What's in a Perfect Project Plan You Need?
Consider this four-letter word plan. It can be a verb. Or, it can be a noun. You use it in both forms, many times each day. You may plan on going out this evening, but what is the game plan? And, is it the perfect project plan you need?
You're planning on the fact that it is. You are the stakeholder of that plan. If you didn't plan properly, it won't be a fun night, meaning your plan would have failed. Hence, it wouldn't be a perfect project plan you need.
Whether you realize it our not, everything you do, every project you tackle, starts with a plan. It can be simplistic or sophisticated, but there is a plan in place. You have a vested interest in the outcome of that plan, good or bad. Therefore, that makes YOU a stakeholder.
Hence, the stakes could get higher when the plan relates to business. That's when it's imperative that you thrive to create the perfect plan you need. Utilizing these 10 essential elements, can help you create that perfect project plan you need today.
Putting on the Ritz
Food and drink are oftentimes the focal point of many business gatherings. For the sake of this article, let's imagine you're in the catering business. You have been commissioned to produce an elegant gala. Your client wants you to "Put on the Ritz" - meaning make it an ostentatious and perfect production. Now, challenge on!
#1 You Need to Outline the Perfect Project Plan You Need
You and your client are the stakeholders. Together, you must determine the criteria that leads to the task at hand. What are the project goals and priorities? Is there an expectation of you and your team?
You need to create an outline to follow throughout your project. Hence, a strong detailed outline is like a map leading to your destination, your perfect project plan.
#2 You need to Make a List for a Perfect Project Plan
In your outline, you should list all the objectives of this project. Thinking about our Ritzy Gala, the client obviously wants to make a lasting impression. The objective here is to create a "wow factor" that will dazzle his guest.
Along with the objective, you need a clear vision of all the requirements in order to meet the needs of your client. By listing each element in your outline, it provides a graphic description of the objective and ensures a better understanding of the clients needs. However, if you don't you will not be productive. But, when you outline these details, it allows everyone to be on the same page. Now, the project would be less apt to suffer from costly miscommunications and be more productive.
#3 You Need to Develop a Project Scope Statement
The Project Scope Statement could consist of - but not be limited to - pertinent questions such as: What is the goal of this project? At the same time, what are you looking to accomplish? Are there different types of people involved? What ideas do you have? Is there a timeline are you looking at?
Additional information about creating a Project Scope Statement can be obtained at bit.ly/ProjectPlanning
#4 You Need Specific Information for a Perfect Project Plan You Need
Record all the details of your project in specific terms. In the case of our "Ritzy Gala", you would need to make a list of each item such as the food menu, choice of drinks, entertainment etc.
Therefore, this is your guideline to understanding exactly what the client expects from you. It also allows you to envision the finished project yourself.
#5 You Need to Detail Your Schedule
To accomplish a perfect project plan you need, there is no room for estimating. As a result, be specific about the exact final timeline of order dates, delivery deadlines and final arrangements.
Regardless of what project you undertake, deviating from your due date can have a devastating affect for your stakeholders. As a result, staying on target 🎯 ensures a smooth transition from start to finish.
#6 You Need to Assess All the Risks
Murphy's Law: "What can go wrong, will go wrong." You can always count on some little glitch to upset the perfect game plan. So, be prepared to expect the unexpected. As a result, be proactive and try to identify any potential hazards.
Try to always create a "Plan B". You need a "what if" plan in the event something fails. Consider our Ritzy Gala scenario, for example. It's a wise project manager, who reviews the detail list, timeline and the Project Scope Statement on a regular basis to ensure that every facet of the project is covered before the final deadline. You want this Gala to go off with out a glitch. You want to deliver a perfect project, nes pas?
#7 You Need to Define the Roles and Responsibilities
This is perhaps THE most important element to a perfect project plan. Assign a task/roll to each specific person. Clarify with each person, their duties, their delivery dates, their final deadlines. Don't leave anything to chance.
Be absolutely certain they understand their responsibility to the role they are playing to ensure a final perfect project plan you need. You require them to continually report and update you on their progress.
#8 You Need to Allocate the Resources for a Perfect Project Plan
Remember when you were in English Grammar class and you had to diagram a sentence? Remember thinking, "Why do I have to learn this nonsense? I'm never going to use this again ". Little did you realize then, it helped you understood what role each word played in forming that sentence.
Likewise, in trying to formulate a perfect project plan, a visual diagram will specify the roles and responsibilities of each person on your team. It puts the entire project in prospective. Therefore, you need to see the entire picture. And the diagram will do just that. Be sure to include specific calendar dates and times of any deliveries and deadlines. Consequently, highlighting them in Lemon Yellow really re-enforces the message.
#9 You Need a Quality Plan
Quality should not be sacrificed for perfection. Quality and perfection go hand-in-hand. While concentrating on the perfect project plan, you must also focus on providing top quality service and product to your client. In order to accomplish this, you must create a specific process. As project manager, you need to be assured that you have a quality product in to end.
For this reason, you need to assign specific individuals to engage in quality control through the project. It's better to find the potential hazards early, rather than later. These controllers should also have guidelines and details for reporting updates on the quality and potential roadblocks that could cause delays in meeting the deadline. Constant communication with your quality control team is a perfect process plan.
#10 You Need a Communication Plan
Communication is the glue that holds every project together. You must be in sync with your client. You should create a communication outline for you and the other stakeholders of this project.
This outline should include a comprehensive understanding of what is expected of you. It should include specific dates and timelines to discuss project updates, changes and potential problems. Most importantly, as project manager, you should have an accurate outline of your role as decision maker regarding this project.
You need to know precisely what decisions need approval. You need to know what decisions stand independently. Finally, of utmost importance is, you need to know what types of liberties you can take to ensure a Perfect Project Plan you need!
These tips are brought to you by WRIKE.
Infographic brought to you by Wrike project management software company.
I'd love to know in the comments below how you create your perfect project plan today!
