How to Write a Project Management Plan?
If you’re worried about creating a project management plan, don’t bother this blog will detail everyone you must consider while developing a project management plan. Feel free if you are new to this field and have failed every time. This will guide you to create a successful project management plan.
What is a Project Management Plan?
Project management is a formal document that encapsulates various processes required to achieve a specific goal, which involves initiation of the project, planning, execution, controlling and project closure (Mallon., 2015). This is a structured approach that the project managers must follow to achieve success. Effective planning plays a vital role in achieving success, and it requires breaking the project into various tasks and assigning the task to the specialised members of the team. The project’s objective must be transparent among the team members, and there must be effective collaboration among the workforce. To make sure the project is on the proper track and everyone is working towards the same goal, it also takes effective planning and teamwork from the team members and project managers. The primary objective of project management is to successfully execute the project within a stipulated timeline and budget without compromising the quality and deliverables of the project. Before you execute the project or bring the workforce into motion, you need to take approval from the stakeholders; this is the most important stage of the project life cycle.
Who are the responsible persons in the project management plan?
- Project Sponsor: This person plays the role of the project sponsor, works with project managers, and approves the project budget.
- Project Manager: A project manager plays a crucial role in the project management. They are responsible for overseeing the project’s execution, monitoring the progress of the project, controlling and managing resources managing risks and making quick decisions in critical situations before they become major issues (Kabeyi., 2019). They are responsible for keeping a track record of the progress of the project and ensuring the ongoing project is aligned with the project goals. They were responsible for hiring staff and communicating with the team members and involved stakeholders. They are champions of the ongoing project who take care of everything.
- Resource Manager: They are responsible for identifying individuals who match the required skills needed for the project. Also, they engage themselves in managing resources and making sure resources are utilised properly. They took care of no resources being misused and monitored and optimised the use of resources.
- Business Analyst: They analyse data and ensure the team members have all the required resources.
- Project Team Members: They are the key to success in the project; they have a huge contribution to the project. And they perform the tasks and complete assigned tasks within a deadline and make the project delivery possible on time.
Important steps of Project Management
The following are the five stages of project management
- Project initiation: This briefly describes the project’s aims; this is the initial stage of the project. At this stage, the project managers define the project’s objectives, identify stakeholders, and outline the project scope. This stage also involves site investigation and evaluates the existing risk.
- Project planning: This involves proper project planning where the project managers, along with involved stakeholders, do effective planning by considering cost, time, resource allocation and other necessary tasks. This is the crucial step that involves a detailed roadmap for executing the project successfully. This stage also involves identifying risks, developing risk management strategies and establishing a strong communication plan with the involved team members and other stakeholders.
- Project execution: At this stage, planning comes into action, and this stage also involves assigning the task to team members and monitoring the progress of the project. At this stage, the project managers hold regular meetings, track progress, and ensure the project tasks are completed as planned.
- Project performance and control: This step involves closely monitoring the project’s progress, tracking performance metrics, and comparing them to the planned goals. It also includes identifying and addressing any shortcomings during the project’s execution. At this stage, the project managers keep a track record of the project’s performance and execute control if required.
- Project closure: This is the final stage of the project; this includes verifying that all project deliverables are completed and the quality is maintained. At this stage, the project managers hand over the project to the client, prepare a final budget and releases all the staff and resources.
How to write a Project Management Plan?
One must follow the following points to craft an effective project management plan:
- Define the project scope: The first and foremost step is to state the project’s scope clearly. It is essential to define the project scope clearly. This is important to outline the project’s scope by stating the project’s objectives, deliverables, costs and boundaries. A well-defined scope provides a road map for the project managers, and they can make decisions if any change is required. It gives an overview of what the project aims to do, and the project managers can utilise this to assign tasks as per the specialisation of the team members and help the team to remain on track and meet the expectation of the project.
- Fix your project budget: After you are done outlining the project scope, you must fix the budget and plan for investment and funds accordingly. An effective budget gives an overview to the project managers about how much money they can spend on each task. And they can plan accordingly how to allocate the overall fund among the various resources.
- Establish Project Goals and Objectives: This step outlines the aims of the planned project and provides direction to the project managers and involved team members. Your project management plan should clearly state the project’s objective, which must be transparent and crystal clear among the team members who play a vital role in the project. When you set your objective, discuss it with the stakeholders and take feedback. You must dedicate effective time to crafting the objectives of the project management plan, as it serves as the foundation of the whole process.
- Identify the involved stakeholders: You must identify the stakeholders and their responsibilities at this stage. Stakeholders don’t only refer to the board of directors; it includes every individual who will be affected by the change. Stakeholders include team members, sponsors, business analysts, labour, and clients. Each plays different functions, and assigning them different tasks will help manage their involvement throughout the project. The team members must be assigned tasks as per their specialisation; this will make the workforce effective enough to carry out the assigned task and maximise the project’s outcome.
- Breakdown down the whole project into parts: Project management is a complex process involving various stages with different roles and responsibilities. Breaking down the whole project into manageable tasks and subtasks makes the process smoother and more manageable. After your break down the whole project into manageable sub-task, you must prioritise the task as per their importance. This will give a visual representation of the whole project in hierarchical form, and you can allocate resources, estimate time and cost and project managers will be able to track the ongoing project’s progress.
- Define project deliverables: The team members must have the proper knowledge about the project deliverables; what your project aims to deliver must be crystal clear for the team members. The project managers should keep a track record of whether the project task is aligned with the objectives of the project or not. They must ensure the team members are effectively utilising the resources and should maintainquality of their work even in a rush situation. It is the responsibility of the project managers they must motivate their team members to put the best possible outcome.
- Estimate time and resources: Before you move on to the execution stage, you must estimate the accurate time the project will take and must make a resource scheduling. This will give an overview of the required amount of resources that the project will require; the project managers must ensure the team members are equipped with all the necessary resources. They must ensure that the resources are utilised to their maximum limit.
- Develop project schedule: At this stage, you must develop a Gantt chart which will mention the project’s details, including its start and end dates. This gives a visual representation of tasks. A project schedule involves various tasks, defining their dependencies, and allocating resources. With the help of the Gantt chart, project managers can prioritise the tasks and identify critical paths and overlapping tasks which can delay the delivery of the project.
- Allocate resources: This is the crucial stage where you must allocate resources to ensure the project can be executed successfully. The project managers must ensure that the team members are assigned tasks based on their skills and capability.
- Identify and mitigate risks: Risks are an integral part of any project, and you must be prepared with overcoming strategies. When you are entered into the execution strategy, to must identify the potential risks and develop strategies to mitigate those risks. You must be careful about the risks and make quick decisions before the risks become major ones. An effective risk management schedule must involve risk management as the project life-cycle involves various risks, and you must monitor the process regularly.
- Monitor your project: This is the most crucial stage, and it is vital to make sure the project is moving forward. To do this, the project managers must monitor the project’s real progress. It is advised to use a project management tool to track tasks and thus address any issue that may delay the delivery of the project.
- Kabeyi, M.J.B., 2019. Evolution of project management, monitoring and evaluation, with historical events and projects that have shaped the development of project management as a profession. Int J Sci Res, 8(12), pp.63-79.
- Mallon, M., 2015. Project management. Public Services Quarterly.
Frequently Asked Questions
Q1. What is a project management plan?
Project management is a structured approach it involves various stages that the project managers should follow to achieve specific goals. The main objective of the project management plan is to effectively maintain coordination and manage resources, tasks, and team members to achieve the project’s goals. It is an essential tool for organisations that drives up their business growth. This is a complex procedure, and it involves effective communication and coordination among the team members and project managers.
Q2. What are the stages of project management?
There are five stages of project management: project initiation, project planning, project execution, project performance and control and the final stage, project closure. The project managers should follow these five steps to execute their project successfully.
Q3. Who are the stakeholders of a project?
Stakeholders not only refer to the Board of Directors; it involves the engaged team members, contractors, clients, project managers, staff, and anyone affected by this change.
Q4. What is the role of project managers in a project?
They play an important role in project management and are responsible for taking care of the project execution process, monitoring, controlling and resource managing and risk management. They are the most responsible persons in a project. They are the champions of the ongoing project.
Q5. How to write a project management plan?
You must follow several steps to write a perfect project management plan. You must make a clear statement of the scope of the project it must be crystal clear. This will provide a roadmap for the project managers, who can make effective decisions based on the scope of the project plan.
Author Bio: Mark Edmonds is a project management expert at Academic Assignments, offering top-notch project assignment help at affordable prices. With vast knowledge and experience in the field, Mark provides valuable guidance on writing effective project management plans for successful project execution.