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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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How to Create a Realistic Project Plan with Templates & Examples

As a project manager, a huge part of your role is to write project plans that help you keep projects on track. But that’s not all a project plan should do. 

A project plan is arguably the most important document you’ll create for a project. At its core, a plan should communicate your project approach and the process your team will use to manage the project according to scope.

Let’s take a closer look at how you can develop a rock-solid planning process that guides your team and projects to success.

What is a project plan?

Project plan example: what to include, why you should always write a project plan, 5 steps to an effective project planning process, how to create a project plan in teamgantt, free project plan templates.

A project plan is a document that maps out the tasks, effort, timing, and resources needed to meet project goals within a predefined scope. It’s often presented in the form of a gantt chart because it’s easy to visualize the project timeline and ensure work stays on track.

Any solid project management plan should answer the following questions:

• What are the major deliverables?
• How will we get to those deliverables and the deadline?
• Who’s on the project team, and what role will they play in those deliverables?
• Which stakeholders need to provide feedback on deliverables, and when?
• When will the team meet milestones?

A project plan communicates this information in a simple, straightforward way so everyone clearly understands the objectives and how they contribute to project success. It may also be accompanied by other planning documents, such as a project charter , risk assessment , or communication plan .

While no two project plans are alike, they all share the same common building blocks. Be sure to include the following components in any project plan you create:

• Project tasks : A detailed list of work to be done organized by project phase, process step, or work group
• Project schedule : A visual timeline of task start dates, durations, and deadlines, with clear progress indicators
• Key milestones : Major events, dates, decisions, and deliverables used for tracking forward progress
• Dependencies : A line connecting tasks that need to happen in a certain order
• Resources : Assignments that indicate the person or team responsible for completing a task

Here’s a simple example of what a project plan looks like with these basic elements highlighted:

Some people don’t understand the power of a good project plan. If you feel pressured to skip the plan and jump right into the work, remind your team and stakeholders that having a plan benefits everyone by making it easier to:

• Build consensus before work begins : A detailed project plan ensures everyone has a clear understanding of—and agrees on—the overall process, scope, staffing, and even communications from the outset. That goes a long way in keeping project confusion and pop-up requests from gumming up the works.
• Avoid scheduling conflicts : Project plans enable you to organize tasks so it’s clear who's responsible for what and when. If your team is juggling multiple projects, you can cross-reference other plans to see who’s available to take on new work before committing to a timeline.
• Monitor project goals and scope : When new tasks creep in, it’s easy to lose sight of the original objectives. Spelling out the work you need to complete in a time-based plan keeps project goals front and center so you can ensure project scope stays intact.  ‍
• Hold your team and stakeholders accountable : A good project plan sets expectations around the process and pacing you'll follow each step of the way. When plans are shared with teams and stakeholders, it keeps folks honest about what is—or isn’t—happening and forces you to resolve issues in a timely way.

Poor planning can lead to some pretty ugly consequences—from missed deadlines and budget overages to team burnout and client frustration. That’s why it’s important to establish a solid process you can use to plan any project. 

Planning a project doesn’t have to be difficult. These basic project planning steps can help you write a plan that’s both realistic and on target.

• Start with project discovery & definition
• Draft a rough outline of your plan
• Formalize your project management plan
• Present & confirm your plan
• Execute your plan & adjust as needed

Step 1: Start with project discovery and definition

A project plan is more than a dry document with dates. It’s the story of your project, and you don’t want it to be a tall tale! So make sure you know all the facts before you start creating a project plan.

Understand the project scope and value

Understanding the ins and outs of the project will help you determine the best process and identify any snags that might get in the way of success. Conduct your own research to dig deeper on:

• Project goals and outcomes
• Partnerships and outlying dependencies
• Potential issues and risks

Review the scope of work , and dive into any documents or communications relevant to the project (maybe an RFP or notes from sales calls or client meetings). Be thorough in your research to uncover critical project details, and ask thoughtful questions before you commit to anything. 

Interview key stakeholders

If you want to dazzle stakeholders with a stellar project delivery, you’ve got to know how they work and what they expect. Schedule time with your main project contact, and ask them some tough questions about process, organizational politics, and general risks before creating a project plan. 

This will give project stakeholders confidence that your team has the experience to handle any difficult personality or situation. It also shows you care about the success of the project from the start.

Be sure to discuss these things with your stakeholders:

• Product ownership and the decision-making process
• Stakeholder interest/involvement levels
• Key outages, meetings, deadlines, and driving factors
• Related or similar projects, goals, and outcomes
• The best way to communicate with partners and stakeholders

See a list of sample interview questions to ask stakeholders so you can develop better project plans.

Get to know your team

The last step in the research phase is to take time to learn more about the people who’ll be responsible for the work. Sit down with your team and get to know their:

• Collaboration and communication styles
• Availability and workload

Understanding these basics about your team will help you craft a thoughtful plan that takes their work styles and bandwidth into consideration. After all, a happy team delivers better projects.

Step 2: Draft a rough outline of your plan

Now that you’ve gathered the basic project details, the next step is to knock out a rough draft of your plan. Take some time to think about the discussions you had in the pre-planning phase and the approach your team might take to meet the project goals.

Sketch out the main components of your project plan

Sit down with a pen and paper (or a whiteboard), and outline how the project should work at a high level. Be sure you have a calendar close by to check dates.

If you’re at a loss for where to begin, start with the who, what, when, and how of the project. A first outline can be very rough and might look something like a work breakdown structure . Make sure your project outline includes the following components:

• Deliverables and the tasks required to create them
• Your client’s approval process
• Timeframes associated with tasks/deliverables
• Ideas on resources needed for tasks/deliverables
• A list of the assumptions you’re making in the plan
• A list of absolutes as they relate to the project budget and/or deadlines

Considering these elements will help you avoid surprises—or at least minimize them. And remember, you’re doing this as a draft so you can use it as a conversation-starter for your team. It’s not final yet!

Get input from your team on process, effort, and timing

You don’t want to put yourself or your team in an awkward position by not coming to a consensus on the approach before presenting it to your client. That's why a project manager can’t be the only one writing a project plan.

Once you’ve created a basic project outline, take those rough ideas and considerations to your team. This enables you to invite discussion about what might work rather than simply dictating a process. After all, every project must begin with clear communication of the project goals and the effort required to meet them. 

Be sure to get input from your team on how they can complete the tasks at hand without killing the budget and the team’s morale. As a project manager, you can decide on Agile vs. Waterfall approaches , but when it comes down to it, you need to know that the team can realistically execute the plan.

You can also use this review time to question your own thinking and push the team to take a new approach to the work. For example, if you’re working on a digital product, could designers start creating visual concepts while the wireframes are being developed? Or can you have two resources working on the same task at once?

Running ideas by the team and having an open dialogue about the approach not only helps you build a more accurate project plan. It gets everyone thinking about the project in the same terms. This type of buy-in and communication builds trust and gets people excited about working together to solve a goal. It can work wonders for the greater good of your team and project.

Step 3: Formalize your project management plan

You should feel comfortable enough at this point to put together a rock-solid project schedule using whatever tool works for you. 

Build out a detailed project schedule that’s easy to read

Any good online project planning tool will help you formalize your thoughts and lay them out in a consistent, visual format that’s easy to follow and track. (Ahem, TeamGantt works nicely for a lot of happy customers. ) 

Make sure tasks have clear start and end dates so there’s no question when work needs to happen to hit project deadlines. Organize work into phases, and use labels and/or color-coding to improve scannability. The easier your project plan is to understand at a glance, the better!

See how to create a project plan in TeamGantt

Consider how your team likes to work

Be as flexible as possible when it comes to how your project plan is presented. There's no absolute when it comes to how to format your plan as long as you and your team understand what goes into one.

Remember, people absorb information differently. While you might be partial to a gantt chart, others might prefer to view tasks in a list, calendar, or even a kanban board. You can make all of those variations work if you’ve taken the steps to create a solid plan.

For example, here’s an Agile project plan we built that lists each sprint as its own task group with milestones for sprint planning and deployment.

And here’s what that same project plan looks like if you turn it into a kanban board in TeamGantt. Simply click the Board tab and set up your columns so your team can manage their daily workflows more easily.

If your team currently prefers spreadsheets and isn’t quite ready to use TeamGantt yet, try our free Excel gantt chart template .

Step 4: Present and confirm your plan

You’re almost finished! Now it’s time to do your due diligence. It’s easy to throw stuff in a plan, but you have to make sure you get it right.

Run your final plan by your internal team

Your team needs to know the reality of your plan as it stands after you’ve built it out in TeamGantt. And you want to be sure they’re comfortable committing to the details. If they don’t, things will quickly fall apart!

Always review your final plan with your team before delivering it to stakeholders. Why? Because things like dates and tasks—and even assignments—will shift as you formalize the rough sketch of your plan. 

Here are a few things you’ll want to discuss with your team as you review the final plan together:

• Review times
• Team work times
• Dependencies
• Time off, meetings, and milestones
• The final deadline
• Any assumptions you’ve made
• Major changes since your last talk

There’s nothing more embarrassing than delivering a plan with an error or a promise you can’t keep. Taking a few minutes to get buy-in from your team will give everyone peace of mind about your plan.

Review your project plan with stakeholders

Once you’ve confirmed the plan with your team and have their full sign-off, you’re ready to share your project plan with stakeholders . 

When delivering your project plan, make sure you provide an executive summary. This might come in the form of a project brief . A short recap of the overall methodology, resources, assumptions, deadlines, and related review times will help you convey what the plan means to the project and everyone involved.

Project plans can be daunting, so schedule time to present your project plan to stakeholders at a high level. Here are some things you’ll want to point out about your plan during this review:

• Overall process and pacing
• Major deliverables and timing
• The time they’ll have to review deliverables
• Overall timing for task groups or phases
• How far off you are from the deadline
• Wiggle room on the final deadline

If a stakeholder is interested in the day-to-day details, feel free to walk them through the plan line by line. Otherwise, start by explaining overall sections or phases, and be sure to come back to your plan at intervals throughout the project to remind them of tasks, next steps, and overall progress.

Step 5: Execute your plan and adjust as needed

Some projects are smooth and easy to manage, and others are a complete nightmare that wake you up at 3 a.m. every other night. Thankfully, having a solid project plan is your best defense against project chaos once work gets underway.

Keep in mind that project plans are living documents. Projects change constantly, and someone has to stay on top of—and document—that change. Remember to:

• Update your plan regularly as work progresses and things change
• Communicate changes to your team, partners, and stakeholders
• Monitor and communicate risks as your project evolves

Ready to plan your project in TeamGantt? Follow these easy steps to build a plan that’s structured well and includes the elements you need for project success.

1. Enter your basic project details.

To create a new project plan in TeamGantt, click the New Project button in the upper right corner of the My Projects screen. Then enter your project name and start date, and select the days of the week you want to include in your plan. Click Create New Project to move on to the next step.

2. List out your project tasks and milestones.

Now the real planning fun begins! Enter all the different tasks it will take to get the job done. If there are any key meetings, deliverable deadlines, or approvals, add those as milestones in your project plan.

3. Organize tasks into subgroups. 

Scrolling through one long list of tasks can be mind-numbing, even to the best of us. Break tasks down into phases or sections to ensure your project plan is easy to read and understand. 

4. Add task durations and milestone dates to the project timeline.

A visual project plan makes it easy to see exactly what needs to get done by when. Make sure every task has a start and end date so nothing falls through the cracks. TeamGantt’s drag and drop feature makes this planning step quick and easy.

5. Connect related tasks with dependencies.

Adding dependencies between tasks ensures work gets done in the right order and also helps you plan for delay risks. If your plan shifts and you need to move tasks around, dependencies speed up the process.

6. Assign responsible team members to tasks.

That way there’s no confusion about who’s doing what, and your team can update and manage their daily tasks . Don’t forget to check team availability along the way to avoid overloading anyone with too much work.

7. Use the RACI chart to define task roles more clearly.

This feature takes accountability one step further by letting you assign more specific roles to each task: Responsible , Accountable , Consulted , and Informed . Learn how RACI charts work and what each role means.

8. Add hourly estimates and/or points to each task. 

This makes it easy to see the lift each task involves at a glance. Including hourly estimates in your project plan also enables you to manage workloads and track overages more accurately.

9. Color-code tasks for better scannability.

You can use colors to categorize tasks by project phase, priority, department, or team member—whatever makes visual sense to you and your team.

10. Add notes to clarify tasks or spell out important details.

There’s no such thing as too much information if it means your team has what they need to deliver quality work on time. Use the Notes section of your Discussion tab to enter any pertinent details your team will find helpful.

11. Upload important documents to the project.

This ensures project files are accessible to everyone in a centralized hub.  For example, you might attach your creative brief to the project so your content and design teams have clear direction for completing their deliverables.

If you’re planning a project for the first time or taking on a totally new type of project, you might be struggling to get your plan off the ground. We created a simple project management plan template to help you get started.

TeamGantt gives you the ability to quickly and easily build and adjust your plan using drag and drop scheduling. Plus, it comes with customizable views to fit every team member’s work style. 

Try our basic project plan template for free!

Looking for more specific project plan examples to jumpstart your process? Use these project planning templates to generate ideas and save time building out your plan:

• Construction project plan template
• Event planning template
• Strategic marketing plan template
• Tactical marketing plan template
• Software development plan template
• Video production schedule template
• Website project plan template

Plan your next project in minutes

Discover just how easy project planning can be with TeamGantt. Create your first gantt chart for free!

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Blog Marketing

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!

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Project Management

5 real project management examples for your team.

Content Partnership Specialist

October 4, 2022

Whether it’s a home or a business project, simple or complex by nature, the secret sauce to delivering successful projects is starting strong with the right strategy and execution plan .

You can do this (and do it well) with a go-getter mindset, proper project management approaches, and the right tools.

In this article, you’ll learn about the building blocks of project management, including the key success factors and phases, as well as how project management tools can keep them together. Then we’ll show you how it all works in practice with five real project management examples! 👌

The 4 Phases of the Project Management Life Cycle

Key factors for successful project management .

• 1. Marketing Project
• 2. SEO Project
• 3. Customer Enablement Project
• 4. Education Project
• 5. Product Launch Project

Managing projects from start to finish can come with long and complex processes . So, to help make everyone’s job easier, the concept of the project life cycle was introduced. 

The project life cycle, or project management process, consists of four phases: initiating, planning, executing, and closing. It’s a structured path your projects go through to help move them from conception to completion and ensure project objectives are delivered in each phase.

Let’s take a look at what the project manager is responsible for in each phase:

1. The initiation phase

Get everyone onboard. The project manager defines the organization, client, or customer’s goal, identifies key stakeholders, the project team, and the scope of work of the project , and determines measurable objectives for the team.

2. The planning phase

Strategically prepare and map out the project. The project manager is responsible for creating a detailed project plan and outlining the project schedule that includes the major project milestones and describes what tasks or deliverables make up each milestone. This is important because the project plan provides a strategy and project checklist to help properly manage resources, budget, and timeline along the project life cycle.

3. The execution phase 

It’s go time. In this phase, the project manager’s main job is to oversee the team’s efforts and ensure everyone understands what’s expected of them, what tasks need to be done, and how and when to complete those tasks to ensure everything is done within the project schedule. 

4. The closing phase

Time to wrap up the project. The project manager must identify that their team has completed all of the requested outcomes, then present the final product to the stakeholders to sign off and officially close the project.

📌 Key takeaway:

By following the project life cycle, you’re ensuring that you are: 

• Capturing the expectations of your customer
• Setting your project up for success with a plan
• Executing project tasks and addressing any issues or project risks that arise
• Closing out your project to capture any lessons learned and improve the next projects

Critical factors for successful project management can vary from one project to another, but here are a few factors that should remain constant no matter the type of project or what industry you’re in:

✅ Set SMART goals  

✅ Understand the project scope and prevent scope creep

✅ Identify project risks and create a risk management plan

✅ Clearly defined roles and responsibilities

✅ Effective team communication

✅ Maintain a high level of project visibility

How project management software gives teams flexibility 

With so many factors that can impact project success, using project management software can help to keep everyone and everything on track and ahead of curveballs.

A good project management app can take so much of the burden of managing projects off your shoulders by providing teams with the tools they need to get a high-level overview of their work, streamline business processes, create efficient workflows, communicate more effectively, and make collaboration seamless and more enjoyable. 

ClickUp , for one, helps project managers and teams plan, manage, track projects, and collaborate with each other—all in one place. Its fully customizable platform gives teams the flexibility and the advanced tools they need to create the most efficient workflow that best suits their project needs and preferences. 

And because the platform is fully customizable, teams in ClickUp are fully equipped to handle any type of project and support any type of project management methodology , including the most common approaches such as Waterfall, Agile (Scrum and Kanban), Lean, Six Sigma, and more. 

Key ClickUp features for effective project management include :

• Customizable views : View your projects your way; choose from 15+ views, including Gantt Chart, Timeline, and Workload view
• Custom automation : Save time, keep your processes consistent, and streamline your workflow
• Custom task statuses : Add and assign different stages to your tasks to improve project visibility 
• Custom Fields : Add more context to your tasks and display important information 
• Goals : Stay on track to hit your SMART goals with clear timelines, measurable targets, and automatic progress tracking 
• Project milestones : Easily set milestones to help you stay on top of important deadlines and track your team’s progress against major checkpoints
• Dependencies : Add “blocking” or “waiting on” dependencies between tasks to set a clear order of operations, so your team always knows what to work on first
• Task checklist : Create a to-do list within each task to ensure all steps are completed before moving the task forward
• Dashboards : Build a mission control center for each project, team member, and more to  ensure every project stakeholder has the information they need to control any project risk and keep the project delivery within its timeline
• Global time tracking : Track time spent on tasks, set estimates, add notes, and view reports of your time from anywhere
• Assigned comments : Create and assign action items directly within a comment 
• Mobile app : Keep your projects accessible wherever you go with the ClickUp mobile app
• Integration : Connect ClickUp to over 1,000 of your favorite work tools to streamline your workflow  

Now, let’s take a look at a few real-life project management examples and learn how other industry experts have successfully delivered projects using the right methodology and tools!

5 Project Management Examples and Tips for Successful Project Delivery

1. marketing project example: creating a cross-functional workflow.

Jakub Grajcar , a Marketing Manager at STX Next, leads a team of content and social media specialists, spearheads the Marketing department’s lead generation and brand recognition strategy and works with multiple departments to deliver projects. A typical day for the team includes executing upwards of five content deliverables, with Jakub often reviewing 10+ different projects at a time.

The problem?

Working with our Product Design department was a chaotic process. Our teams struggled with communication because we lacked project visbility—we often didn’t have clear information about whether tasks were still under review or needed more work.  We absolutely needed a system that would allow me and the Head of Product Design to get an overview of the entire process and come to grips with all the work in progress and upcoming tasks.

The goal? To help improve global collaboration across departments , and content marketing processes, speed up project completion and delivery, and keep the teams aligned on goals, project timelines, and so on by creating a cross-functional workflow and standardizing processes in ClickUp.

Here’s how Jakub and his team carried out this initiative: 

Initiation phase

• Identify the project: To create Marketing Sprints templates and team Dashboards 
• Define the desired outcome: Manage multiple projects, streamline partner outreach, and speed up the content production process

Planning phase

• Project management methodology: Agile  

Execution phase

Task checklist:

• Create Folders for each department and set up Lists within each Folder
• Within each List, create tasks and subtasks to breakdown the work even further 
• Save tasks as a template that can be reused as many times as needed
• Set up Custom Task Statuses to give each stage of the project a designated name 
• Add Custom Fields to each List to display and keep key information easily accessible
• Added custom automation to automatically trigger an action and push the project to the next step 
• Save the Folder as a template to be reused for the next Sprint and to keep processes consistent 
• Build a custom Dashboard with real-time reporting to display key data and improve task visibility

Closing phase

• At the end of the project, Jakub and the teams within STX Next tested the new Marketing Sprints template and Dashboard to ensure the process was smooth for everyone involved in the project and all of the custom automation in ClickUp was set up properly.

📌 Use this Marketing Sprint Folder template to help with project planning, keep project activities visible and organized, and streamline your processes. Hit the ground running with pre-set Board and List views, task estimation capabilities, and customizable automation!

2. SEO project example: Scaling content production

Adele Payant , ClickUp’s SEO Specialist, is responsible for researching opportunities and creating content briefs for the writers to use as a guide when drafting articles for the blog page. And to write compelling content briefs, she has to perform keyword research, competitive analysis , and other important related tasks, and ensure the content brief is detailed and easy to follow for the writers. 

The biggest challenge in our SEO blog workflow was focusing on scaling our content production without impacting the quality of each blog.

To create a clear and repeatable system to help our SEO team ramp up the volume of briefs without compromising the quality of the brief and reduce unnecessary back-and-forth communication.

Here’s how Adele executed this project:

Initiation phase 

• Identify the project : Create a detailed and structured SEO content brief template
• Define the desired outcome: Create a structured and consistent workflow for researching and creating content briefs, and speed up the approval process

Planning phase 

• Connect with the writing team to capture feedback about the current process 
• Start a new Doc and use the rich-editing tools to structure your page
• Add headers to define the sections in your Doc clearly
• Embed links to example articles and other key data from keyword research
• Add nested pages to capture notes for the assigned writer to review before drafting the article
• Save the Doc as a template 

Closing phase 

• To ensure the content blog brief is up to par, the Sr. SEO Manager, Sr. SEO Specialist, and Sr. Content Managers reviewed the Doc and presented the template to the content writers to review for readability and to gather feedback. The project is officially closed after all stakeholders have approved it.

📌 Use this SEO Content Brief template to clearly state your goals and objectives, and share it with your writers to improve content delivery.

For more SEO project management tips, check out ClickUp’s Sr. SEO Manager’s article: Tips to Optimize Your Workflow . 

3. Customer enablement project: Launching a new program

Robin Wisner , ClickUp’s LMS Administrator, is responsible for delivering a new initiative to give ClickUp customers a fun and interactive way to learn how to use ClickUp and maximize the features within the platform.

The Customer Enablement team, of which Robin is a member, launched ClickUp University (CUU) in November 2021. The new program received an overwhelmingly positive response from ClickUp users and ultimately gave the team the green light to launch another option to help further enhance user experience.

To accomplish this, she led the initiative to launch CUU Certificates—a program intended to recognize the ClickUp users’ product knowledge and reward them for completing the course exams.

The biggest challenge for a project of this scale was managing across so many teams with competing priorities .

To delegate work effectively and launch the new certification program on time to provide a measurable process for customers to successfully onboard and enhance their experience as a ClickUp user.

Here’s how Robin and the project team members made it happen:

• Identify the project : Launch and promote the new certification program 
• Define the desired outcome: To collaborate with different teams to design and launch the new certification program.
• Project management methodology: Waterfall
• Outline objectives for each certification level and course in ClickUp Docs
• Develop beta test group and SOP for testing in ClickUp Docs
• Outline the diagram taxonomy and customer journey in ClickUp Whiteboards
• Create ClickUp Tasks for content development and assign them to the designated team members 
• Use the ClickUp Form to submit a design request for the certificates
• Submit a request to create a new help center overview article
• Collaborate with the Dev Ops team to code and manage website design
• Run tests with the beta test group and collect feedback 
• Create internal and external enablement materials
• Submit a request for marketing promotional materials 
• To finalize and close this project, the project stakeholders reviewed the creative designs and tested the website’s performance and user experience. The approval was given once project requirements are met. 

📌 Use this Feedback Form template to customize your feedback collection, view all your feedback in one place, and improve your products and services.

Bonus: Project Management Software for Freelancers

4. Education project example: Building company-wide data reporting dashboards

Morey Graham , the Director of Alumni and Donor Services (ADS) at Wake Forest University, leads and manages fundraising campaigns , alumni relationships, brand identity, and publications within the Wake Forest community. 

Because teams worked on separate platforms, it created work silos that led to duplicated efforts and poor team communication. We also lacked visibility into our data which impacted our ability to make strong business decisions for the organization.

To find a new project management tool that is user-friendly for all the departments and to create a business dashboard that displays and updates data in real-time to help improve project visibility across the organization.

Here’s how Morey and the ADS department delivered this project:

• Identify the project : Create an accurate and reliable project dashboard for leadership and team members
• Define the desired outcome: Improve data reporting and task visibility across departments, and align team goals

Task checklist

• Consolidate work tools and integrate apps together to streamline the data reporting process
• Set an all-hands meeting with the department to collect feedback about the current process and document meetings notes in a Doc or Notepad
• Create a Space for each department to organize work by departments
• Within each Space, create a Folder for each project
• Within each Folder, create a List for each team member 
• Create Custom Statuses for every stage of the project
• Set up and add tags to tasks to categorize and link related tasks together 
• Establish goals and document targets for each in ClickUp Goals  
• Define your Dashboard audience and data story
• Choose the right KPIs to support the data story
• Select the widget that matches your reporting requirements
• Present the project to the department head and key stakeholders for review and approval to close the project. 

📌 Create custom Dashboards in ClickUp to get a high-level overview of all your initiatives, highlight KPIs, project status, and progress, to keep everyone on track and aligned at all times.

5. Product launch project example: Launching a new product feature

To further expand ClickUp’s list of features for project management, the company set out a huge initiative to build and successfully launch a new product feature, ClickUp Whiteboards . Spearheading the project is ClickUp’s Group Product Manager, Zach Blodgett .

The company’s vision was to create a powerful yet easy-to-use digital collaboration tool that project managers, executives, and team members could use to level up their brainstorming, planning, and execution processes.

The problem? 

The biggest challenge was team size and a rapidly approaching deadline. The deadline was immovable and we had a ton of stakeholders from GTM, sales, pricing & packaging, growth, support, CSMs, EPD. We had to ensure they knew what was going out, what was next, and how to talk about Whiteboards.

To use a project management tool to help manage tasks, communicate with stakeholders across the globe, and minimize risks and bottlenecks to deliver the new and highly-anticipated product feature within the agreed-upon timeline.

Here’s how Zach and the company launched a successful project launch:

• Identify the project : New feature rollout 
• Define the desired outcome: To successfully deliver a responsive and functional new feature and create GTM campaigns for launch day
• Project management methodology: Lean
• Delegate tasks to the respective team members within the Product and Engineering team
• Use the ClickUp-Github integration to preview branches populated in the tasks
• Create Clip videos to report bugs in development and to easily relay complex issues to other teams
• Connect with the Creative team to shoot promotional videos and ads
• Connect with the entire company to run beta testing and collect feedback
• Run tests with the Security team
• Collaborate with Sales to determine the pricing model
• Work with the Product Marketing GTM team to create a marketing campaign plan for the launch
• Set important milestones and schedule for beta release

Closing Phase 

• The CEO, Sr. VP of Engineering, and other key project stakeholders reviewed the product feature, and approved the final product before launch day.

Here’s the final look—check it out!

📌 Create a step-by-step approach to how your organization will bring a product to the market, and use this Go to Market Strategy template to help you ship faster!

Handle Any Project With Confidence By Using ClickUp

Successful project management starts with understanding what the ultimate goal of the project is, understanding the key elements that go into an intelligent project plan, and creating a smooth and actionable strategy to get there—refer to the project management examples above to help spark ideas.

You’ll also need to ensure to implement the appropriate methodology to guide you through the entire process and utilize the project lifecycle to keep you on track. 

And to make your life as a project manager as easy as humanly possible, you need to use a project management tool like ClickUp to help keep everything in order and bring all your work to one centralized place. Use it to track project progress, manage project risks and resources effectively, collaborate with your entire organization, and so much more. 

With its extensive list of customizable and functional features, you’ll be fully equipped to handle any type of project management approach, manage multiple complex projects at once, set up the most streamlined workflow, support your remote and hybrid teams, and confidently deliver quality projects on time, every time. 

(cue “That was easy” sound effect 😉)

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