5 Steps to Planning A Successful Project

The key to a successful project is in the planning.  Creating a project plan is the first thing you should do when undertaking any kind of project.  Taking the time to plan a project can seem tedious, especially when you are excited about the potential outcome, but having a project plan can save time, money, and many problems.  There are five elements of a project plan:

1. Goals:  A project is successful when the needs of the stakeholders have been met.  The best way to determine who the stakeholders are and their needs is to conduct interviews.  Take the time to understand the true needs that create real benefits.  Once you have a comprehensive list of needs, assign them a priority level and create a set of  SMART goals.  Record the set of goals in the project plan.   
2. Deliverables:  Create a list of things from the goals that the project needs to deliver in order to meet those goals.  Specify how each item should be delivered.  Add them to the project plan, under the relevant goal, with an estimated delivery date.
3. Schedule:  Create a list of tasks to be carried out for each deliverable.  Identify the amount of time required to complete the task, the resource, and any contingencies to carrying out the task.  Use this information to refine the estimated delivery dates listed under the deliverables. One of the common realizations is that the project has an unrealistic timeline based on your estimates.  Consider the following actions to reestablish expectations:  1)  Renegotiation of the deadline (project delay); 2)  Employment of additional resources (increased cost or personnel); 3)  Reduction in the scope of the project (less delivered)
4. Budget:  Assign a cost for each deliverable.  Be sure to include resource wages; equipment purchases, maintenance, or rental; supplies; and contractor costs.
5. Supporting Plans:  Below is a suggested list of plans that could be a simple, one-page memo to support your project plan.

• Human Resource Plan - a list of participants and resources, with their roles and responsibilities
• Communications Plan - a document outlining who needs to be kept informed of project progress, as well as frequency and method of communication
• Risk Management Plan - identify as many risks to your project as possible.  Track the risks with a simple log, write down what you will do in the event that it occurs, and what you will do to prevent it from occurring.  Some examples of risks are:  time and cost estimates too optimistic, unexpected budget cuts, unclear roles and responsibilities, poor communication, and lack of resources.

photo courtesy of MyStrategicPlan.com

Project planning is a skill that improves with practice.  The first project will take some time to develop, but keep at it, for you will find that this exercise will help you to keep the project on track and to clearly communicate expectations.