How to write a project plan, step by step

Why create a project plan?

Projects consist of multiple moving parts over a set period of time. When managing a project, having a plan will ensure that you and your teammates know what is needed to complete the project in a timely manner. Without an organized plan, it can be hard to track the progress of the project. Not having a plan can also lead to unexpected surprises in timing, problems with workload management, and a sense of uncertainty regarding what needs to be done and how the parts will work together at completion.

Steps for writing a project plan

Even the process of creating a project plan requires some planning. Use these steps as a guide for writing up your plan:

Step one: Define your goals

The ultimate goal of a project may be to complete it altogether, but there are plenty of smaller achievements that lead up to the final product. It’s important to lay out your goals, tasks, and plans before formally diving into things. Start this step by writing down a list of goals and what you wish to achieve with this project. It may help to look through previous projects or to brainstorm with your team for ideas.

Grow a business

Use free apps and tools from microsoft for your small business and side gig.

Learn more

Step two: Figure out the timing

Time management is one of the most important aspects of a project. Creating a week-by-week plan will help you and your teammates understand when things need to be done. Provide rough estimates for how long certain tasks will take, then map out the number of tasks will be completed each week. You can use this time to identify any tasks that are time-consuming or must be prioritized to make sure that there is enough time for them. It may also be helpful to include some buffer room in case things do not go according to plan.

Step three: Get to know everyone’s preferences

The final project plan will serve as an essential guide for your team members to follow throughout the duration of the project. Make sure that your team is aligned with how the plan is laid out so that everyone is on the same page. It’s also smart to ensure that each member of your team is playing to their strengths. Managing your project with OneNote and putting everything on a collaborative digital tool like Microsoft Project can make it easier to share the details with everyone involved.

Step four: Write up the first draft

Once you have the details sorted out, it’s time to write up the first draft of the overall plan. You can write out everything on a single document or use a project planning template to keep everything organized. Discuss the initial plan with your team and make adjustments as needed. Make sure that the overall plan is realistic and easy interpret so that all members of your team can understand it at a glance.

Step five: Finalize the plan and get started

After you’ve incorporated any feedback and edits, you can get started on the project. You may need to continue adjusting the plan throughout the process, depending on how things go. Get tips on how to work in a group setting to help manage conflicts and productivity within your team.

Planning a project takes a lot of effort, and creating an efficient plan before starting will help smoothen out the process. Browse our organization tips to find more project management advice.