- 1 Introduction
- 2 Project Management Plan Life Cycle
- 3 101 Project Manager’s Tool for Management
Templates help the manager to make a plan to complete a project by clarifying all the critical tasks and milestones. Project management is the process of planning, managing, and organizing resources to complete a goal successfully. Project setting goals of a project you cannot successfully complete the project.
Project managers need a strategy to complete a project well, so they can share this with their team members this plan. Use of multiple projects tracking template, you can design a perfect assessment of plan.
Management templates also illustrate the current progress of a project. It also helps to provide some simple visual to make the communication simpler so the audience can easily understand the major outputs of the project and what is the current progress of the project.
Project Management Templates for Documentation
Less than 20% of projects are completed on time and under the given budget. Project management templates give the project managers a mechanism to complete the project under budget. It takes less time for planning so you can save more time for other important details.
It provides a better chance for your project to complete successfully. The use of project management templates makes it easier for project managers to implement project models when you are working on the project. You can identify the problem even before they happen.
Project Management Approach
Project managers need project management template to give the progress reports of a project. A project takes more than implementation to be successful; it takes giving continues report to the higher officials. Some more benefits of project management templates are:
- Project plan templates help you to administrate your work efficiently. You can complete your project on time.
- These templates provide you a structure of a project so you can overcome any problem when working on the project.
- Project management templates are like guidelines that make sure that the important data is saved. It also ensures a logical flow of information within team members.
- By giving a clear picture of work done, these templates help in better decision making.
- These templates can speed up the work and bring patience between the team members and the project manager.
- Project management templates save you from useless and unneeded efforts.
- Templates help to save their time, money, energy and ease the burden of project managers when they have to make reports to investors.
Project Management Plan Life Cycle
The project life cycle is a process used by project managers to successfully complete a project. The project life cycle provides a plan and structure for executing any project. Project success is achieved by the standard four-phase process of project life cycle. The goal of project managers and their team is to complete the project’s objective. Each project has a beginning, then several phases of development and a successful or unsuccessful ending.
A simple project has fewer activities and a complex project may have thousands of activities. This project life cycle model is applicable to any type of project schemes even if the projects have different characteristics.
Different projects have different cost and duration but all the projects will have a life cycle. A life cycle generally defines the phases of a project which are related to each other. Project life cycle also provides a structure for guiding the progression while working on a project.
A standard project life cycle has four phases: Initiation, Planning, Execution, and Closure.
The Project Initiation Phase is the first phase in project life cycle and it is the starting of a new project. First, you define the roadmap of a project and what is the output you will produce. The project initiation phase is the most necessary phase in project management life cycle where you define the purpose and also hires your project team.
By defining the purpose, scope and objective and a team of well-skilled members you can ensure to complete the project successfully. The project initial templates describe the steps to initiate a project and break them into multiple tasks. This process makes it easier for every team member to check out and correct the course if required.
The objective and challenges of every project are different. The initial phase defines the three main things of a project which are the project’s objectives, scope, and constraints. By knowing these things, you can answer these three questions:
- What problems you can face during the development of the project?
- What is the goal of this project?
- What will be the benefit of this project?
You prepare a project plan; the investors approve this plan before starting the initial phase. The project plan lays out the visual that is required for higher level management and project managers. A project plan should contain clear and complete detail. Checking every task in project initiation phase helps you to represent the goals of your project to the investors.
All projects have a reason to create them. You identify a need and you create a project to complete this need. The success of completing project depends on how well the project basically addresses the need. The success also depends on purity and efficiency and believe of team members working on the project.
Sometimes the pressure of getting results make people to work on any solution without identifying the need. This will increase the chances of mistakes and waste. One can remove theses mistake by describing the objective and need clearly to provide a solution.
The second phase is the planning phase where the important steps to complete the project objectives are explained as much as possible. The project managers identify all the work to be done to meet the project’s objective. The manager creates a set of plans and resources and tasks are described.
The planning phase commonly involves:
- Required resources and equipment.
- Costs and schedule.
- Total budget for the project.
- Allocating tasks to resources.
The tasks are smaller and attainable. You can determine the efficiency by defining the process and tasks. Efficiency of planning can give more weight to the quality of the result. The planning phase helps you to manage time, resources, cost, dependencies, risk and problems. This phase also ensures to complete the project within budget and deliver it on time.
Once the team members identify the work, planned a schedule and predicted the total cost, the 3 basic parts of planning phase are complete. The project team can identify the threats that are hurdles for successful completion of the project. During this phase you can find all the project stakeholders. You create a communication system to keep the stakeholders informed to describe every important information.
Steps of project planning phase are:
- Generating a project plan.
- Creating project road map.
- Organizing a financial plan.
- Building your functional team.
- Preparation for risks and possible roadblocks.
The planning phase is also where you gather your team through a meeting. It is important to define everything so the project team members can instantly get to work on the next (execution) phase.
The execution phase is the third and longest phase of project management lifecycle. The project team members develop the project and present it to the customer. This phase is consisting of processes that are performed by a project team to complete a project with required specifications.
The team members perform the work of the project and put it into motion. A better communication system is needed during the execution phase. During the execution phase, team members are performing the tasks, and the progress report is presented through daily team meetings. the project managers compare the progress report with the project plan to know the performance of the project and take some important action if needed.
Tasks completed during the execution phase are:
- Implementation planning.
- Providing management if required.
- Status meetings.
- Updating the schedule of the project.
- Modifying project plans.
The project should always be according to the original plan. If that cannot happen, the team should record changes from the original plan and produce adjustments to the plan. The investors and stakeholder should be kept informed about the current condition of the project. The project is carried out as planned and the plan is revised regularly.
Steps of the project execution phase may include:
- Organize workflow.
- Briefing project team members on their work.
- Communication with team members, investors, and stakeholders.
- Observing the quality of work.
- Monitor the spending.
If these steps are performed properly then the execution of the project is much easier. after producing all the deliverables and the investors have accepted the final result, the project is ready for closure.
The last phase is the closure phase which represents the project after its completion. After successfully completing the project the project managers hold a meeting to discuss the project failures and what went well in the project. This is helpful to make improvements for the future projects. The project manager gathers all the documents and stores them in a place. The investors and stakeholders are informed about the outcome.
Steps for project closure phase are:
- Analyzing the performance of a project.
- Analyze the performance of the project team.
- Documenting project closure.
- Computing used and unused budget.
101 Project Manager’s Tool for Management
So after explaining life cycle plan template, we are going to discussing some most common management plan for project managers. You already understand the fundamentals of these plans. It’s very important in managing the entire business. Some related to Cost & budgeting, other communication, and Scope.
Work Breakdown Structure Management
Organized level planning from scratch, this plan is using in the initial stage. A team better understand the different level and performing task. Chart design for communication internally and integrated plan for finalizing goal. Many companies develop this plan custom regarding particular project status.
This plan is usually using in production and product development plan. Scope planning works accordingly the demand of a particular project. For example, developing software for a particular client according to their requirements.
Risk Management Plan
The most important key element in every planning. Without defining risk, you can’t plan recovery methods. Before launching any project, must develop Plan A and Plan B. Evaluating financial options, investors and shareholders interest and many more. The risk management plan is always the manager’s top priority to develop.
Change Management Plan
For any type of change in plan, the project manager needs some type of change management tools and template either in excel format or software type. For any financial, budgeting, scheduling and communication change must address through there.
Communication Management Plan
Team communication planning is another very useful tool for the manager. In work breakdown structure, team define tasks and here plan to communicate themselves.
Procurement Management Plan
This plan is also used in an issue tracking tool. This is a myth of project management plan, all management approach, assessment, evaluation for vendor also. The systematic approach of describing the project plan