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12 vital project management principles

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Successful project management is a critical activity at every company. Every major business activity is made up of one or more projects.

To deliver maximum business value and user satisfaction, project management requires much more than a spreadsheet, a RACI chart , or occasional meetings. All phases of every project must be supported by a clear, consistent, and transparent decision-making process and effective, efficient collaboration across multiple roles and teams. 

The best project management efforts are built upon a core set of governing principles. This guide describes 12 critical principles of project management that provide a structured yet flexible framework and foundation for collaboration. These principles promote effective planning and execution of projects and ensure consistent project management success. 

What are the 12 essential principles of project management?

A successful project management plan provides all the information needed to carry out a project from inception through completion and evaluation.

Regardless of your methodology, your approach must successfully address project requirements, stakeholder expectations, and business needs and goals. Adhering to the following 12 essential project management concepts can help assure your project’s success.

Establish the project structure

A project is larger in scope than a typical task or activity. Structure your project in a manageable, understandable way that is easy for the project management team and stakeholders to evaluate.

Define project goals and objectives

Defining the goals and objectives of your project is essential to establishing its structure and gaining support from project management team members and stakeholders. Articulate the goals and specific objectives of the project clearly, and ensure these align with the company's overall objectives.

Identify a project sponsor

Sponsor support is crucial to the success of a project. A project sponsor can provide enthusiastic assistance and helpful guidance for the project. Sponsors also can garner additional support and resources from multiple stakeholders and teams as necessary.

Form roles and responsibilities

Roles and responsibilities will vary depending on business requirements, stakeholder expectations, available people and resources, and other factors. Define these roles clearly to ensure effective collaboration and avoid duplication of efforts and unaddressed project needs.

Ensure team accountability

Foster a culture of accountability within your team. Implement ways to track and measure individual and collective responsibility.

Manage project scope and changes

Adaptability is key throughout a project’s life cycle. Goals, needs, expectations, available people, and resources are subject to change at any time throughout a project’s life cycle. Every project management plan must include a robust strategy and clearly defined processes for managing project scope and dealing with changes.

Create a risk management plan

Risks can quickly threaten the project, if not the business itself. Project management plans must include comprehensive steps for identifying, assessing, and mitigating project risks. Regularly review and update the risk management plan as the project progresses.

Monitor progress

The project management team should monitor progress at every stage of every project. Establish key performance indicators (KPIs) to help measure progress toward established goals. Your project management plan must also include a system for regularly tracking, assessing, and reporting project progress.

Focus on effective value delivery

The goal of every project is to deliver value to stakeholders and to the business as a whole. Give the highest priority to tasks that contribute to the project's success. Include methods and tools that enable your team to continuously assess and adjust priorities based on stakeholder needs and project objectives.

Establish a performance management baseline

Effective performance management is key to project management success. Establish a performance management baseline to evaluate and track team and project performance. Use performance metrics to identify areas for improvement and recognize achievements.

Finalize the project

To close out your project successfully, complete all the necessary tasks defined in your project plan . Ensure that all deliverables meet quality standards. Obtain necessary stakeholder and management approvals.

Examine successes

Reflect on the project’s successes, and highlight the key factors that contribute to positive outcomes. It’s equally important to document lessons learned to inform future projects and sustain continuous improvement .

Turn project management principles into project success with Confluence

Effective collaboration is essential for unified adherence to project management principles. Collaboration, communication, and documentation are critical elements of every project management effort, from ideation to execution and assessment.

Confluence brings everyone together in a connected workspace to move projects forward. Teams can create, edit, share, and collaborate on project plans seamlessly, keeping everyone on the same page. Confluence can improve project management team performance and lead to more efficient project execution. It can also deliver greater value to team members, stakeholders, and the business. Try Confluence

Project management principles: Frequently asked questions

What is agile project management.

The Agile project management methodology combines the sprints of Scrum with the continuous information sharing and feedback of Kanban. It focuses project management teams on continuous improvement and delivering value to stakeholders. It's flexibility and cross-functional team support make Agile highly effective for managing projects subject to change.

What are common challenges in project management?

All project management efforts face similar challenges, such as:

• Scope creep. As a project proceeds, needs, requirements, stakeholder desires, and external influences can also change. These changes can cause deviations from the original plan. They can also lead to budget overruns, delays, and disappointed stakeholders. A detailed plan with a well-defined project timeline and regular communication with stakeholders can help minimize or eliminate scope creep. 
• Unrealistic deadlines. Overly ambitious deadlines can lead to missed milestones. Project managers must balance what stakeholders want and what is achievable with the available resources. 
• Insufficient resources. Every project must deal with limited availability of money, time, and talent. Realistic, conservative budgets and accurate cost estimates can help, but teams should expect to face resource constraints beyond their plans and forecasts.
• Poor communication. Ineffective communication can lead to misunderstandings, unclear and unmet expectations, additional work, and missed deadlines. Consistent communication can help you avoid scope creep and manage stakeholder expectations.
• Change and risk management. Project management plans must include well-documented risk identification and mitigation processes and adaptation to sudden changes. This can help minimize project disruptions and delays.
• Monitoring, evaluating, and documenting progress. Consistent monitoring and evaluation can keep projects on track and identify challenges before they become problems. Documentation of monitoring efforts and evaluations can help keep team members and stakeholders informed and engaged.

What are the different project management methodologies?

Here are some of the methodologies most widely used for project management.

• Kanban: Kanban focuses on the visualization of tasks and progress. It relies on a shared physical or digital whiteboard typically divided into columns, each labeled with a stage of the workflow —To Do, In Progress, and Completed, for example. Kanban’s visual approach means everyone can see and follow the work as a project progresses. This keeps everyone informed and aligned with each other and the project objectives. Kanban can also help teams be more adaptable and flexible in the face of changing needs or priorities.
• Waterfall: Waterfall project management is more linear and sequential than other methods. Waterfall projects typically have well-defined requirements for planning, design, development, testing, and deployment. Waterfall projects demand strict adherence to plans and close alignment with declared requirements and objectives.
• Scrum:  The Scrum methodology includes a highly structured framework. It defines specific team member roles and the length of each work cycle or sprint. Teams hold daily meetings to review progress and map upcoming sprints. This methodology is well-suited for complex projects and active stakeholder involvement.

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Project Management: What Is Project Management?

This guide is brought to you by projectmanager, online project management software used by 35,000+ users worldwide..

What Is a Project?

What is project management, project management history, why is project management important, what are the areas of project management, what are the 5 steps in the project management process, what types of project management exist, what tools are used in project management, project management templates, what are the key project management roles, how to start a project management career, which are the best project management certifications, what is project management software.

A project can be simply defined as an endeavor that involves completing tasks to achieve an objective with a limited set of resources and a finite timeline . Based on this definition, it’s clear that most businesses, nonprofits, governments and other types of organizations execute projects of some sort and therefore, need to implement a project management process.

Project management is a process that allows project managers to plan, execute, track and complete projects with the help of a project team. To do so, they must use project management principles, skills, methodologies and tools to lead team members through each of the project management steps which are known as the project lifecycle.

However, project management can’t be defined in one paragraph. In this guide, we’ll cover the basic concepts you need to know to understand what project management is, the stages of the project management process, different types of project management approaches and the tools you can use for managing projects.

In addition, you’ll need project management software to plan, execute and track projects. ProjectManager , for example, has the project planning, scheduling and tracking features you need to manage timelines, resources, costs and teams in one online tool. Use our Gantt charts, kanban boards, and calendars to create project schedules and assign work with real-time resource availability. Get started for free today.

Project management is closely related to other disciplines including program management and portfolio management. However, while they’re similar, they’re not exactly the same. Here’s how they differ.

What Is the Difference Between Project Management and Program Management?

Program management uses the same principles and techniques as project management, but as its name suggests, it consists of managing programs instead of projects . Programs are a group of related projects that are executed simultaneously to make the most out of an organization’s available resources which presents unique challenges for project management professionals.

What Is the Difference Between Project Management and Project Portfolio Management?

The main difference between project management and project portfolio management is that the latter focuses on prioritizing projects based on the business objectives and strategic goals of an organization.

Now, let’s review the history of project management and explain its importance for organizations in any industry.

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Project management as we know it today began taking shape roughly in the 1950s when foundational tools and techniques of project management such as the critical path method (CPM), work breakdown structure (WBS) and the program evaluation and review technique (PERT) were created.

However, the origins of project management can be traced back to 1896 when Karol Adamiecki created the harmonogram, which was the inspiration for the Gantt chart , which was later created in 1910 by Henry Gantt and remains one of the most important project management tools today. The origins of project management are closely related to construction, engineering, scientific management and even military research.

Now that we’ve defined what project management is and where it came from, let’s review how it can be implemented by organizations by reviewing the project management steps.

Related: 25 Free Project Management Templates for Excel

In a nutshell, project management is important because it helps organizations control all the moving parts of projects to bring them to successful completion. These moving parts are known as project management areas, which are key project aspects that must be overseen as projects progress.

Here’s a quick definition of each of the 10 project management knowledge areas, first defined by the Project Management Institute (PMI) in its Project Management Body of Knowledge (PMBOK).

• Scope management : Managing the scope of a project, which refers to the tasks, deliverables and milestones that should be delivered.
• Schedule management : Creating a project schedule and setting guidelines for how it’ll be tracked and maintained.
• Cost management : Estimating project costs to create a budget which is then tracked throughout the project.
• Quality management : Ensuring project deliverables meet quality standards.
• Resource management : Acquiring, allocating and tracking project resources like labor, materials and equipment.
• Communication management : Defining communication guidelines for project teams and stakeholders.
• Risk management : Identifying, evaluating and preventing or mitigating risks in your project.
• Procurement Management : Acquiring project resources and maintaining relationships with vendors and suppliers.
• Stakeholder management : Identifying project stakeholders, and managing them based on their expectations and influence over projects.
• Integration management : Creating a framework that helps project teams work better together.

These project management knowledge areas need to be managed during each step of the project management process.

The project management process consists of five steps or phases that all projects must go through: initiation, planning, execution, monitoring and control and closure. These project management phases are also known as process groups, the project management cycle or the project lifecycle . Let’s review each of these steps.

1. Project Initiation

This is the starting phase where the project manager must prove that the project has value and is feasible through a series of project management documents . Here are the most important ones:

• Business case : A business case justifies the need for the project, project objectives and return on investment.
• Feasibility study : A feasibility study proves that the project can be executed within a reasonable time and cost.
• Project charter : A project charter conveys what the project is going to deliver.

Once the project gets approved, the project manager must assemble a project team and set up a project management office. The project initiation phase ends with a kickoff meeting, which is when project goals and scope are defined.

2. Project Planning

The goal of the project planning phase is the creation of the project plan, a comprehensive project document that explains in great detail how the project will be executed. Here’s a quick overview of the most important sections of a project plan.

• Project schedule : The project schedule defines a timeline for the execution of tasks and resource allocation.
• Project budget : A project budget is the sum of all the estimated project costs.
• Scope management plan : Explains how your project scope will be tracked throughout the project.
• Risk management plan : Explains the risks that might affect the project, along with strategies to mitigate them.
• Resource management plan : Describes how your resources will be obtained, allocated and managed during the project.
• Stakeholder management plan : Identifies all project stakeholders  and the guidelines to manage them.

Project managers often lay out their project plan using Gantt chart software , which provides a visual representation of the entire project schedule and project scope. Some Gantt charts automatically identify critical path activities.

3. Project Execution

The third project management phase is project execution, which is when the project plan is executed to meet the project goals and objectives.

The project execution phase is when project managers need to oversee the project management knowledge areas as their project progresses toward the monitoring and control phase.

Along the way, the project manager will reallocate resources or adjust time and scope as needed to keep the team working. In addition, they’ll identify and mitigate risks, deal with problems and incorporate any changes.

4. Project Monitoring and Control

The fourth project management phase, project monitoring and control, takes place concurrently with the execution phase of the project. It involves monitoring the progress of the project execution activities to ensure the project team stays on schedule and within budget. Quality control procedures are applied to guarantee quality assurance.

Reporting is also a critical part of this project management phase. First, it allows project managers to track progress, and second, it provides data for stakeholders during presentations to keep them in the loop. There are many project management reports such as project status, timesheets, workload, allocation and expense reports.

5. Project Closure

The fifth project management phase is project closure, in which the final project deliverables are presented to the stakeholders. Once approved, resources are released, documentation is completed and everything is signed off on.

Now that we’ve learned about the project management life cycle, let’s look at some project management approaches.

Through the years, many project management methodologies have been developed to adjust to the needs of different industries. Some of these project management types or approaches also work best for projects of certain sizes and complexity levels.

Here’s a list of the main project management methodologies . Click the links for an in-depth explanation of each.

Waterfall Project Management

A linear project management approach, in which stakeholder requirements are gathered at the beginning of the project, and then a sequential project plan is created.

Agile Project Management

An iterative project management approach that doesn’t follow a rigid project plan, but instead short sprints of work called agile sprints.

Scrum Project Management

An agile framework that’s very popular for product and software development.

Lean Project Management (or Lean Manufacturing)

This technique was invented to improve manufacturing processes and became a very important project management methodology through the years.

Kanban Method

Kanban is a widely used project management approach that consists of managing work through visual boards and cards. Kanban boards are used by agile and scrum teams.

Just like kanban or lean, six sigma is a set of tools and techniques that were developed to improve production processes and later became a project management approach.

Critical Path Method (CPM)

The critical path method is a project scheduling technique that allows project managers to estimate the duration of a project, identify task dependencies, float and critical activities.

Critical Chain Project Management

A project management approach that’s based on the theory of constraints and uses resource management as the primary way to execute projects effectively.

PRINCE2 is the most popular project management methodology in the UK, Australia, and European countries. PRINCE2 is very similar to the Project Management Body of Knowledge from the PMI because it provides definitions and best practices for project managers.

There is a wide range of project management tools, both online and mobile, available to manage projects. These are the most essential tools for a project manager:

Project Dashboard

A project dashboard is a project-tracking tool that allows you to monitor your costs, tasks and progress. It’s a very useful tool during project execution because it helps project managers quickly determine whether their projects are on track.

Gantt Charts

A Gantt chart is a visual representation of a project timeline that shows all the project tasks in one graph. Gantt charts are used for project planning, project scheduling, task management and resource management. They work best on waterfall projects.

The Gantt chart is the preferred method used by project managers to schedule their projects. Some tasks are dependent on others before they can start or end, and these task dependencies can create bottlenecks later in the project.

By linking them on a Gantt chart, task dependencies help avoid slowing down the schedule. Projects can be divided by milestones  and diamond symbols, which indicate the end of one phase and the beginning of the next.

Kanban Boards

A kanban board is a task management tool that allows project managers and team members to visualize tasks. Kanban boards are used by agile and scrum teams who work in iterative sprints. They’re easy to use and foster team collaboration.

There are many project management charts and diagrams that project managers use to plan, schedule and track their projects. Here are some of the most commonly used ones.

• Gantt Chart Template
• Work Breakdown Structure Template
• Project Budget Template
• Project Timeline Template

These are just some examples of project management charts. We have a library of project management templates you can use to manage every project phase.

However, while these templates can be very useful, they’re still static documents that can’t match the features that you’d get from project management software such as ProjectManager.

A project works best when project management roles are well-defined. While there are project management methods that require different types of project teams, these are the main project management roles:

• Project manager: As we’ve mentioned above, the project manager is responsible for managing the project management knowledge areas throughout the project.
• Project sponsor: The project sponsor represents the customer of the project. Depending on the organization, there can be different levels of project sponsors.
• Project team members: Team members are skilled professionals who work to contribute to the process of producing deliverables, managing risks and achieving project goals.
• Project stakeholders: This is a person or a group who has a vested interest or “stake” in the project. The project manager must communicate project progress to stakeholders throughout the project life cycle.
• Clients: This is a group or a person for whom the project or a key component of the project is delivered.

Ready to become a project management professional? You’ll need to work on your project management skills and a certification program to become a professional project manager.

Project managers are leaders. They need to motivate their teams as well as plan, monitor and report on their progress. It’s a job requiring many hats. They must have strong project management skills and be able to clearly connect with both stakeholders and the project team.

Additionally, formal project managers are typically certified through agencies like the Project Management Institute (PMI) in the U.S. or PRINCE2 in the U.K. After certification, they’re required to maintain their certifications by acquiring additional project management training to gather a targeted number of Professional Development Units (PDU).

How Much Does a Project Manager Make?

In terms of salary, a project manager can earn anywhere from under $100,000 to close to $200,000 a year. This is dependent on a number of factors, including location, education, years of experience, performance and more.

There are several organizations over the world that provide project management certifications and training. Here are the most popular ones.

• Google project management certificate : Google recently developed this training program in association with Coursera, which teaches all the project management basics.
• PMI certifications : PMI offers numerous project management certifications. Most project managers obtain the Project Management Professional (PMP) certification which is an industry standard.
• Agile certifications: There are plenty of agile project management certifications and training courses. These are a requirement for agile and scrum project managers.
• PRINCE2 certifications: PRINCE2 is the project management framework used in the UK, Australia and Europe. You’ll need specific certifications to participate in a PRINCE2 project.

What Skills Are Needed to Succeed In Project Management?

In addition to certifications, project management positions require a set of soft and hard skills to lead project teams. Project management skills are grouped under two main categories: hard skills and soft skills.

Hard skills are skills that can be acquired by individuals through formal training, such as becoming knowledgeable about project management methodologies, learning how to use project management software or implementing project management techniques.

Soft skills, on the other hand, are skills that people develop over the course of their lives, such as communication skills, problem-solving, time management or work ethic.

Project management software is a platform for managers to plan, monitor and report on projects; it lets teams manage their work and collaborate, too. Watch the video below to see project management software in action:

Choosing the best project management software for your organization isn’t easy as there are many alternatives to choose from. But not all project management software has the same features and, as a project manager, it’s your responsibility to decide which tool works best for your organization.

ProjectManager offers a suite of all the project management tools you need to take your project every step of the way—from initiation through closure. We have the best project planning, scheduling and tracking features.

Project Management Resources

• Work Breakdown Structure
• Project Management Trends (2022)
• Guide to Gantt Charts
• Guide to Project Plans
• Guide to Construction Project Management
• Guide to Program Management

Software Tools

• Gantt Chart Software
• Project Planning Software
• Dashboard Software
• Reporting Software
• Project Management Information System
• Project Management Software for Mac
• Project Management Basics
• Project Management Conferences
• Project Management Framework
• Project Management Principles

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Appendix 1: Project Management PowerPoints

Chapter 1 [PPT]

Chapter 2 [PPT]

Chapter 3 [PPT]

Chapter 4 [PPT]

Chapter 5 [PPT]

Chapter 6 [PPT]

Chapter 7 [PPT]

Chapter 8 [PPT]

Chapter 9 [PPT]

Chapter 10 [PPT]

Chapter 11 [PPT]

Chapter 12 [PPT]

Chapter 13 [PPT]

Chapter 14 [PPT]

Chapter 15 [PPT]

Chapter 16 [PPT]

Chapter 17 [PPT]

Chapter 18 [PPT]

Celebration [PPT]

Project Management - 2nd Edition Copyright © 2014 by Adrienne Watt is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Blog Marketing What is a Project Management Plan and How to Create One

What is a Project Management Plan and How to Create One

Written by: Midori Nediger Dec 11, 2023

Have you ever been part of a project that didn’t go as planned?

It doesn’t feel good.

Wasted time, wasted resources. It’s pretty frustrating for everyone involved.

That’s why it’s so important to create a comprehensive project management plan   before your project gets off the ground.

In this guide, we’ll explore how to create and design a successful project management plan.

We’ll also showcase easy-to-customize project plan templates you can create today with our user-friendly drag-and-drop editor. Let’s get started!

  Click to jump ahead:

What is a project management plan?

5 things you need to know before creating a project management plan, what should a project management plan include, how do you write a project plan, project plan best practices, project management plan templates and examples, common mistakes to avoid when creating a project management plan.

A project management plan is a formal document that defines how a project is going to be carried out by outlining the scope, goals, budget, timeline and deliverables of a project. Its crucial role lies in ensuring the project stays on course.

You write a project plan  during the project planning stage of the  project life cycle , and it must be approved by stakeholders before a project can move on the execution stage.

If some of these terms are new to you, you can get up to speed with this post on project management terms . 

This means your project plan must be engaging, organized, and thorough enough to gain the support of your stakeholders.

Further Reading : New to project management? Read our blog post on the 4 stages of the project life cycle .

The importance of a project management plan

A well-developed project management plan sets the foundation for a successful project by providing a roadmap that guides the project team toward successful project completion. A good project management plan can ensure that:

• Project objectives and goals are clearly defined and understood
• Project scope is effectively managed
• Resources are allocated efficiently to maximize productivity and minimize waste
• Risks are identified, assessed and mitigated
• Project tasks and activities are well-organized and executed in a timely manner.
• Communication among team members , stakeholders and project sponsors is effective and transparent
• Changes to the project are properly evaluated, approved and implemented
• Lessons learned and best practices are documented for future reference and improvement
• Stakeholders are engaged and satisfied with the project outcomes
• The project is delivered within the specified timeline, budget and quality standards

Before diving into creating a project management plan, it is crucial to have a clear understanding of the project objectives and the expectations of stakeholders involved.

Without a firm grasp of these fundamental elements, your project may face significant challenges or fail to deliver the desired outcomes.

Here are key points to consider when creating a project management plan:

• Project Objectives: Clearly understand the project objectives and what you want to achieve. Identify the desired outcomes, deliverables and the purpose of the project.
• Scope of the Project: Determine the boundaries and extent of the project. Define what is included and excluded to ensure clarity and prevent scope creep .
• Stakeholders: Identify all stakeholders who will be impacted by or have an interest in the project. Understand their needs, expectations and level of involvement.
• Resources: Assess the resources required to execute the project successfully. This includes human resources, budget, equipment and materials. Determine their availability and allocation.
• Risks and Constraints: Identify potential risks, uncertainties and constraints that may affect the project. Understand the challenges, limitations and potential obstacles that need to be addressed.

Now that you have these key areas identified, let’s get started with creating your project plan.

Before you start assembling your own plan, you should be familiar with the main components of a typical project plan .

A project management plan should include the following sections:

• Executive summary: A short description of the contents of the report
• Project scope & deliverables: An outline of the boundaries of the project, and a description of how the project will be broken down into measurable deliverables
• Project schedule: A high-level view of project tasks and milestones ( Gantt charts are handy for this)
• Project resources: The budget, personnel, and other resources required to meet project goals
• Risk and issue management plan: A list of factors that could derail the project and a plan for how issues will be identified, addressed, and controlled
• Communication management plan: A plan for how team and stakeholder communication will be handled over the course of the project
• Cost and quality management plan: This section encompasses the project’s budget, cost estimation,and cost control mechanisms. It also includes quality assurance and control measures as well as any testing or verification activities to be performed.

Basically, a project plan should tell stakeholders what needs to get done, how it will get done, and when it will get done.

That said, one size doesn’t fit all. Every project management plan must be tailored to the specific industry and circumstances of the project. You can use a project management app for smoother project planning.

For example, this marketing plan looks client facing. It is tailored to sell the client on the agency:

Whereas this commercial development plan focuses on specific objectives and a detailed timeline:

With those basics out of the way, let’s get into how to write a project management plan that’s as engaging as it is professional.

Further Reading : If you’re looking to create a proposal, read our in-depth business proposal guide. Then try our job proposal templates or business proposal templates .

To write a successful project plan, follow these 5 steps below to create an effective project plan that serves as a valuable tool for project management:

1. Highlight the key elements of your project plan in an executive summary  

An executive summary is a brief description of the key contents of a project plan .

I t’s usually the first thing stakeholders will read, and it should act like a Cliff’s-notes version of the whole plan.

It might touch on a project’s value proposition, goals, deliverables, and important milestones, but it has to be concise (it is a summary, after all). First, make sure you develop a proof of concept .

In this example, an executive summary can be broken into columns to contrast the existing problem with the project solution:

The two-column format with clear headers helps break up the information, making it extremely easy to read at a glance.

Here’s another example of a project management plan executive summary. This one visually highlights key takeaways with big fonts and helpful icons:

In this case, the highlighted facts and figures are particularly easy to scan (which is sure to make your stakeholders happy).

But your executive summary won’t always be so simple.

For larger projects, your executive summary will be longer and more detailed.

This project management plan template has a text-heavy executive summary, though the bold headers and different background colors keep it from looking overwhelming:

It’s also a good idea to divide it up into sections, with a dedicated header for each section:

Regardless of how you organize your executive summary, it should give your stakeholders a preview of what’s to come in the rest of the project management plan.

2. Plot your project schedule visually with a Gantt chart

A carefully planned project schedule is key to the success of any project. Without one, your project will likely crumble into a mess of missed deadlines, poor team management, and scope creep.

Luckily, project planning tools like Gantt charts and project timelines make creating your project schedule easy. You can visually plot each project task, add major milestones, then look for any dependencies or conflicts that you haven’t accounted for.

For example, this Gantt chart template outlines high-level project activities over the course of an entire quarter, with tasks color-coded by team:

A high-level roadmap like the one above is probably sufficient for your project management plan. Every team will be able to refer back to this timeline throughout the project to make sure they’re on track.

But before project kickoff, you’ll need to dig in and break down project responsibilities by individual team member, like in this Gantt chart example:

In the later execution and monitoring phases of the project, you’ll thank yourself for creating a detailed visual roadmap that you can track and adjust as things change.

You can also use a project management tool to keep your team organized.

Further Reading:   Our post featuring  Gantt chart examples  and more tips on how to use them for project management.

3. Clarify the structure of your project team with a team org chart

One of the hardest aspects of project planning is assembling a team and aligning them to the project vision.

And aligning your team is all about communication–communicating the project goals, communicating stakeholder requests, communicating the rationale behind big decisions…the list goes on.

This is where good project documentation is crucial! You need to create documents that your team and your stakeholders can access when they have questions or need guidance.

One easy thing to document visually is the structure of your team, with an organizational chart like this one:

In an organizational chart you should include some basic information like team hierarchy and team member contact information. That way your stakeholders have all of the information they need at their fingertips.

But in addition to that, you can indicate the high-level responsibilities of each team member and the channels of communication within the team (so your team knows exactly what they’re accountable for).

Here’s another simple organizational structure template that you can use as a starting point:

Create an organizational chart with our organizational chart maker .

4. Organize project risk factors in a risk breakdown structure

A big part of project planning is identifying the factors that are likely to derail your project, and coming up with plans and process to deal with those factors. This is generally referred to as risk management .

The first step in coming up with a risk management plan is to list all of the factors at play, which is where a risk breakdown structure comes in handy. A risk breakdown structure is a hierarchical representation of project risks, organized by category.

This risk breakdown structure template, for example, shows project risk broken down into technical risk, management risk, and external risk:

Once you’ve constructed your risk breakdown structure, you’ll be ready to do a deep dive into each risk (to assess and plan for any triggers and outcomes).

Streamline your workflow with business process management software .

5. Plan ahead: create project status reports to communicate progress to stakeholders

As I mentioned earlier, communication is fundamental in any project.

But even so, something that’s often overlooked by project managers is a communication management plan–a plan for how the project team is going to communicate with project stakeholders . Too often, project communication defaults to ad-hoc emails or last-minute meetings.

You can avoid this by planning ahead. Start with a project kickoff meeting and include a project status report template as part of your communication plan.

Here’s an example of a simple project status report that you might send to stakeholders on a weekly basis:

This type of report is invaluable for communicating updates on project progress. It shows what you’ve accomplished in a clear, consistent format, which can help flag issues before they arise, build trust with your stakeholders , and makes it easy to reflect on project performance once you’ve reached your goals.

You might also want to include a broader status report for bigger updates on a monthly or quarterly basis, like this one:

The above template allows you to inform stakeholders of more major updates like new budget requirements, revised completion dates, and project performance ratings.

You can even include visualization of up-to-date project milestones, like this example below:

Want more tips on creating visuals to enhance your communications? Read our visual communication guide for businesses . 

Before you dive in, remember: a clear and adaptable plan is crucial for project success. Here are some best practices to keep your project plan on track:

• Use headers, columns and highlights to make your executive summary easy to read
• Plot your project schedule with a Gantt chart (with tasks color-coded by department or team member)
• Use visuals like organizational charts and risk breakdown structures to communicate across your team and with stakeholders
• Pick a flexible template that you can update to align with stakeholder requests

A project management plan is probably the most important deliverable your stakeholders will receive from you (besides the project itself).

It holds all of the information that stakeholders will use to determine whether your project moves forward or gets kicked to the curb.

That’s why it’s a good idea to start with a project management plan template. Using a template can help you organize your information logically and ensure it’s engaging enough to hold your stakeholders’ attention.

Construction project management plan template

Time is money, especially with construction projects. Having a construction plan template brings order to the chaos.

Instead of staring at a messy pile of construction stuff, you’ve got a plan that breaks everything down into bite-sized pieces.

And let’s not forget the paperwork. Construction projects have rules and regulations to follow. Your project plan helps you stay on the right side of the law with all the necessary documentation and compliance measures.

Start with a meticulous project overview, like in the second page of this template:

Though you may think this project will be similar to others you’ve done in the past, it’s important to nail the details.

This will also help you understand the scope of work so you can estimate costs properly and arrive at a quote that’s neither too high or low. Ontario Construction News has great advice on this process.

Simple project management plan template

This simple project management plan template that clearly lays out all of the information your stakeholders will need:

Simple project management communication plan template

A key part of project management is making sure everyone’s in the loop. A project communication plan ensures everyone knows how, where, who and when the team will communicate during the course of the project. Also construction scheduling is a critical aspect of the project management plan as it helps to ensure that all necessary tasks are completed within the allocated time frame and budget.

The key is to figure out what kind of communications is valuable to stakeholders and what is simply overwhelming and won’t lead to better decisions.

This template clearly outlines all of these factors to help manage expectations and eliminate confusion about what will get communicated and when:

Commercial development project plan template

The below project management plan template is simple and minimal, but still uses a unique layout and simple visuals to create an easy-to-read, scannable project overview.

This template is perfect for building or construction management , or any technical projects:

When picking a project plan template, look for one that’s flexible enough to accommodate any changes your stakeholders might request before they’ll approve the project. You never know what might change in the early planning stages of the project! You can also use project management tools to help you with your planning !

Creating a solid project management plan is crucial for setting your project up for success. Here are some common mistakes to avoid:

• Lack of clear goals: Don’t just have a vague idea of what you want to achieve. Define clear, SMART goals (Specific, Measurable, Achievable, Relevant and Time-bound) for your project. That way, everyone will be on the same page and it’ll be easier to measure progress effectively.
• Unrealistic timelines: Be optimistic, but also realistic. Don’t underestimate the time required for tasks. Factor in potential delays and buffer time when creating your project schedule.
• Scope creep: New requirements mid-project can affect deadlines and budgets. Plan the project clearly upfront, and take into consideration any changes that might come up.
• Poor communication: Communication is key throughout the project lifecycle. Regularly update stakeholders, team members and clients on progress, roadblocks and changes.
• Ignoring risks: Things don’t always go according to plan. Identify potential risks upfront and have a mitigation strategy in place for each one.
• Not involving stakeholders: Get key stakeholders involved early on. This helps manage everyone’s expectations and that you have the buy-in you need for success.
• Neglecting resource constraints: Don’t overload your team or underestimate the resources needed. Carefully consider the skills, time and budget available when planning your project.
• Micromanaging: Trust your team! Delegate tasks effectively and give them the autonomy they need to do their jobs.
• Failing to document: Keep good records. Document project decisions, plans and communication. This helps maintain transparency and ensures everyone has access to the latest information.
• Not adapting to change: Be prepared to adapt your plan as needed. Projects are rarely static, so be flexible and willing to adjust your approach based on new information or developments.

So, that’s the scoop on project management plans! I hope this piece will help you to avoid confusion, keep expectations in check and be ready to tackle any bumps for your upcoming projects.

If you ever need a revision, just follow the steps we talked about, use those best practices and you’ll have a plan that sets your project up for a win. Just remember, even the best plans need some tweaking sometimes. Be flexible and adjust as needed and you’re good to go!

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Project Management Presentation Templates

Streamline project planning and presentation with our 100% editable project management powerpoint templates and google slides themes. from gantt charts to task timelines, our designs simplify complex concepts. choose from a variety of designs, ace your project presentations, and impress your stakeholders today with our free slides.

• Clarity and Structure: A well-organized project management slide template ensures that complex data and processes are presented in an easy-to-digest format.
• Customization: With our 100% editable templates, you can tailor your presentation to match your brand or the specific requirements of your audience.
• Visual Engagement: Our slides come adorned with creative infographics ranging from multicolor circles, hexagons, flower models, puzzles, and arrows, to triangles. These graphical elements not only beautify your slides but also make data interpretation simpler and more engaging.

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What are the project management presentation templates.

Project Management Presentation templates are the best presentation slides designed with awesome project background themes. These templates are the perfect choice for project presentations. Also, it can creatively represent the project data through impressive visual cues.

Where can we use these Project Management Presentation Slides?

These Project Management Presentation slides are perfectly fit for project presentations and depict the project management processes at different business organizations.

How can I make Project Management Template in a presentation?

Compared to experienced PowerPoint designers, creating a PowerPoint template may require a lot of work for beginners. Therefore, it is preferable to select well-designed ready-made templates from Slide Egg. For more creative PowerPoint design ideas, you can also visit our PowerPoint tips and tricks section.

Where can I find free PPT Templates?

Several websites provide free PPT presentation templates. But the most challenging aspect is picking the ideal template for your requirements. Therefore, ensure you only download templates from reputable websites like Slide Egg.

Who can use Project Management Templates?

All project managers and project leads can use these well-designed Project management templates. These templates are designed with excellent features to enhance your project work. Use these creative layouts to impress the audience.

Why do we need to use Project Management slides?

These Project Management slides are the best templates for creating a quick presentation. In addition, these templates are pre-designed to make your work effortless. Also, it holds colorful PowerPoint features to represent your work effectively.

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What Is Project Management?

Understanding project management.

• Project vs. Program Management

The Bottom Line

What is project management and what are the types.

Investopedia / Theresa Chiechi

Project management is the planning and organization of a company's resources to move a specific task, event, or duty toward completion. It can involve a one-time project or an ongoing activity, and resources managed include personnel, finances, technology, and intellectual property.

Key Takeaways

• On a very basic level, project management includes the planning, initiation, execution, monitoring, and closing of a project.
• Many different types of project management methodologies and techniques exist, including traditional, waterfall, agile, and lean.
• Project management is used across industries and is an important part of the success of construction, engineering, and IT companies.

Generally speaking, the project management process includes the following stages: planning, initiation, execution, monitoring, and closing. We'll discuss each of those stages in more depth later in this article.

Project management often is associated with fields in engineering and construction and, more lately, healthcare and information technology (IT), which typically have a complex set of components that have to be completed and assembled in a set fashion to create a functioning product.

No matter the industry, project managers tend to have roughly the same job: to help define the goals and objectives of the project and determine when the various project components are to be completed and by whom. They also create quality control checks to ensure completed components meet a certain standard.

From start to finish, every project needs a plan that outlines how things will get off the ground, how they will be built, and how they will finish.

Every project usually has a budget and a time frame. Project management uses a type of triage process to keep everything moving smoothly, on time, and on budget. That means when the planned time frame is coming to an end, the project manager may keep all the team members working on the project to finish on schedule. Many types of project management have been developed to meet the specific needs of certain industries or types of projects. Three of those types are waterfall, agile, and lean.

Types of Project Management

Waterfall project management.

This is similar to traditional project management but includes the caveat that each task needs to be completed before the next one starts. Steps are linear and progress flows in one direction—like a waterfall. Because of this, attention to task sequences and timelines is very important in this type of project management. Often, the size of the team working on the project will grow as smaller tasks are completed and larger tasks begin.

Agile Project Management

The computer software industry was one of the first to use this methodology. With the basis originating in the 12 core principles of the Agile Manifesto, agile project management is an iterative process focused on the continuous monitoring and improvement of deliverables . At its core, high-quality deliverables are a result of providing customer value, team interactions, and adapting to current business circumstances.

Agile project management does not follow a sequential stage-by-stage approach. Instead, phases of the project are completed in parallel to each other by various team members in an organization. This approach can find and rectify errors without having to restart the entire procedure.

Lean Project Management

This methodology is all about avoiding waste, both of time and of resources. The main idea is to create more value for customers with fewer resources. When managing a project with this approach, the goal is similar to that of the lean enterprise production principle. The only resources that will be used on the project are those that directly contribute to its successful completion.

There are many more methodologies and types of project management than listed here, but these are some of the most common. The type used depends on the preference of the project manager or the company whose project is being managed.

Kanban Project Management

Kanban is a highly visual and intuitive project management methodology designed to optimize workflow and enhance productivity. At its core, Kanban relies on a Kanban board, a visual representation of the project's tasks and their status. Tasks are depicted as cards that move through different stages of the workflow, typically represented as columns on the board, such as "to do," "in progress," and "done."

As work progresses, team members move cards across the board, providing real-time visibility into the status of each task and the overall project. By visualizing work in this way, Kanban promotes transparency, collaboration, and efficiency, allowing teams to identify bottlenecks, prioritize tasks, and maintain a steady flow of work.

Six Sigma Project Management

Perhaps considered more of a process improvement tool, Six Sigma can still be used in project management. Six Sigma is a rigorous and data-driven approach to process improvement that aims to minimize defects and variability within organizational processes.

Six Sigma utilizes a structured methodology known as DMAIC : Define, Measure, Analyze, Improve, and Control. In the Define phase, project goals and objectives are clarified, and key metrics are established to measure process performance. The Measure phase involves collecting relevant data and analyzing process performance against established metrics to identify areas for improvement.

In the Analyze phase, root causes of defects or variations are identified through statistical analysis and data-driven techniques. Once root causes are understood, the Improve phase focuses on implementing targeted solutions to address identified issues and optimize process performance. Finally, the Control phase involves establishing controls and monitoring systems to sustain improvements over time, ensuring that processes remain stable and continue to meet desired performance levels.

Scrum Project Management

Scrum is a popular agile framework designed to enhance team collaboration and deliver value iteratively. Scrum breaks down project work into manageable units called sprints, usually lasting between one to four weeks. Each sprint begins with a planning session where the team selects a set of tasks from the product backlog to complete during the sprint. Once the sprint starts, the team works collaboratively to achieve the sprint goal, holding daily stand-up meetings to discuss progress, address challenges, and adapt as needed.

Throughout the sprint, Scrum teams focus on delivering incremental value, often producing a potentially shippable product increment by the end of each sprint. At the conclusion of the sprint, the team conducts a sprint review to demonstrate the completed work to stakeholders and gather feedback.

Steps of Project Management

Different project management frameworks may identify more or less steps. In general, there's five stages of project management, each discussed briefly below.

Phase 1: Initiation

The initiation phase serves as the genesis of the project, where an idea is nurtured into a clear vision. It involves brainstorming, feasibility studies , and refining the project concept to align with organizational goals and stakeholder needs. In the initiation stage, project objectives are defined, along with the scope of work and the desired outcomes.

Phase 2: Planning

Planning is the phase where the blueprint for the project is crafted. Planning involves breaking down the project into manageable tasks, sequencing them logically, estimating resources, and developing a comprehensive project plan.

Planning usually entails some sort of resource allocation tasks. Resource allocation ensures that the necessary people, materials, and budget are available when needed. Risk management identifies potential threats when those resources may not be achievable at the right time or quantity.

Phase 3: Execution

The execution phase is where the project plan comes to life, and the project team swings into action. Tasks are assigned, and the project team members collaborate to bring the project deliverables to fruition. Quality assurance processes are implemented to verify that project deliverables meet the specified quality standards. The execution phase is the period of intense activity as the project potentially visibly progresses toward its goals.

Phase 4: Monitoring

Once the project is underway, the monitoring phase involves tracking project performance against the plan, identifying any deviations or issues, and taking corrective action to bring the project back on course. Change management processes are implemented to address any changes to the project scope, schedule, or resources. Project managers use this phase to tackle any obstacles that come up (i.e. late deliveries, personnel being unavailable, etc.).

Phase 5: Closing

The closing phase marks the culmination of the project journey. Loose ends are tied, and hopefully, accomplishments are celebrated. In the closing phase, the final deliverables are handed over to the customer or end user, and any remaining administrative tasks such as contract closure or financial reconciliations are completed. It's usually a good idea to debrief on "lessons learned" to implement better processes or project management techniques for future similar projects.

Example of Project Management

Let's say a project manager is tasked with leading a team to develop software products. They begin by identifying the scope of the project. They then assign tasks to the project team, which can include developers, engineers, technical writers, and quality assurance specialists. The project manager creates a schedule and sets deadlines.

Often, a project manager will use visual representations of workflow, such as Gantt charts or PERT charts , to determine which tasks are to be completed by which departments. We'll touch on visualizations in the next section. They set a budget that includes sufficient funds to keep the project within budget even in the face of unexpected contingencies. The project manager also makes sure the team has the resources it needs to build, test, and deploy a software product.

When a large IT company acquires smaller companies, a key part of the  project manager's job is to integrate project team members from various backgrounds and instill a sense of group purpose about meeting the end goal. Project managers may have some technical know-how but also have the important task of taking high-level corporate visions and delivering tangible results on time and within budget.

Project Management Tools

To held with organizing and staying on top of tasks, the industry of project management usually leverages a handful of tools. These tools have been touched on throughout this article, but we'll call them out more specifically now. Note that projects that differ in size or scope may call for additional tools, and some smaller projects may be able to do without some of these tools altogether.

• Project management software provides a digital platform for organizing, planning, and tracking project activities. Some more common project management software tools include Microsoft Project, Asana, Trello, or Jira.
• Communication tools facilitate real-time collaboration and communication among project teams, stakeholders, and project managers. For example, Slack is a popular messaging platform that lets team members to communicate through channels, direct messages, and file sharing. Other examples include Microsoft Teams or Zoom.
• Project managers usually rely on document management systems to store, organize, and share project documents. These repositories can range from SharePoint, Google Drive, or DropBox. Document management systems ensure that team members have access to the latest project documentation.
• For companies that want to know what time is being spent on what task, time-tracking software allows team members to record what they've been up to. Platforms like Harvest offer time tracking, expense tracking , and invoicing features, helping project managers monitor project progress. This may be really important for some projects, especially if items are being billed to a client. Another example of this type of tool is Toggl.
• Last, project management entails risk management tools . Something like Risk Register can help identify potential risks, their likelihood, and their potential impact on project objectives. Meanwhile, internal model simulations like Monte Carlo can analyze probability distributions.

Project Management vs. Program Management

Program management and project management are both essential disciplines within the field of organizational management. They do serve distinct purposes and involve different responsibilities.

Project management focuses on the successful delivery of specific, time-bound initiatives. A project is more often a temporary endeavor undertaken to create a unique product, service, or result. On the other hand, program management involves the oversight of multiple related initiatives that collectively contribute to achieving strategic organizational objectives.

As opposed to a project, a program is a collection of projects. Program managers are responsible for aligning individual projects with the organization's strategic goals, and this entails managing interdependencies between projects. For example, a company may sell an entire suite of options for smart technology devices. Program management would ensure that each device (smart light bulbs, smart thermostats, smart security cameras, etc.) would align with larger company initiatives. Project management would ensure optimal management of future products.

Project management is the planning, execution, and monitoring of a series of tasks that have an end goal. Companies embark on project management to achieve a certain process, making sure the proper steps are taken at the right time. This may relate to the company's operations (i.e. moving from one office building to another) or the company's business model (i.e. a technology firm crafting a new software product).

Why Is Project Management Important?

Project management ensures that large deliverables are executed properly. Instead of focusing on one large end product, project management usually documents, evaluates, and monitors a series of smaller, more manageable tasks that come together to make something bigger possible. Project management is important because it ensures end goals are achieved.

What Are Examples of Project Types?

A common example of a project would be product development. Multiple departments are involved in creating the product, marketing it, selling it, and more. The team that designs a project is different from the teams that manufacture, market, or sell the product. As part of a project, each of these teams would be working with a project manager who helps move the product development from one stage to the next.

What Makes a Good Project Plan?

Communication is key to a good project plan. Each team's responsibilities should be detailed with a goal, a time frame, and resources available, for example. Visual explanations such as Gantt charts also are helpful. These are bar graphs that can show each stage of a project and, for example, the time when that stage will take place. This is just one example as the best way to outline a plan for those involved depends on the scope and details of the plan.

Project management is an important part of bringing different teams or different departments together to achieve a singular goal. If creating a product, for example, someone needs to design it, someone needs to build it, someone needs to test it, someone needs to market it, etc. The project manager helps define the ultimate goal of the project and set forth a timeline for how and when that project will be achieved. That way, for example, product testers and product marketers can know what to expect and when to expect it—as well as what they are expected to achieve when the project reaches their respective stages.

Agile Manifesto. " Manifesto for Agile Software Development ."

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