project management assignments

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

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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.

Why is project management important?
What does a project manager do?
How to become a project manager: the 2024 guide
Project Management Methodologies: Examples & Overview
Agile Project Management Methodology Guide
The key project management skills you need to have
What is a project stakeholder?
What is a project charter and why do I need one?

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The Workstream
Project management

12 vital project management principles

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Successful project management is a critical activity at every company. Every major business activity is made up of one or more projects.

To deliver maximum business value and user satisfaction, project management requires much more than a spreadsheet, a RACI chart , or occasional meetings. All phases of every project must be supported by a clear, consistent, and transparent decision-making process and effective, efficient collaboration across multiple roles and teams.

The best project management efforts are built upon a core set of governing principles. This guide describes 12 critical principles of project management that provide a structured yet flexible framework and foundation for collaboration. These principles promote effective planning and execution of projects and ensure consistent project management success.

What are the 12 essential principles of project management?

A successful project management plan provides all the information needed to carry out a project from inception through completion and evaluation.

Regardless of your methodology, your approach must successfully address project requirements, stakeholder expectations, and business needs and goals. Adhering to the following 12 essential project management concepts can help assure your project’s success.

Establish the project structure

A project is larger in scope than a typical task or activity. Structure your project in a manageable, understandable way that is easy for the project management team and stakeholders to evaluate.

Define project goals and objectives

Defining the goals and objectives of your project is essential to establishing its structure and gaining support from project management team members and stakeholders. Articulate the goals and specific objectives of the project clearly, and ensure these align with the company's overall objectives.

Identify a project sponsor

Sponsor support is crucial to the success of a project. A project sponsor can provide enthusiastic assistance and helpful guidance for the project. Sponsors also can garner additional support and resources from multiple stakeholders and teams as necessary.

Form roles and responsibilities

Roles and responsibilities will vary depending on business requirements, stakeholder expectations, available people and resources, and other factors. Define these roles clearly to ensure effective collaboration and avoid duplication of efforts and unaddressed project needs.

Ensure team accountability

Foster a culture of accountability within your team. Implement ways to track and measure individual and collective responsibility.

Manage project scope and changes

Adaptability is key throughout a project’s life cycle. Goals, needs, expectations, available people, and resources are subject to change at any time throughout a project’s life cycle. Every project management plan must include a robust strategy and clearly defined processes for managing project scope and dealing with changes.

Create a risk management plan

Risks can quickly threaten the project, if not the business itself. Project management plans must include comprehensive steps for identifying, assessing, and mitigating project risks. Regularly review and update the risk management plan as the project progresses.

Monitor progress

The project management team should monitor progress at every stage of every project. Establish key performance indicators (KPIs) to help measure progress toward established goals. Your project management plan must also include a system for regularly tracking, assessing, and reporting project progress.

Focus on effective value delivery

The goal of every project is to deliver value to stakeholders and to the business as a whole. Give the highest priority to tasks that contribute to the project's success. Include methods and tools that enable your team to continuously assess and adjust priorities based on stakeholder needs and project objectives.

Establish a performance management baseline

Effective performance management is key to project management success. Establish a performance management baseline to evaluate and track team and project performance. Use performance metrics to identify areas for improvement and recognize achievements.

Finalize the project

To close out your project successfully, complete all the necessary tasks defined in your project plan . Ensure that all deliverables meet quality standards. Obtain necessary stakeholder and management approvals.

Examine successes

Reflect on the project’s successes, and highlight the key factors that contribute to positive outcomes. It’s equally important to document lessons learned to inform future projects and sustain continuous improvement .

Turn project management principles into project success with Confluence

Effective collaboration is essential for unified adherence to project management principles. Collaboration, communication, and documentation are critical elements of every project management effort, from ideation to execution and assessment.

Confluence brings everyone together in a connected workspace to move projects forward. Teams can create, edit, share, and collaborate on project plans seamlessly, keeping everyone on the same page. Confluence can improve project management team performance and lead to more efficient project execution. It can also deliver greater value to team members, stakeholders, and the business. Try Confluence

Project management principles: Frequently asked questions

What is agile project management.

The Agile project management methodology combines the sprints of Scrum with the continuous information sharing and feedback of Kanban. It focuses project management teams on continuous improvement and delivering value to stakeholders. It's flexibility and cross-functional team support make Agile highly effective for managing projects subject to change.

What are common challenges in project management?

All project management efforts face similar challenges, such as:

Scope creep. As a project proceeds, needs, requirements, stakeholder desires, and external influences can also change. These changes can cause deviations from the original plan. They can also lead to budget overruns, delays, and disappointed stakeholders. A detailed plan with a well-defined project timeline and regular communication with stakeholders can help minimize or eliminate scope creep.
Unrealistic deadlines. Overly ambitious deadlines can lead to missed milestones. Project managers must balance what stakeholders want and what is achievable with the available resources.
Insufficient resources. Every project must deal with limited availability of money, time, and talent. Realistic, conservative budgets and accurate cost estimates can help, but teams should expect to face resource constraints beyond their plans and forecasts.
Poor communication. Ineffective communication can lead to misunderstandings, unclear and unmet expectations, additional work, and missed deadlines. Consistent communication can help you avoid scope creep and manage stakeholder expectations.
Change and risk management. Project management plans must include well-documented risk identification and mitigation processes and adaptation to sudden changes. This can help minimize project disruptions and delays.
Monitoring, evaluating, and documenting progress. Consistent monitoring and evaluation can keep projects on track and identify challenges before they become problems. Documentation of monitoring efforts and evaluations can help keep team members and stakeholders informed and engaged.

What are the different project management methodologies?

Here are some of the methodologies most widely used for project management.

Kanban: Kanban focuses on the visualization of tasks and progress. It relies on a shared physical or digital whiteboard typically divided into columns, each labeled with a stage of the workflow —To Do, In Progress, and Completed, for example. Kanban’s visual approach means everyone can see and follow the work as a project progresses. This keeps everyone informed and aligned with each other and the project objectives. Kanban can also help teams be more adaptable and flexible in the face of changing needs or priorities.
Waterfall: Waterfall project management is more linear and sequential than other methods. Waterfall projects typically have well-defined requirements for planning, design, development, testing, and deployment. Waterfall projects demand strict adherence to plans and close alignment with declared requirements and objectives.
Scrum: The Scrum methodology includes a highly structured framework. It defines specific team member roles and the length of each work cycle or sprint. Teams hold daily meetings to review progress and map upcoming sprints. This methodology is well-suited for complex projects and active stakeholder involvement.

Project Plan Template

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