Improve project management with our comprehensive Notion template, streamlining project planning, execution, risk mitigation, tracking, and closure.
1
Outline the Project Requirements
2
Identify the Project Scope
3
Set Primary Goals for the Project
4
Identify the Key Stakeholders
5
Collect & Document Resources
6
Define Roles & Responsibilities of the Team
7
Create a Detailed Timeline/Schedule
8
Create a Budget for the Project
9
Construct a Work Breakdown Structure in Notion
10
Prepare Risk Management Plan
11
Draft the Project Proposal
12
Approval: Project Proposal
13
Set up Project Status Tracking in Notion
14
Initiate the Project
15
Monitor & Control Project Execution
16
Document Project Progress in Notion
17
Adjust Project Plan as Necessary
18
Prepare Project Completion Report
19
Conduct Project Review Meeting with Stakeholders
20
Approval: Project Completion
21
Close the Project in Notion
Outline the Project Requirements
Describe the project requirements with a friendly tone. Explain the purpose, goals, and objectives of the project. Discuss the scope and expected deliverables in detail. Identify any constraints or limitations that may impact the project. Highlight any specific requirements or specifications.
1
Project plan
2
Functional requirements document
3
User interface design
4
Test cases
5
Final report
1
High
2
Medium
3
Low
1
Time
2
Budget
3
Resources
4
Technology
5
Regulations
1
Identify stakeholders
2
Document existing system
3
Define project objectives
4
Gather user requirements
5
Identify risks
Identify the Project Scope
Explain the importance of identifying and defining the project scope. Discuss the boundaries and limitations of the project. Emphasize the need for clarity and alignment with project objectives. Describe how the project scope will be documented and communicated.
1
Project deliverables
2
Project exclusions
3
Project assumptions
4
Constraints
5
Dependencies
1
Budget
2
Timeframe
3
Scope creep
4
Stakeholder expectations
5
Available resources
1
Scope statement
2
Work breakdown structure
3
Scope change request form
4
Project charter
5
Project scope checklist
Set Primary Goals for the Project
Highlight the importance of setting clear and measurable goals for the project. Explain how the goals will drive the project direction and outcomes. Discuss the criteria for defining project goals and how they will be documented and tracked.
1
Financial
2
Operational
3
Strategic
4
Customer satisfaction
5
Employee engagement
1
Increase revenue by X%
2
Reduce response time by X minutes
3
Improve customer retention by X%
4
Increase employee productivity by X%
5
Achieve X% market share
Identify the Key Stakeholders
Explain the significance of identifying and engaging key stakeholders throughout the project. Describe the different types of stakeholders and their potential impact on the project. Discuss strategies for stakeholder identification, analysis, and management.
1
Internal stakeholders
2
External stakeholders
3
Primary stakeholders
4
Secondary stakeholders
5
Influential stakeholders
1
Identify stakeholder interests
2
Assess stakeholder influence
3
Analyze stakeholder attitudes
4
Evaluate stakeholder power
5
Prioritize stakeholder engagement
Collect & Document Resources
Discuss the importance of collecting and documenting resources required for the project. Explain how resources will be identified, acquired, and managed. Emphasize the need for resource allocation and optimization.
1
Human resources
2
Financial resources
3
Equipment and tools
4
Information and data
5
External services
1
Resource pooling
2
Resource leveling
3
Resource allocation matrix
4
Resource optimization
5
Resource forecasting
Define Roles & Responsibilities of the Team
Explain the importance of defining clear roles and responsibilities for the project team. Discuss the benefits of role clarity in terms of accountability, coordination, and efficiency. Describe how roles and responsibilities will be defined, communicated, and updated.
1
Project manager
2
Team lead
3
Subject matter expert
4
Technical specialist
5
Quality assurance
1
RACI matrix
2
Responsibility assignment matrix
3
Job descriptions
4
Role clarification sessions
5
Skill matrix
Create a Detailed Timeline/Schedule
Explain the importance of creating a detailed timeline/schedule for the project. Discuss how the timeline/schedule will help in planning, coordinating, and tracking project activities. Describe the methods and tools that will be used for creating and maintaining the timeline/schedule.
1
Gantt chart
2
Project timeline template
3
Agile sprint timeline
4
Milestone tracking
5
Critical path method
Create a Budget for the Project
Describe the process of creating a budget for the project. Explain the factors that need to be considered while estimating project costs. Discuss the methods and tools that will be used for budget creation, tracking, and control.
1
Personnel expenses
2
Equipment and supplies
3
Consulting fees
4
Travel and accommodation
5
Contingency reserve
1
Budget review
2
Financial analysis
3
Management approval
4
Stakeholder consultation
5
Final budget presentation
Construct a Work Breakdown Structure in Notion
Explain the concept of a work breakdown structure (WBS) and its role in organizing and managing project tasks. Discuss how the WBS will help in defining project scope, identifying deliverables, and assigning responsibilities. Describe the process of creating and maintaining the WBS using Notion.
1
Project phases
2
Major deliverables
3
Tasks and subtasks
4
Work packages
5
Individual activities
1
Hierarchical structure
2
Table-based structure
3
Task-oriented structure
4
Graphical structure
5
WBS dictionary
Prepare Risk Management Plan
Discuss the importance of risk management in ensuring project success. Explain how risks will be identified, assessed, and addressed. Describe the process of creating and updating the risk management plan. Highlight the key roles and responsibilities related to risk management.
1
Identify risks
2
Analyze risks
3
Evaluate risks
4
Prioritize risks
5
Mitigate risks
1
Technical risks
2
Operational risks
3
Financial risks
4
Legal and regulatory risks
5
Environmental risks
Draft the Project Proposal
Explain the purpose and contents of a project proposal. Discuss how the proposal will be drafted, reviewed, and finalized. Describe the key components that should be included in the project proposal. Highlight the importance of aligning the proposal with project goals and requirements.
1
Executive summary
2
Project description
3
Objectives and goals
4
Methodology and approach
5
Resource allocation
1
Internal review
2
Client review
3
Management approval
4
Peer review
5
Final proposal submission
Approval: Project Proposal
Will be submitted for approval:
Draft the Project Proposal
Will be submitted
Set up Project Status Tracking in Notion
Explain the importance of project status tracking and reporting. Discuss how project status will be tracked, recorded, and communicated using Notion. Describe the key metrics and indicators that will be used to measure project progress and performance.
1
Task completion status
2
Milestones achieved
3
Budget utilization
4
Resource allocation
5
Risk mitigation status
1
Schedule performance index (SPI)
2
Cost performance index (CPI)
3
Earned value (EV)
4
Quality metrics
5
Customer satisfaction index
Initiate the Project
Explain the process of initiating the project. Discuss the key activities and considerations during the project initiation phase. Describe the deliverables and milestones that mark the initiation of the project. Highlight the involvement of key stakeholders.
1
Project kick-off meeting
2
Agreement on project scope
3
Resource allocation
4
Stakeholder communication plan
5
Risk identification and assessment
Monitor & Control Project Execution
Describe the importance of monitoring and controlling project execution. Explain how project performance will be tracked, analyzed, and reported. Discuss the role of project management tools and techniques in ensuring effective monitoring and control.
1
Tracking progress
2
Reviewing deliverables
3
Assessing quality
4
Managing changes
5
Resolving issues
1
Change control process
2
Issue management process
3
Quality control process
4
Risk response plan
5
Performance measurement techniques
Document Project Progress in Notion
Discuss the importance of documenting project progress. Explain how project progress will be recorded and updated in Notion. Describe the key information and metrics that will be included in the project progress documentation.
1
Status reports
2
Meeting minutes
3
Change log
4
Risk register
5
Lessons learned
Adjust Project Plan as Necessary
Explain the need for adjusting the project plan based on changing circumstances. Discuss the triggers and considerations for plan adjustments. Describe the process for reviewing, updating, and communicating the adjusted project plan.
1
Identify plan deviations
2
Assess impact
3
Propose adjustments
4
Obtain approval
5
Communicate changes
1
Schedule adjustments
2
Budget adjustments
3
Resource reallocation
4
Scope changes
5
Risk management revisions
Prepare Project Completion Report
Explain the purpose and contents of a project completion report. Discuss how the report will be prepared, reviewed, and finalized. Describe the key sections that should be included in the project completion report. Highlight the importance of capturing lessons learned and evaluating project outcomes.
1
Project overview
2
Achieved goals and objectives
3
Project outcomes and deliverables
4
Lessons learned
5
Recommendations for future projects
Conduct Project Review Meeting with Stakeholders
Explain the purpose and benefits of conducting a project review meeting with stakeholders. Discuss the key topics, questions, and discussions that should be addressed in the meeting. Describe the process of organizing and facilitating the project review meeting.
1
Project performance
2
Achieved goals
3
Lessons learned
4
Stakeholder feedback
5
Next steps
Approval: Project Completion
Will be submitted for approval:
Prepare Project Completion Report
Will be submitted
Close the Project in Notion
Explain the process of closing the project in Notion. Discuss the key activities and considerations during the project closure phase. Describe the deliverables and milestones that mark the closure of the project. Highlight the involvement of key stakeholders.
