Project Planning for Beginners - Project Management Training

Summary

In this session, the importance of project planning is emphasized, highlighting the potential costs of neglecting it, such as wasted time, money, and credibility. The basics of project planning are outlined, including setting a start and end date, defining deliverables, and understanding the project's scope. A high-level process for planning is provided, focusing on the 'why' and 'what' of a project, its timeline, resources, and process. The concept of a deliverables diagram is introduced as a valuable tool to visualize the project's components, helping to break down tasks, assign responsibilities, and estimate costs, ultimately leading to a successful project completion.

Takeaways

• 📅 Planning is crucial for projects as it helps avoid negative outcomes such as wasted time, money, energy, credibility, and opportunities.
• 🎯 Every project has a start and end date with specific deliverables, which can be a product, service, or information.
• 🔍 The planning process involves understanding the project's purpose, deliverables, involved parties, and the methodology to achieve the goals.
• 🏗️ A deliverables diagram is a valuable tool for visualizing the project's components and helps in breaking down tasks and assigning responsibilities.
• 💡 Planning helps in estimating project costs by identifying expenses related to the project's execution.
• ⏳ Timeline creation is a key aspect of planning, which involves determining start and end dates and scheduling deliverables accordingly.
• 👥 Identifying resources and personnel involved in the project is essential for assigning tasks and ensuring timely completion.
• 🛠️ The 'how' of planning includes establishing processes for team collaboration, task execution, and maintaining project momentum.
• 🏡 The script uses building a house as a relatable example to explain the concept of deliverables and the importance of planning in stages.
• 🔗 A well-planned project ensures that all team members understand their roles, the timeline, and the overall project objectives.

Q & A

Why is project planning important according to the speaker?

Project planning is important because it can prevent negative outcomes such as wasted time, money, energy, and potential loss of credibility, business opportunities, or relationships. It ensures that projects are completed successfully and can even impact the success of a company or job.

What are the potential consequences of not planning a project properly?

The potential consequences of not planning a project properly include a failed project, a failing company, or job loss.

What are the key elements of a project according to the script?

The key elements of a project include a start date, an end date, deliverables (which could be a product, service, or information), and the process of how to achieve these deliverables.

What does the speaker mean by 'deliverables' in the context of project planning?

In the context of project planning, 'deliverables' refer to the specific products, services, or information that are to be produced or delivered by the project at certain points in time.

How does the speaker suggest visualizing the project planning process?

The speaker suggests visualizing the project planning process through a deliverables diagram, which breaks down the project into its constituent parts, such as the foundation, framing, and roofing of a house.

What is the significance of a timeline in project planning?

A timeline in project planning is significant as it establishes the start and end dates, which helps to organize the project into manageable chunks of time and ensures that deliverables are produced according to schedule.

What role do people resources play in the project planning process?

People resources play a crucial role in project planning as they are responsible for executing the work required to deliver the project's products or services.

How does the speaker recommend determining the tasks and sub-tasks for a project?

The speaker recommends determining tasks and sub-tasks by subdividing the main deliverables into smaller parts and then identifying the work that needs to be done for each part.

What is the purpose of a deliverables diagram in project planning?

The purpose of a deliverables diagram in project planning is to provide a clear, visual representation of the project's main deliverables and the sub-tasks required to achieve them, which helps in organizing work and resources effectively.

How does the speaker suggest using the deliverables diagram to plan the project?

The speaker suggests using the deliverables diagram to determine the work required for each deliverable, assign tasks to team members, estimate the time needed for each task, and create a timeline and cost estimates for the project.

What tool does the speaker recommend for project planning?

The speaker recommends using software from projectmanager.com as a tool to help with project planning.

Outlines

00:00

📈 Project Planning Essentials for Beginners

The speaker emphasizes the importance of project planning, highlighting the potential costs of poor planning such as wasted time, money, energy, and even credibility or relationships. The session aims to cover the basics of project planning and provide a simple process to get started. The speaker mentions that every project has a start and end date, with a deliverable due by a certain date, which could be a product, service, or information. Project planning involves understanding the ultimate goal, the deliverables, who will be involved, and the process to achieve the project's objectives. The speaker introduces the concept of a deliverables diagram, which helps visualize the project's big picture and the various components that need to be delivered at different stages.

05:01

🛠️ Breaking Down Project Tasks and Timelines

This paragraph delves into the process of breaking down project deliverables into tasks, determining who will perform the work, and estimating the time required for each task. It discusses the creation of a timeline and specific assignments for team members, which are crucial for managing a project effectively. The speaker also touches on the importance of cost estimation and providing a clear process for all team members to understand their roles and responsibilities. The paragraph concludes with a promotional mention of a project management software that can assist in planning projects, inviting interested individuals to sign up at projectmanager.com.

Keywords

💡Project Planning

Project planning is a systematic approach to setting goals, defining tasks, and allocating resources to achieve those goals. It is crucial for ensuring that projects are completed efficiently and effectively. In the video, the importance of project planning is emphasized as it can prevent costly mistakes and ensure that the project delivers the desired outcomes. The video discusses how without proper planning, projects may fail, leading to wasted time, money, and resources.

💡Start Date and End Date

These are the temporal boundaries of a project, defining when the project begins and when it is expected to be completed. In the context of the video, the start date and end date are critical for setting a timeline and ensuring that the project progresses according to schedule. The script mentions these dates as part of the basic elements of project planning, highlighting the importance of time management.

💡Deliverables

Deliverables are the tangible or intangible outputs that must be produced and delivered upon completion of a project. The video script uses the term to illustrate the specific products, services, or information that a project aims to produce. The script explains that understanding and managing deliverables is key to project success, as they represent the project's objectives and the value it provides.

💡Scope

Scope refers to the work required to deliver a project's objectives. It includes all the tasks, deliverables, and boundaries that define what the project entails. In the video, scope is mentioned as a part of defining the project's deliverables, emphasizing the need to clearly outline what the project will and will not include to avoid scope creep and ensure successful completion.

💡Project Cost

Project cost is the total estimated or actual expense of completing a project. It includes all the resources, labor, and materials required. The video script discusses how planning helps in compiling the expenses associated with a project, which is essential for budgeting and financial management. Understanding the project cost is crucial for ensuring that the project is economically viable and for making informed decisions.

💡Timeline

A timeline is a graphical representation of the project's schedule, showing the sequence of tasks and their planned durations. In the video, the timeline is created by establishing the start and end dates, which helps in visualizing the project's progression over time. The script uses the timeline as a tool for planning and managing the project's schedule effectively.

💡Resources

Resources in project management refer to the assets, such as people, equipment, and materials, required to complete a project. The video script mentions resources in the context of 'who' will be doing the work to deliver the project's products or services. Proper allocation and management of resources are essential for the successful execution of a project.

💡Process

Process in the context of project planning refers to the series of steps or procedures followed to achieve the project's objectives. The video script emphasizes the importance of having a clear process to guide the project team on what to do, when to do it, and where it fits within the project. A well-defined process ensures that all team members are aligned and working towards the same goals.

💡Deliverables Diagram

A deliverables diagram is a visual tool used to map out the project's deliverables and their relationships. The video script uses the example of building a house to illustrate how a deliverables diagram can help break down the project into its constituent parts, such as the foundation, framing, and roofing. This tool is valuable for planning as it helps in understanding the sequence of tasks and their dependencies.

💡Subtasks

Subtasks are smaller, more manageable tasks that are part of a larger task or deliverable within a project. The video script mentions subtasks in the context of breaking down larger deliverables into smaller, more manageable parts. This approach helps in planning and executing the project more effectively by making it easier to assign work, estimate time, and track progress.

💡Project Management Software

Project management software is a tool that helps in planning, organizing, and managing project-related tasks and resources. The video script ends with a mention of such software, suggesting that it can be a valuable aid in project planning. The software can help in creating timelines, assigning tasks, tracking progress, and managing resources, which are all crucial aspects of project planning discussed in the video.

Highlights

Emphasizes the importance of project planning and its impact on success.

Discusses the potential costs of poor planning, including time, money, energy, credibility, and business opportunities.

Outlines the basic elements of project planning, such as start and end dates, deliverables, and the planning process.

Differentiates project planning from ongoing operational work.

Describes the project planning process, including defining the project's purpose, deliverables, and methodology.

Introduces the concept of a deliverables diagram as a valuable tool in project planning.

Explains the use of a graphical representation to map out project timelines and deliverables.

Details the steps to break down project deliverables into actionable tasks.

Discusses the allocation of resources and the assignment of tasks to team members.

Covers the creation of a timeline and specific assignments to ensure project progress.

Mentions the compilation of project expenses to determine the total project cost.

Highlights the need for a process to guide team members on their roles and responsibilities.

Provides a simplified approach to project planning for beginners.

Promotes a software tool to assist with project planning.

Encourages sign-up for a project management software to streamline the planning process.

Transcripts

[Music]

today we're talking about project

planning for beginners so in today's

whiteboard session I want to talk about

planning and why it's so important and

what it can cost us if we don't I also

want to cover a few basics of a project

in planning and then I want to provide

just a simple high level process to get

started so first of all many of times

I've caught my own self saying hmm I

should have planned that better so this

is typically not a good thing it means

that something didn't turn out the way I

expected or wanted and it as a result it

cost me time money or maybe even my

energy in some cases it may have cost me

credibility or a business opportunity or

even a relationship so when planning a

project is a career it the lack of

planning can result in a failed project

or a fill company or a job so let's talk

about some of the basics so we know from

this planning is important so the basics

of a project is for every project it has

a start date and end date with something

to deliver by a specific or certain date

usually it's a product or service these

days it could be information so it's not

to be confused with ongoing operational

work so in planning planning is a

process of delivering you know why are

we doing this project ultimately what

what's the ultimate deliverable what

other deliverables are going to be

produced like what product or service

who's going to be involved in doing it

and how are we going to do it so if we

look at a graphical picture we've got a

start date and we've got an end date

maybe we have different chunks of time

this specific one is by months we've got

five months highlighted and then we have

different deliverables according to

different points in time we could have

three deliverables due here one

delivered here and maybe four here and

then there's the process of how we go

about doing that so let's look at

planning

so planning again we're talking about

why are we doing this project what is

the big picture what are we what are we

delivering from a high level is it like

a building are you delivering or

planning a wedding something like that

and then what specific are we delivering

according to deliverables and in some

places you may hear that referred to as

scope we also as a result of the project

will have the expenses and those are

compiled to our project cost then we

look at when okay when is the start date

when is the end date and that creates

our timeline we also look at who

actually does the work to deliver the

products or the service so those are our

people resources and then how do we get

there what is the process how do we know

on the project who knows what to do when

and where there's got to be a process so

one of the most valuable things I found

in planning is what's called a

deliverables diagram so ultimately why

the big picture of what we're all tamale

delivering again I love using the

example of a house so ultimately the

project maybe you're building a house

people can visualize that better people

understand what a house is so some of

the deliverables again from the the

diagram you used earlier there may be

three deliverables coupled together in a

package here's one deliverable and

here's four here but if we subdivide it

and we're delivering a house these

deliverables may be the foundation the

second one could be the framing of the

house the third one could be the roof

and then later once that's done and

improved and inspected we could have

another deliverable which is maybe the

plumbing and the wiring delivered

together as a package and inspected and

then we have the remaining deliverables

which may be like that the inside

workings the inside of appliances and

everything inside can be the outside it

could be the landscaping or maybe even

some kind of security system but

when these deliverables are done you

deliver the project but from this

deliverables diagram you take this and

you determine what work has to be done

to do this if you're building the

foundation what sub work or tasks have

to be done there if you're framing the

house divide that down into sub parts

and then also if you're roofing and then

once you have it divided into tasks

you've got to figure out well who's

going to do that work and then how long

is it going to take and then from there

again

you begin coming up with your timeline

and specific assignments for your people

you're also going to be able to

determine your cost and then of course

being able to provide the process for

everyone involved so that you know how

to work together when to work together

to produce the project so this is just a

simplified version of the basics for

planning so if you need a tool that can

help you plan your project then sign up

for our software now at

projectmanager.com