheduled tasks with this Gantt chart template. Often used in project management, a Gantt chart shows the duration of each task as a horizontal bar that spans start and end dates. Thus, it’s easy to see the different phases of a project, identify dependencies, and prioritize tasks. A Gantt chart can be useful for managing any task list that spans a set period of time.

Task Tracker Template

This task tracking template documents the progress of each item on your list, so it’s easy to assess the status of individual tasks or an entire project. There is space to list start and end dates, as well as to mark completed tasks. This template keeps things simple by providing only essential tracking information, but there is also space for notes in case you need to include further details or instructions.

Project Task Template

This template is designed for project management, and it can be used in both a business or personal setting. The template provides sections for project tasks, priority, deadlines, assignees, and deliverables, and it allows you to track project costs and compare estimated to actual hours. This is a detailed template that can easily be edited to match the exact needs of your project.

Weekly Task List Template

This weekly task list schedule includes columns for assigning a category to each item, along with deadlines and completion status. The default weekly calendar runs Sunday to Saturday, but  you can also choose the starting date for the week. If you need a combined calendar and task list, this template offers an easy solution.

Daily Task List Template

You can use this daily task list template to schedule tasks throughout the day while also planning ahead for an entire week. Choose the starting time for each day, as well as the starting date for your weekly calendar view. You can also adjust the time interval of each task, which allows you to break down each hour into incremental tasks, if needed.

To-Do List with Drop-Down Menus Template

This simple to-do list template includes drop-down menus for indicating priority and status on each item. When a task is marked as complete, the row changes color; this enables you to quickly spot which tasks are still in progress or have yet to be started. This task template could be used for a broad range of applications, from organizing homework assignments to planning an event or tracking work projects.

Prioritized Task List Template

This template is a step up from a basic to-do list, as it allows you to rank your tasks with the highest-priority items first. There is also a section for notes where you can elaborate on your tasks or add reminders. This template offers a simple way to stay organized while ensuring that you don’t overlook high-priority tasks.

‌   Download Word Template Try Smartsheet Template   ‌

Yearly Calendar Template (2024)

Use this 12-month calendar for a high-level look at your schedule and upcoming tasks. The template displays a standard January-to-December calendar, so you can view your long-term projects and tasks at a glance.

‌   Download Excel Template

Basic Task Checklist Template

This task checklist offers a basic outline with checkboxes for each item on your to-do list. It also has sections to note the due date and status of each task to assist with planning. After downloading this template, save a blank version so that you have a master copy ready to print and use any time you need to create a new task checklist.

‌   Download Word Template

Task Analysis Template

Use this task analysis template to determine the resources and time required to successfully complete a given task. The template includes sections for delineating the steps involved in a task, the resources (human, mechanical, or monetary) required for each step, and the time spent on each item. This provides a detailed analysis of a task, which can be useful for training purposes or for any situation where you need to evaluate a process.

Action Item List Template

Help your team stay organized and on task with this action item list for Word. The template includes a tracking number for each action item, start and due dates, the assigned owner for each task, and a notes section for adding updates or resolving issues. By defining and scheduling tasks as actionable items, you can track individual and team progress — and in the process, create a useful communication tool for all team members.

‌   Download Template in Word Try Smartsheet Template   ‌

Password Log Template

This template is designed to help you keep track of the passwords to all of your various accounts. List each account, and then fill in the columns for website URL, email address, username and password, security questions and answers, and any additional notes. Save the form to your computer or print a hard copy — remember, though, to store the information in a safe place and and not to share your passwords with anyone.

Download Password Log Template:

Excel | Word | PDF

Event To-Do List

This template can help you stay organized when planning an event, such as a dinner party, a baby or bridal shower, a wedding, or a birthday party. Simply list each task and the person responsible, and assign a priority level to the task so you and your team can prioritize the many moving pieces. Additionally, note the due date and date completed — any discrepancy between the two dates will help you more accurately plan the timeline for your next event.

Family To-Do List

This template, available in Word and PDF, is ideal for families who want a central resource to organize family tasks. The template provides separate tables for each family member to list their individual tasks, and then register due dates and notes, along with a column to mark completion. Of course, you can add or delete tables as needed.

Download Family To-Do List:

Household Chores Task List Template

This chore list template allows you to create a weekly schedule for all of your household tasks. Create a list of tasks and assign each item to an individual for any day of the week. With a simple format, this template is easy to use, so you can streamline the planning process and start organizing your home. Additionally, you always have the option of saving the template as a PDF and printing a copy to share with others.

Project Punch List Form

In the construction industry, a punch list is a document that you complete toward the end of a project. In it, the contractor or property owner lists any work that has been done incorrectly or does not meet the specifications outlined in the original contract. The construction team then uses this punch list as a reference to complete or repair the work items before the project is officially closed. This punch list form provides a separate table to list each work item that needs repair or attention. Save the PDF form, print it, and fill it out by hand for easy use.

Project Closeout Template

Use this checklist to ensure you have completed all necessary tasks in a project. This template is designed with construction projects in mind, but you can edit the categories to reflect the needs of any multidimensional project, whether it pertains to building, real estate, or business — or even as a termination checklist if you are ending an association, an agreement, or a hiring arrangement. Simply list each task, the quantity requested (if applicable), specific requirements, and any notes. This easy-to-use form serves as a final check so you don’t overlook any requirements as you prepare to officially close a project.

Risk Assessment Matrix

Before you embark on a project, you should perform a risk assessment. While you can’t control or prevent every possible risk, taking the time to assess the possible threats to your project will help you plan for and mitigate some hazards. This matrix allows you to perform a qualitative risk assessment, gauge the probability, and predict how each could affect your project budget, scope, and timeline. The template also provides space for you to list events that could trigger each risk, designate a respondee, and make notes for a response plan.

Download Risk Assessment Matrix:

Excel | Word  | PDF | Smartsheet

Customer List

This simple form allows you to list contact details for each customer or client. This list includes columns for the company; the name, title, email, and phone number of your contact; and any comments. You can or remove columns as necessary, and highlight or flag certain customers who you need to follow up with.

Inventory and Equipment Checklist

Use this template to keep track of inventory or equipment you either need or have newly acquired for a project. List each item number and name, followed by a description, date of purchase, cost, and other notes. Additionally, you can track initial value, loan details, and depreciation amounts for each piece of equipment in your inventory.

New Hire Checklist

This template is designed for human resources to ensure that a new employee (and other internal teams) complete all necessary onboarding tasks. The Excel spreadsheet includes columns for completing new hire paperwork and sending it to the appropriate parties, but you can edit the form to include any tasks that your organization requires of new hires. In addition, there is space to assign tasks to employees, to set due dates, and to list contact information.

Grocery List

Use this basic template to make a shopping list; you can fill it out on your computer or print and complete it by hand. In addition to providing an easy-to-read table, the template includes a checkbox column where you can mark off each item as you obtain it, as well as a column for individual items and total cost. This template is created with grocery shopping in mind, but you can edit it for retail, gifts, and other consumer needs.

‌Download Grocery List: 

Weekly Staff Meeting Template

Use this template to prepare for a recurring meeting. Note your agenda, attendees, action items, and whether or not the associated tasks have been completed. The template is designed with weekly meetings in mind, but you can edit the dates for a monthly, quarterly, or annual gathering.

Business Trip Checklist Template

Preparing for a business trip may include managing staff adjustments at work, making schedule changes with family members or caregivers at home, and taking on extra work to prepare for the trip — plus, packing everything you’ll need on the road. Use this business trip checklist template to help make the process more manageable and reduce the likelihood of forgetting a vital task or travel item. Edit the template to reflect your agenda, and then mark each item off your checklist as it’s completed. For personal use, you can also edit this template with relevant details for solo, family, or group travel.

‌  Download Excel Template Try Smartsheet Template   ‌

Student Planner Template

Students can plan for the week by using this free template to keep track of classes and assignments. The template includes columns for listing the due date and status of each assignment, which helps students stay organized, prioritize their workload, and meet deadlines with less stress.

Day Planner Template

This detailed day planner template provides multiple sections for planning various aspects of your day, from shopping needs to meals and appointments. There is also room for a general task list and a section to add items to be accomplished on another day. Customize the template by applying new labels to sections to match your daily routines.

Business Plan Checklist

Use this simple business plan template to organize project tasks. The template is divided into phases so you can list tasks chronologically; it also includes columns for start and end dates and duration. Plus, a simple checkbox allows you to clearly mark which steps have been completed so you know your exact progress.

Group Project Task List

This template is ideal for organizing the basics of a group project or any assignment that involves multiple people. Simply list each task, a description, an assignee, a due date, and any notes in the columns provided, and add more columns if needed. This template does not have project management capabilities, but will give you an overview of every individual task and who is responsible for it. For more full-scale project management templates, visit “ Top Project Management Excel Templates .”

Job Task Analysis Template

A job task analysis can be used to determine which actions are critical for a certain job. Identifying tasks in this manner can help determine the scope of a job, appraise employee performance, inform training methods, and improve work processes. On this template, you can list the tasks that are required to complete a job, then rate the importance of each task, along with how frequently the actions are performed. You can also document your source of information for each task.

‌  Download Word Template

Brainstorm and Collaboration Worksheet

Use this form to record information from a brainstorm or collaboration session. The template includes space to list ideas, their pros and cons, and the originator. In addition, there is a column for each team member to rank each idea. While this template doesn’t assist with idea generation, it enables you to keep all brainstorm information in one place so you can more easily compare ideas when it’s time to make a decision.

Download Brainstorm and Collaboration Worksheet:

Internal Audit Checklist

Use this template to prepare for a financial audit. The simple template includes rows for every required document in a standard audit (general ledger, balance and financial statements, tax reports, etc.) and a checkbox to note if an item has been reviewed and is attached. Add or subtract rows to include every document that your audit requires. To learn more about how best to prepare for a financial audit, read this  article .

Contact List

This Excel template can be used as a contact list for a variety of personal use cases, including for classes, group memberships, event attendees, or emergency communications. The template includes columns for phone, email, and address, as well as to note the preferred mode of contact. The form is fully customizable, so add or subtract sections as needed.

Download Contact List:

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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.

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Project management software and tools: Your best picks for 2023

Project management software connects teams, enabling everyone in the organization to prioritize the work that matters most. Software that fosters this type of high-level collaboration is essential for most companies. But at a glance, many of the tools organizations use have seemingly similar features. Use our guide to narrow down your choices and understand which tools are best for different types of companies.

If you manage work, you’re a project manager. But that wasn’t always the case. For many years, the only people responsible for managing projects were (unsurprisingly) project managers. These highly specialized roles used legacy tools that required extensive training and knowledge to use. 

Now, almost everyone is expected to manage their own projects, and these outdated tools are no longer practical. And while project manager roles and legacy softwares still exist, modern project management software has adapted to fill the needs of a more dynamic, collaborative workforce.

Whether you’re a brand new business owner who just needs help with invoicing or you're operating a multi-national company, there’s a project management software that’s right for you. Read on to see which project management software fits your company's needs.

What is project management software?

Project management software is a tool that helps teams to organize, track, and execute work. In its simplest form, you can think of project management software as an interactive workspace, where you coordinate the way you work, collaborate, and communicate with others. But the best project management software goes far beyond that—connecting your most advanced workflows across the company and helping you achieve your biggest, boldest goals. 

It’s a broad category, and can be as simple as digital checklists or as advanced as a full work management platform. The type of project management software you choose—and the way you use it—will depend on the size, needs, and overarching goals of your organization.

Why use project management software?

These days, everyone manages projects, but they don’t always have the tools they need to manage projects effectively. This often leads to teams using a spreadsheet, which is great for organizing work but doesn't show real-time updates. Spreadsheets are extremely manual, and can actually impede cross-functional collaboration. In short, they lack the capabilities of project management software. 

That’s why project management software is so crucial to today’s working environment. Among its many benefits, project management software serves as the connector for work, teams, stakeholders, goals, and everything in between.

The benefits of project management software

Focus your work. You’ll get more done—but more importantly, you’ll get the right work done. With project management software, you’re less likely to duplicate work or waste time searching for materials.

Reduce busywork. With project management software, you can connect every single task to goals that support the company’s biggest, broadest vision—so everyone knows how they’re driving the success of the company with every project. When employees understand how their day-to-day tasks impact the company, they’re even more motivated to produce their best possible work.

Create a system of record. Project management software serves as a system of record for all your projects and their related tasks. As a result, you can simultaneously store information while also making it easier for stakeholders and teams to access and use that information.

Increase cross-functional collaboration . Project management software is, at its core, a team collaboration tool. By bringing together work, goals, and people across projects, teams, and departments, project management software helps you build an interconnected, thriving cross-functional organization.

Store work safely. Ever delete a cell by accident in your spreadsheet? Or forget where you saved your latest to-do list ? Keeping everything cloud-based both helps you stay organized and reduces the chance of you losing work—all while maintaining your privacy. 

The 11 best project management software & tools in 2023 

There’s a wide range of project management software available in today’s market—choosing just one can feel overwhelming. That’s why we compiled this list of the best products in the industry today, and the types of businesses they’re most likely to help. See how each one compares, and the different ways project management software can streamline and enhance your work.

1. Asana: Best for enterprise companies

Asana goes beyond traditional project management software to provide a full work management solution that supports the dynamic, changing needs of enterprise companies. Asana doesn't just help you manage your tasks (although you can do that too)—it connects all the work your company is doing to your highest-level goals and business strategy. With Asana, you get so much more than project management software, including:

Integrations to all your favorite tools and systems, so you can keep your work organized in one platform.

Goals that connect to everyone and every task across your company, so you can ensure the work that gets done is always the most important.

Automations for tasks, scheduling, assigning work, and much more—all designed to reduce the amount of time you spend on low-priority busywork.

Ready-made project templates so you can get to work on your most important tasks right away.

Reporting dashboards that automatically update stakeholders and eliminate status update meetings.

Security, privacy, and compliance features that keep your data safe.

Discover even more of what Asana can do.

2. Trello: Best for simple project management

Trello is a Kanban-board style project management software , owned by Atlassian. In Trello, you nest project tasks under boards labeled with an overarching theme. For example, you might have a board for “Not started,” “In Progress,” and “Complete.” The setup makes it easy to track project progress from board to board, which is helpful when you need a simple tool for small projects.

3. Smartsheet: Best for spreadsheet lovers

Think of Smartsheet as an advanced version of a spreadsheet, with more capabilities. This system can be intuitive for companies who traditionally used spreadsheets for project management, such as time tracking with timesheets. 

4. Jira: Best for Agile-specific project management

Designed specifically for software development, Jira comes ready to launch for teams that use the Agile methodology to do their work. Owned by parent company Atlassian, Jira is often used for common development projects like bug tracking, as well as projects that use the Scrum process .

5. Monday: Best for small businesses

Monday offers a broad spectrum of apps that make it easy to implement and get started right away. This works for small businesses who are new to project management software, though once you rev up your work, company size, or collaboration across teams, you might hit a threshold for what’s possible.

6. Clickup: Best for small teams or startups

Clickup’s intuitive and colorful interface makes it easy to understand and adopt. Clickup is a popular choice for startups with limited resources and smaller teams that may not need as many capabilities. 

7. Notion: Best for notetakers

Notion is an elevated system to create and store dynamic documents, sheets, and note taking. This works best for companies or individuals who just need a more organized space for thoughts and ideas, though Notion can feel limited in how you can work with others in the tool itself.

8. Airtable: Best for those who want to build it themselves

Airtable provides a flexible no- and low-code database you can use to build your own bespoke project management system (or other custom application). For those who prefer to oversee the backend development of their project management software, Airtable offers that option.

9. Wrike: Best for client management

Wrike offers stackable storage and security in an easy-to-use format, so both clients and internal teams can safely access information. This can be helpful when you’re working with external partners, such as clients, in addition to managing work as a company.

10. Workfront: Best for marketing-only teams

Workfront (owned by Adobe) is a project management software that was initially developed for marketers. They’ve built out their platform to be a tool for all teams, but because it’s so targeted, users may struggle to coordinate with other teams outside of the marketing department. 

11. Microsoft: Best for personal tools

Microsoft Office is often labeled as a project management tool, but that’s mostly because their products are a staple at any company. Because we already know and understand how to use them, Microsoft Office products are often the first tool managers turn to when they start experimenting with project management. But the reality is, Excel spreadsheets and docs weren’t built for collaboration, so you’re better off using them in conjunction with full-fledged project management software. 

Features to look for in your project management tool

Ready to buy? Each project management system will have different features and functionality, but we recommend you prioritize a platform with these features at a minimum:

Collaboration features that enable work between team members, departments, and across the company—including file sharing, project tracking, and resource management.

A platform that provides portfolio management capabilities and the ability to connect goals to actionable tasks, so the entire company can see how all work is connected.

A mobile app so you can send off approvals, receive timely notifications, and manage projects on the go.

Project and reporting dashboards that are easy to access and view.

Varying project view styles that support all your project types and operations, including Gantt charts , Kanban boards, Lists, and Calendars (so as your company grows, you know your software has the capability to grow with it).

Enhanced project scheduling to set due dates, create important milestones, and easily track time so everything stays on schedule.

Project management app integrations that fit your custom business needs.

Automations and dependencies that update you and stakeholders in real-time.

The best project management software is the one that grows with you

A lot of project management software claims similar features, and at a basic level, many of them are the same. But when you choose a project management solution, it shouldn’t just be another tool. It should be a full-fledged project management platform that enables you and your team to get their best work done, with less effort. 

This means you need a platform that continues to grow, expand, and adapt as your company does. The last thing you need is to hit a ceiling just when you’re getting into your ideal workflow. Asana is built for enterprise teams, which means it can support your project management work from the beginning—when you’re a one-person team with an idea—all the way through your Fortune 100 growth. In fact, more than 80% of Fortune 100 companies use Asana*.

With Asana, it’s not just about putting out more deliverables. Instead, Asana focuses on how you can connect and leverage every aspect of your company’s work, goals, and resources to produce the right work. 

Project management software FAQ 

Which software is best for project management.

The best project management software is the one with the features you need. Look for a tool like Asana , a full work management platform where you can integrate the apps you already use, connect goals to work tasks, break down silos between teams, and automate time-consuming busywork.

What type of software is project management software?

Project management software is a type of software used for every aspect of project management. Often, this includes everything from the project planning stages (resource allocation, setting due dates, and building and assigning work task lists) to project scheduling, tracking, and reporting. The best project management software will help you coordinate and automate work not just across projects, but also across portfolios, teams, and departments.

What’s the difference between project management software and task management software?

Task management software is used strictly to manage tasks and is focused on production. Often, this looks like a digital to-do list with more capabilities. Project management software goes beyond task management to the actual planning, coordination, and goals of a project. This incorporates the bigger-picture, high-impact work and the actionable tasks you need to get there. Good project management software will also have task management capabilities, but the reverse isn’t always true.

How does project management software work?

Project management software is a tool to help you coordinate everything you need for project management. Often, this includes capabilities to create and assign tasks, scheduling all aspects of a project, and coordinating with others in your project team. The best project management software will also enable you to work cross-functionally across all teams, departments, and projects within your organization.

Is project management software worth it?

The short answer: yes! Project management software has an almost endless list of benefits. Most people immediately think of productivity as the reason to purchase project management software, but the right project management software can do more than increase your output. If you invest in the best project management software, you can break down silos and connect your entire company to your largest visions and goals. This enables everyone to work better on the projects that matter most.

*Accurate as of September 7, 2022 . Asana makes no representations about updating this number.

Related resources

Everything you need to know about waterfall project management

Smooth product launches are simpler than you think

What is stakeholder analysis and why is it important?

Understanding dependencies in project management

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25 Must-Have Project Management Excel Templates and Spreadsheets

Still using spreadsheets to manage your projects? Revolutionize your projects with ProjectManager. Plan, track and report with automated tools.

Before you can plan your project, you need the right tools to collect the necessary data to formulate a strategy—and project management Excel templates are a great place to start.

Best Project Management Templates for Excel

Visit our project management templates page and you’ll find Excel and Word templates for creating all the project documents you need to manage your project. But, if you just need free Excel project management templates and spreadsheets, then look no further.

Here are 25 essential project management Excel templates you can download and use right now. Transform your bland Excel spreadsheets into expertly-designed project management templates , and take your project management Excel processes to the next level.

1. Gantt Chart Template

A Gantt chart is a visual tool that helps you see at a glance the scheduling of tasks and their dependencies over the project timeline. That makes it an ideal project planner template.

While it’s true that a Gantt chart template can be overly complex in Excel spreadsheets, especially when you need of more advanced scheduling features like task dependencies and resource allocation, they remain a vital part of any project manager’s toolkit. That’s why we recommend using online Gantt chart software to help plan tasks and projects collaboratively with your team.

Online Gantt chart tools integrate into project management & planning software, so they update in real time. This allows for easy drag-and-drop changes and can be color-coded to customize as you need. ProjectManager is a project management software that does this and more. Try it for yourself today!

But to quickly make a Gantt chart from your task lists, download this free Gantt chart Excel template, also known as a project timeline template, for an easy way to create a project schedule. Simply add tasks and deadlines to this Excel spreadsheet and visualize how long your project will take.

2. Project Management Dashboard Template

The project dashboard is what keeps you in the driver’s seat as you travel through the lifecycle of the project. It allows you to monitor the project, tracking the task status, budget and more in one place.

From this free project management dashboard for Excel, you create graphs and charts that give you a visual and easily digestible look at your task and workload management, as well as cost. It’s a sure way to stay on top of a project generally and know where you have to drill down into specifics.

You can add more power to your PM dashboards when you use online project management software . That way, when team members are updating task statuses, the dashboards populate with real-time data.

3. Project Status Report Template

The need for a project status report is obvious. If you don’t have good intel on what’s happening in the project, then you’re managing blindly. You have no idea if you’re on track or if resources are being blocked.

With this free Excel project status report template, you have a tool to greatly improve your project communications, both with stakeholders when you’re delivering a presentation, but also with team members.

It’s up to you to decide on the frequency of the reports. But with a project status report template, a lot of the busy work that can pull you away from a project is already done, giving you greater access to the information you need.

4. Action Plan Template

A project is initiated to complete the realization of a goal. But achieving that objective requires a strategy and the steps to implement that strategy successfully. In short, projects require an action plan .

Projects are pragmatic and the action plan is a framework to collect your thoughts about executing the project plan in an effective and efficient way. With our free action plan template, you can fill in the blanks to ensure that you’ve covered all bases and make your project start on the right foot. It’s a great companion template to an overall project plan and project charter.

From prioritizing tasks to assigning and noting the status, timeline and resources, we have you covered. And, again, the action plan can be uploaded seamlessly into ProjectManager , so you can then use all our great features to visualize workflow with kanban boards and monitor progress with our real-time dashboard.

5. Project Tracker & Task List Template

Tracking the project is crucial to ensure that it remains on schedule. That means also keeping tabs on the work at a task level.

This project tracker & task list template can help as a task to-do list, and it includes columns for the planned and actual duration of the project to determine what’s working and what needs more attention.

Once you integrate your project and task tracking template into a project management software system, you can then produce Gantt charts to get a clear visual on the project timeline, as well as get that data delivered to your dashboard to note project progress in real time. And, of course, you can import your Excel and Microsoft Project files seamlessly into ProjectManager. Our software can transform your static Excel files into stunning, dynamic project management tools.

6. Project Budget Template

A project can have a great plan, but without the financial backing to pay for it, nothing can happen. That’s why a project budget, as tedious as it might be, is one of the most important phases of getting a project on track to successful completion.

With this free Excel project budget template, you can literally see when you’re in the red because it’s color-coded. And this document, more than just one that’s crucial to the start of a project, is also a way to track that budget across the lifecycle of the project.

This template has room to cover all your costs, from easy ones to collect — such as labor and materials — to ones that change or carry over from project to project. Budgets are estimates, but with this free template, those numbers will be more accurate.

7. Kanban Board Template

Kanban boards come from the Toyota factory floor, developed by Taiichi Ohno, an industrial engineer and businessman, as a planning system to manage and control work and inventory. Since being introduced as physical boards with columns representing phases in production and tasks that are displayed as cards that move across the board, they’ve evolved into digital tools.

When you download our free kanban board template for Excel, you’ll get five columns and multiple cards, all of which are fully customizable so you can make adjustments to reflect the production cycle of your project. We’ve set up the kanban board to have five columns: backlog, to-do, doing, in review and done.

Cards are color-coded to show the priority level, from high (red) to medium (green) and low (blue). On each card is the name and description of the task, who it’s assigned to and what the due date is. Again, you can add as much or as little information to the card as you like. Of course, you can also use a project management template in ProjectManager and get access to dashboards, reports, resource management features and much more.

8. To-Do List Template

A to-do list gets things done. Whether it’s the grocery list you stick on the door of your refrigerator or a task list for a project, being able to collect and prioritize work ensures that you don’t forget anything important and tackle the most important tasks first. Plus, it’s a lot of fun crossing off tasks once you’ve done them.

This free project management Excel template can list as many tasks as you have, each with a start date, due date and even a column that shows the percentage complete of each task. There’s also a column to note the process, for example, to indicate if the task is done. Finally, a column is set aside for notes to capture anything you need to add.

The to-do list template is a simple tool that can be used to make more complex tasks manageable. It helps motivate you to do the work because it’s no longer overwhelming, but doable. It’s a rudimentary plan, and everyone knows planning is everything.

9. Project Risk Template

Risk is a part of managing a project. The job involves being able to anticipate what risks are likely to occur and then formulating a response to get the project back on track. That’s where this free Excel risk-tracking template comes in.

First, it allows you to list all the possible risks you believe may happen over the course of the project. Next, you can define how it’ll impact the project. You determine the level of the risk and assign it to an owner so that someone is responsible to keep an eye on it.

Now you have a plan in place to resolve that risk quickly, and a document that can be shared so the risk is never given a chance to blindside a project.

10. Project Timesheet Spreadsheet

Team members need to have a way to track their work through the tasks they are assigned, and a simple timesheet can provide an easy way to keep them on schedule as well as give them the needed information to know where they are in their tasks.

The free Excel timesheet can calculate cost per hour and includes vacation and overtime columns, to accurately note the time spent on and off the project. But project timesheets are useful for a number of different purposes, so this is a handy tool.

When you manage timesheets with online project management software , then the rubber hits the road. You’ll be able to filter columns and customize reports, easily sharing them in an email, PDF or Excel and CSV file. Plus your team can submit timesheets based on actual tasks in the system, and you’ll get alerted by email when they do.

11. Work Breakdown Structure Template

A project is made up of deliverables and those deliverables are created by tasks. The work breakdown structure (WBS) is a way to visualize the project deliverables, the tasks, and the subtasks, which are necessary to make them.

ProjectManager has a free WBS template that structures the process of breaking down the large project into smaller and smaller tasks, in a hierarchical visual that allows you to see the entire scope of the project work.

This is a key element of project planning, but it’s also critical to estimating project costs and setting up a realistic schedule. Better still, because our WBS free template is an Excel spreadsheet, it can then be uploaded into the ProjectManager software to initiate a project, assign tasks to team members and monitor and track progress once the project is executed.

12. Project Plan Template

A project plan template has everything you need to map out your project once it’s been approved. It has space for you to define your project goals, activities and tasks as well as all the resources you’ll need to execute the work. You can begin to schedule your activities , tasks and the duration of each across a project timeline. There’s even a place to identify task dependencies.

Project plans are tailored around your project and no two are the same. That’s why this project management template has a place to add appendices.  Here is where you can attach a scope, cost and schedule management plan or a work breakdown structure (WBS) as well as your business case, feasibility study and project charter. The more detailed your project plan, the more you position yourself and your team for success when the project is executed.

13. Project Estimate Template

This free project estimate template for Excel will help you forecast a more accurate budget and realistic schedule. Before you can plan a project, you need to identify all the costs that will be associated with it. This free project management spreadsheet allows you to do a more detailed collection of what you’ll need to spend on your labor, materials and project resources.

From a job description to estimate details, this project template is a great way not only to figure out your budget but collect the various vendors and contractors you’ll be employing to help you execute the project. Create as many project phases as you require. Each is subtotaled and those subtotals are then tallied automatically for a final sum. Change is impossible to avoid when managing a project, but the more accurate your estimate, the more likely you’ll deliver on time and within budget.

14. RACI Matrix Template

Using a RACI matrix template is an essential tool for organizing projects. Projects can be confusing, and if people aren’t sure of their roles, problems are going to occur. The RACI template for Excel is a free tool to identify and define the various roles and responsibilities of everyone involved with the project.

This project management Excel template is broken up by project phase on the left and across the top all the various project positions are listed. Then in the corresponding box beneath the title is filled in with R, A, C or I to explain their relation to that specific point in the project. RACI stands for responsible, accountable, consulted and informed. Defining these roles with this Excel spreadsheet leads to smoother operations.

15. Issue Tracker Template

Issues are when something is happening right now in your project. So, what do you do when this happens? You track those issues and resolve them with the help of this free issue tracker template.

The first thing, of course, is identifying those issues as they occur. This is the document in which you can collect that information. The issue tracking template serves you by making sure every step of the way, from identifying to resolving the issue, is documented.

Of course, you’ll want to share the issue tracker template, and you can with this free Excel template, but only as a static document. With project management software , that information is easy to collect and share, as well as edit in real time.

16. Resource Plan Template

Resources are anything you need for a project. Our free resource plan template for Excel is the first step to managing your team and resources. You can use it to identify, list and organize all your project resources as well as figure out how much of each you’ll need and what that’ll cost. You can use this project Excel template to integrate with your schedule and budget to track costs as you execute the project.

While you’ll want to start your resource plan during the planning phase of your project, it should be a living document that’s regularly updated as things change over the life cycle of the project. Once the project has been completed, you can save the template and use it when you’re planning resources for future projects that are similar. Using this free project management template for Excel keeps everyone informed, which leads to a smoother project.

17. Multiple Project Tracking Template

If you’re managing a program or a portfolio of projects, then you need our free multiple-project tracking template for Excel. When you download this free project management Excel template, you have the tool you need to monitor the progress of many projects at once.

This free template provides a high-level overview of your projects, including all relevant information, all in one place. You can track tasks, dependencies, schedules and costs, which allows you to make more informed decisions when allocating resources across all your projects and helps you identify issues quickly.

Whether you’re a program manager, portfolio manager or work for a PMO, our free multiple project tracking template is going to make your job easier. It will serve you throughout the life cycle of all the projects you’re managing for resource management, communicating with stakeholders and more.

18. Production Schedule Template

In order to balance supply and demand when producing any commodity, you have to have a production schedule. It tracks the production of your product over a specific time period. No manufacturer is going to make anything without one. Download our free production schedule template for Excel.

Use our free production schedule as part of your larger supply chain management to manage resources, help your sales team and get your goods to customers on time without negatively impacting quality. Our template helps you to make more accurate production plans and manage your inventory.

You can manage both your workers and your materials, workstations and processes, as well as track your targets, manage deliveries and more. Our free template is a must-have document when you’re in production planning.

19. Punch List Template

A punch list captures the work that still needs to be done on a construction site. The job isn’t complete until that punch list is completed. The punch list is also a great way to capture tasks that fall outside the contract and track their progress. These are only some reasons why you need to download our free punch list template for Excel.

Our free punch list template lists all the items on the punch list, including a description and who has been assigned to do that work. There’s also space to add a date for when it was first identified and when it was approved. You can also add the estimated duration for doing the work.

This is a special template, too, in that you can use it as an Excel document or open up the template in ProjectManager. If you use our software, then you’ll have access to kanban boards to visualize workflow, a real-time dashboard for a high-level view of your progress and performance as well as Gantt charts, timesheets, workload charts and much more.

20. Weekly Work Schedule Spreadsheet

If you need help handling your human resources, get our free weekly work schedule spreadsheet for Excel. You can use it to manage your team’s weekly work and the project’s workflow. Note the days your team can work and collect the rate of pay and hours they work on their tasks. This flexible employee work schedule can apply to the regular nine-to-five work week or a more hybrid model.

Use this project management template for Excel to get info on your team members and their work schedule. You can add their name, tasks assigned to them and the project on which they’re working. There’s space to list all the days they’ll be working. This Excel template is a great place to capture data, but it’s a static document. If you want to update it, you have to do that manually. It can take time and pull you away from managing the project and your team’s work.

21. Change Log Tracking Spreadsheet

Try our free change log template for Excel and create a successful change management process. Change is going to happen in every project, whether due to requests from stakeholders or from external forces, such as weather or supply chain issues. Being prepared for change and how to respond to it is going to make or break your project.

This project management Excel spreadsheet allows you to number changes that you identify in the project to track them easier. There’s a place to capture when the change was first discovered, who owns it and who is tasked with dealing with that change. There’s even space to note its status and set the priority so you know which changes should be dealt with first. Having a change log means you can manage change and not allow change to negatively impact your project.

22. Change Request Form Template

One thing that’s constant in any project is change. Those changes, however, must be managed. That’s where the change request form comes in.

Our free change request form template gives you the structure to identify, track and resolve those changes when they arise in a project. The free template has space to note what the change is, give a team member ownership to lead the task of resolving it and then get it signed off on.

When used in conjunction with ProjectManager, the change request form is more dynamic. It can act as a collaborative platform in which team members can communicate and attach relevant documents, even hand-offs and sign-offs. Keeping everything under one roof is something you’ll not want to change.

Related: How to Run MS Project on your Mac Step by Step!

23. Gap Analysis Template

If you’re looking to improve your business and stay innovative, then you need this gap analysis template for Excel. It’s one of the tools you can use to get a strategic analysis of where you are now and how to get to where you want to be in the future. This project management spreadsheet will help you devise an action plan to move you from your current state of affairs to wherever you plan to take your organization in the future, whether that’s an increase in market share or getting a product to market quickly.

This free Excel template has everything you need to start meeting your goals, from general information and the current state of your business to the future state you’re aiming to achieve, what the gap percentage is and the actions necessary to close that gap. You can identify who in the organization can lead the initiative and even track the status. You have to start somewhere and a gap analysis is where it all comes together.

24. Stakeholder Analysis Spreadsheet

Stakeholders are invested in the project and project managers have to keep them updated and manage their expectations. That’s where this free stakeholder analysis template for Excel comes in. It helps you identify and manage all the stakeholders in your project. This free template is a cornerstone of any thorough stakeholder management plan.

The stakeholder analysis template gets you started with a project overview, which is followed by a list of all the stakeholders involved with the project. There’s a dropdown menu to note if that particular stakeholder is of high, medium or low influence. That means, how much power they have to impact the project. That information is crucial to how to manage them. Then you identify each stakeholder in the spreadsheet as they relate to the project. Note the frequency you need to communicate with each stakeholder and more to manage them and keep the project moving forward.

25. Cost Benefit Analysis Spreadsheet

Crunch the numbers to learn if your project is worth pursuing with our free cost-benefit analysis template for Excel. You can see if the project can be delivered within a specific time frame and reasonable cost. This Microsoft Excel template allows you to compare what you expect to spend against the benefits or opportunities the project might provide. From a cost perspective, you can see if the project is viable.

Whether a personal or professional project, our free cost-benefit analysis template is a powerful and flexible tool. It can be used over and over again, collecting the project information, quantitative costs (indirect, intangible and opportunity) and quantitative benefits (direct benefits, indirect benefits, intangible benefits and competitive benefits). Adding up the three cost sections and the four benefits sections of the template provides a total cost to compare against total benefits. It’s an essential analysis to undertake before committing to any project.

Using Excel for Project Management

Think of all the things you have to process along the way to a successful project—scheduling, resource planning, defining tasks and milestones, etc. The days of Post-It notes and notebooks filled with scraps of paper are long gone. Thankfully, today project managers can use Microsoft Excel templates for project management.

Microsoft Excel does a lot of things well: mathematics, analysis and organization. But, it’s not intuitive for project management due to its blank spreadsheet format. So, without using pre-built project management spreadsheets or templates, it’s hard to execute project management on Excel.

Go Beyond Excel Project Management Templates & Spreadsheets With ProjectManager

Project management software can take you way further than Excel templates for project management ever could. ProjectManager , an award-winning project management software, is a comprehensive platform that lets you plan, track and report on your projects online. Because it’s an online tool, you get live visibility into your project team and their tasks.

Plan your projects from start to finish with our Gantt chart feature. This feature allows you to map your project tasks in phases and assign them to team members. You can even create dependencies and set milestones. Plus, you can import Excel files and Microsoft Project files into the Gantt chart, bringing your static templates to life. In addition, ProjectManager integrates with over 1,000 third-party apps such as Google Drive, Slack and Microsoft Office 365 so that you can share your project with everybody on your team.

Team members (and managers) can choose to manage their own tasks in either the task list or kanban view. The kanban view is a favorite for visual workers who are involved in many projects. The customizable columns on a kanban board allow a user to easily see their progress, or sort their tasks by project or department. Of course, every view, whether it’s the Gantt, list or board, allows you to collaborate with other team members and get more work done than you ever thought possible. You’ll wonder why you ever used project management Excel processes.

Get all the features of these Excel project management templates and more when you use ProjectManager . All of these tools are available in our award-winning project management software to help you plan, track and report on your project in real time. See what it can do for you by taking a free 30-day trial run .

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