How To Create a Project Plan: the foolproof way to guarantee the success of any project

Summary

This video delves into the intricacies of creating a project plan, emphasizing its necessity for managing complex projects. It outlines the three main components of a plan: project goal, input, and output. The video then details six key elements to consider: scope, timeline, team, communication, resources, and infrastructure. It stresses the importance of keeping the project plan dynamic and maintaining clear, constant communication with both the team and the client to ensure smooth project execution.

Takeaways

• 📈 A project plan is essential for organizing and managing the various aspects of a project after winning a proposal.
• 🔍 The plan includes details on who will do the work, how it will be done, when, and how the client will be involved and informed.
• 🎯 The project plan consists of three main parts: the project goal, input (research, audits, etc.), and output (activities, deliverables, timelines, and fees).
• 🗓️ When creating a project plan, define the scope of work, phases, deliverables, and inputs and outputs, then integrate them into a calendar.
• 📊 Utilize Gantt charts to visualize the project's timeline, phases, and the responsibilities of team members.
• 👥 Identify the 'who' in the project plan, including your project team, partners, resources, and the client's team.
• 💬 Establish a communication plan outlining the preferred methods and frequency of communication with the client and team.
• 🛠️ List the resources needed for the project, such as vendors, contractors, and any necessary tools or software.
• 🏗️ Set up the project's infrastructure, including file management systems, project management software, and communication tools.
• 🔄 Recognize that project plans are dynamic and require regular updates to accommodate changes in the project's progress.
• 🗣️ Emphasize the importance of continuous communication to keep the client and team informed about the project's status and next steps.

Q & A

What is a project plan and why is it necessary?

A project plan is a document that outlines the steps and resources needed to complete a project. It is necessary to organize the various moving parts, interdependencies, and to ensure that all team members and clients are informed about the project's progress.

What are the three main parts of a project plan?

The three main parts of a project plan are the project goal or purpose, the input which includes research or audits, and the output which includes activities, work, deliverables, presentations, sign-offs, and timelines.

How does a project plan help in organizing a project?

A project plan organizes a project by detailing who will do the work, how they will do it, when it will be done, how the work will be presented to the client, and how the final deliverables will be delivered.

What are the six main things to capture when creating a project plan?

When creating a project plan, one must capture the scope of work, the timeline or 'when', the team or 'who', the communication plan or 'how', the resources or 'what you need', and the infrastructure.

Why is the 'what' or scope of work important in a project plan?

The 'what' or scope of work is important because it defines the project's deliverables, phases, and process steps, including all inputs and outputs, which are then added to the project calendar.

How does a Gantt chart help in a project plan?

A Gantt chart helps in a project plan by overlaying all phases of work, steps, processes, and responsibilities onto a calendar, allowing for a visual representation of the project's timeline and interdependencies.

What is RACI and how does it fit into a project plan?

RACI stands for Responsible, Accountable, Consulted, and Informed. It is used in a project plan to define the roles and responsibilities of team members at each step of the project.

Why is the 'who' or team aspect crucial in a project plan?

The 'who' or team aspect is crucial because it identifies all the individuals involved in the project, including partners, resources, specialists, and client-side teams, ensuring everyone knows their role and responsibilities.

What is the 'how' in a project plan and why is it necessary?

The 'how' in a project plan refers to the communication plan, defining the preferred methods and frequency of communication between team members and clients, which is necessary to ensure clear and consistent information flow.

Why is infrastructure important in a project plan?

Infrastructure in a project plan is important as it includes the tools, software, and systems needed for the project's execution, such as file management systems, project management software, and communication tools.

How should a project plan be treated once it is created?

A project plan should be treated as a living document, meaning it should be flexible and subject to constant updates and changes as the project progresses and as new information or circumstances arise.

Why is communication so important in a project plan?

Communication is crucial in a project plan to keep all team members and clients informed about the project's status, stages, deliverables, and next steps, ensuring everyone is aligned and aware of the project's progress.