Project planning is at the heart of the project life cycle, and tells everyone involved where you’re going and how you’re going to get there. The planning phase is when the project plans are documented, the project deliverables and requirements are defined, and the project schedule is created. It involves creating a set of plans to help guide your team through the implementation and closure phases of the project. The plans created during this phase will help you manage time, cost, quality, changes, risk, and related issues. They will also help you control staff and external suppliers to ensure that you deliver the project on time, within budget, and within schedule.
The Project Planning phase is often the most challenging phase for a project manager, as you need to make an educated guess about the staff, resources, and equipment needed to complete your project. You may also need to plan your communications and procurement activities, as well as contract any third-party suppliers.
The Purpose of the Project Planning phase is to:
- Establish business requirements.
- Establish cost, schedule, list of deliverables, and delivery dates.
- Establish resources plans.
- Obtain management approval and proceed to the next phase.
The basic Processes of Project Planning are:
- Scope Planning: Specifying the in-scope requirements for the project to facilitate creating the work breakdown structure
- Preparation of the work breakdown structure: Spelling out the breakdown of the project into tasks and sub-tasks
- Project schedule Development: Listing the entire schedule of the activities and detailing their sequence of implementation
- Resource Planning: Indicating who will do what work, at which time, and if any special skills are needed to accomplish the project tasks
- Budget Planning: Specifying the budgeted cost to be incurred at the completion of the project.
- Procurement Planning: Focusing on vendors outside your company and subcontracting.
- Risk Management: Planning for possible risks and considering optional contingency plans and mitigation strategies.
- Quality Planning: Assessing quality criteria to be used for the project
- Communication Planning: Designing the communication strategy with all project stakeholders.
The planning phase refines the project’s objectives, which were gathered during the initiation phase. It includes planning the steps necessary to meet those objectives by further identifying the specific activities and resources required to complete the project. Now that these objectives have been recognized, they must be clearly articulated, detailing an in-depth scrutiny of each recognized objective. With such scrutiny, our understanding of the objective may change. Often the very act of trying to describe something precisely gives us a better understanding of what we are looking at. This articulation serves as the basis for the development of requirements. What this means is that after an objective has been clearly articulated, we can describe it in concrete (measurable) terms and identify what we have to do to achieve it. Obviously, if we do a poor job of articulating the objective, our requirements will be misdirected and the resulting project will not represent the true need.
Users will often begin describing their objectives in qualitative language. The project manager must work with the user to provide quantifiable definitions to those qualitative terms. These quantifiable criteria include schedule, cost, and quality measures. In the case of project objectives, these elements are used as measurements to determine project satisfaction and successful completion. Subjective evaluations are replaced by actual numeric attributes.
A web user may ask for a fast system. The quantitative requirement should be all screens must load in under three seconds. Describing the time limit during which the screen must load is specific and tangible. For that reason, you’ll know that the requirement has been successfully completed when the objective has been met.
Need of Project Planning
Improve communication with clients
The most important part of successfully completing a project is communication with your client. By keeping in constant contact, you can better understand your client’s wishes and execute the task accordingly. And with milestones written into the project plan, the client can always give input if the project is going in the wrong direction.
- Increase the transparency of your own work
The client likely wants to be informed about every step, particularly with projects which the client has little to no knowledge of – for example, an engineer who needs a logo designed. This is where a project plan comes in handy. Milestones can be helpful in explaining the small processes of your work, and sometimes project delays can seem less dramatic when you already have a plan in place.
You become more organized
Particularly as a freelancer or self-employed person, you might have to handle several orders at the same time. If you do not consider the processing times for a project, you can easily underestimate them and end up missing a deadline at all. With a project plan, you will always know the amount of time needed for each task and how many projects you can handle at the same time.
Focus on the project goal
Details are important. You should, however, be careful not to lose yourself in them. With every step you plan, you should ask yourself if it is relevant to the end product. Every milestone should bring you closer to the finished product, not further away. By including every single task in the project plan, you can stay focused on the end goal – a successful project.
A project plan is not only important for communication with your clients and contributing to customer satisfaction, it is also valuable to keep yourself organized.