A project plan is the result of diligent planning on the part of the project manager and his or her team. It is the master document that directs how a project will be executed in accordance with the intentions of the project manager. In order to minimize confusion and forced improvisation throughout the project execution phase, there are some key things that must be included in any effective project plan. Let's take a look at some of them.
The project goals
Despite the fact that project goals are stated in the project charter, they should be included in the project plan as well, either to further clarify the project's goals or to include the mission statement as an appendix. Whatever method a project manager uses to incorporate the goals into the project plan, the most essential thing is to establish a clear relationship between the project charter and the project plan.
Deliverables and milestones
An effective project plan should identify these aspects, clarify them, and establish completion dates for each of them.
The deadlines for milestones and important deliverables do not have to be specific dates, but the more accurate the dates, the better. Project managers can more properly divide down task structures when they have precise dates.
Budget
When working with vendors on a project, the project manager is responsible for ensuring that deliverables are performed in accordance with contract requirements, with particular emphasis paid to quality.
It is critical to determine the cost of each milestone and deliverable by examining how much time is required to perform the activities, as well as the labor costs involved in completing the tasks. The cost of the project is proportional to the length of time it takes to complete, which is determined by the scope of the project.
Risk management
Numerous things can go wrong during the course of a project. While it is difficult to anticipate every prospective calamity or little glitch, many dangers can be forecast. Using a risk management plan means the project manager analyzes potential risks to the project, estimates the likelihood that those risks will materialize, and develops measures to reduce those risks. The Marine Agency has more information on why a company needs a risk management plan.
Putting in place risk mitigation methods is important when dealing with risks that are likely to arise or that have high costs connected with them.
Communication
This describes how a project will be presented to various audiences. Important details to include in this stage are how concerns will be addressed and resolved within the team, and how frequently communication will be conducted with the team, as well as with stakeholders or the manager. A communications plan assists project managers in ensuring that the appropriate information is delivered to the appropriate individuals at the appropriate time.
Change management
A change management plan offers a structure for making modifications to a project's scope and execution. Despite the fact that project managers generally prefer to avoid changes to the project, they are occasionally unavoidable. The change management strategy outlines the protocols and processes that will be used when implementing changes. Maintaining compliance with the change management plan is crucial for accountability and transparency, and project sponsors, project managers, and project team members must all do so.