Streamline your project management process with our comprehensive SharePoint Template, offering planning, risk management, communication, and approval workflows.
1
Identify project requirements
2
Create a project plan
3
Define project scope
4
Identify key stakeholders
5
Approval: Project Scope
6
Assign roles and responsibilities
7
Create a work breakdown structure
8
Develop a project schedule
9
Establish a communication plan
10
Approval: Communication Plan
11
Identify project risks
12
Create a risk management plan
13
Approval: Risk Management Plan
14
Define project budget
15
Procure necessary resources
16
Monitor project progress
17
Conduct project meetings
18
Document and control changes
19
Approval: Document Changes
20
Close the project
Identify project requirements
In this task, you need to identify the specific requirements for the project. This includes understanding the goals, objectives, and desired outcomes. Consider the needs of all stakeholders involved. Your input will form the foundation of the project plan and guide the entire project lifecycle.
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Technology
2
Healthcare
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Finance
4
Education
5
Retail
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Project Manager
2
Developer
3
Designer
4
Tester
5
Business Analyst
Create a project plan
In this task, you will create a comprehensive project plan that outlines the objectives, tasks, timelines, and resources required to successfully complete the project. The project plan will serve as a roadmap for the entire project team and provide a clear direction for each phase and deliverable.
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Initiation
2
Planning
3
Execution
4
Monitoring and Control
5
Closure
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Waterfall
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Agile
3
Scrum
4
Kanban
5
Lean
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Requirements Document
2
Project Schedule
3
Risk Register
4
Change Management Plan
5
Final Report
Define project scope
In this task, you will define the boundaries and objectives of the project. Clearly outline what is included and excluded from the project to avoid scope creep. Define the project's deliverables, milestones, and success criteria. A well-defined project scope ensures a common understanding among the team and minimizes misunderstandings or false expectations.
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Requirements Document
2
Design Prototype
3
Test Plan
4
User Manual
5
Maintenance Plan
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Client
2
Management Team
3
End Users
4
Technical Team
5
Marketing Department
Identify key stakeholders
In this task, you will identify the key stakeholders who have an interest or influence in the project. These stakeholders may include individuals or organizations that are directly or indirectly affected by the project's outcomes. Identify their roles, responsibilities, and expectations to ensure effective communication and collaboration throughout the project.
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Client
2
Project Sponsor
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Project Manager
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Team Member
5
End User
Approval: Project Scope
Will be submitted for approval:
Define project scope
Will be submitted
Assign roles and responsibilities
In this task, you will assign specific roles and responsibilities to the project team members. Clearly define each team member's role, including their authority, accountability, and responsibilities. This ensures that everyone understands their tasks and eliminates confusion or conflicts during project execution.
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Developer
2
Designer
3
Tester
4
Business Analyst
5
Quality Assurance
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Full-time
2
Part-time
3
Remote
4
On-site
5
Contract
Create a work breakdown structure
In this task, you will break down the project into smaller, manageable tasks and activities. This hierarchical structure will provide a visual representation of the project's scope and deliverables. Each task should be easily identifiable and have a clear start and end point. This breakdown will help in estimating resources, scheduling, and monitoring progress.
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Task 1
2
Task 2
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Task 3
4
Task 4
5
Task 5
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None
2
Finish to Start
3
Start to Start
4
Finish to Finish
5
Start to Finish
Develop a project schedule
In this task, you will develop a detailed project schedule that outlines the sequence, duration, and dependencies of each task. This schedule will help in tracking progress, managing resources, and ensuring timely completion of the project. Consider the availability of team members, dependencies between tasks, and potential risks or constraints when creating the schedule.
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Not Started
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In Progress
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On Hold
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Completed
5
Cancelled
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None
2
Finish to Start
3
Start to Start
4
Finish to Finish
5
Start to Finish
Establish a communication plan
In this task, you will establish a communication plan to ensure effective and timely communication among project stakeholders. Identify the key communication channels, methods, and frequency of communication. This plan will help in resolving issues, providing updates, and clarifying expectations throughout the project lifecycle.
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Email
2
Face-to-Face Meetings
3
Project Management Software
4
Conference Calls
5
Instant Messaging
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Daily
2
Weekly
3
Bi-weekly
4
Monthly
5
On-demand
Approval: Communication Plan
Will be submitted for approval:
Establish a communication plan
Will be submitted
Identify project risks
In this task, you will identify potential risks that may impact the project's success. These risks could be internal or external factors that can hinder project progress or affect project outcomes. Identify the risks, assess their impact and probability, and prioritize them based on their severity. This will help in developing a risk management plan to mitigate or avoid potential issues.
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Technical
2
Operational
3
Financial
4
Schedule
5
Resource
Create a risk management plan
In this task, you will create a risk management plan to proactively identify, assess, and respond to potential risks throughout the project. This plan will outline the risk mitigation strategies, contingency plans, and risk monitoring techniques. By addressing risks in advance, you can minimize their impact and ensure the project stays on track.
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Plan A
2
Plan B
3
Plan C
4
Plan D
5
No Contingency Plan
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Open
2
Closed
Approval: Risk Management Plan
Will be submitted for approval:
Create a risk management plan
Will be submitted
Define project budget
In this task, you will define the project budget that outlines the estimated costs for resources, materials, equipment, and services required to complete the project. Consider both direct and indirect costs. It is essential to have a clear understanding of the financial resources needed to avoid budget overruns or financial constraints during project execution.
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Labor Cost
2
Material Cost
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Equipment Cost
4
Consultancy Fees
5
Contingency
Procure necessary resources
In this task, you will procure the necessary resources, such as equipment, materials, software, or external services, required to execute the project successfully. Identify the resources needed, establish procurement channels or vendors, and ensure timely availability of resources when required. Effective resource procurement ensures smooth project execution without delays or resource constraints.
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Purchase
2
Lease
3
Rent
4
Outsource
5
In-house
Monitor project progress
In this task, you will monitor the progress of the project to ensure that it stays on track and in line with the project plan. Regularly review the project schedule, milestones, and deliverables. Identify any deviations from the plan and take corrective actions to address them. Monitoring project progress enables timely decision-making and helps to identify and resolve potential issues early.
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On Track
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Behind Schedule
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Ahead of Schedule
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At Risk
5
Completed
Conduct project meetings
In this task, you will conduct regular project meetings to keep all stakeholders informed and aligned. These meetings provide a platform to discuss project progress, address concerns or issues, and identify actions for the upcoming period. Proactive and regular communication through project meetings ensures that everyone is on the same page and promotes collaboration and accountability.
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Weekly
2
Bi-weekly
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Monthly
4
As Needed
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Project Updates
2
Risk Review
3
Issue Resolution
4
Action Items
5
Next Steps
Document and control changes
In this task, you will document and control any changes that occur during the project. Changes may include modifications to project scope, deliverables, timelines, or resources. Create a formal change control process to assess, approve or reject, and implement changes. Proper documentation and control of changes ensure that the project remains on track and aligns with the project plan.
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Scope Change
2
Timeline Change
3
Resource Change
4
Deliverable Change
5
Other
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Low
2
Medium
3
High
4
Critical
5
Unknown
Approval: Document Changes
Will be submitted for approval:
Document and control changes
Will be submitted
Close the project
In this task, you will officially close the project and ensure a smooth transition to the next phase. Conduct a project review to assess the project's success and identify lessons learned. Release final deliverables to stakeholders and document any remaining tasks or actions. Closing the project ensures that all loose ends are tied, resources are released, and project documentation is archived for future reference.
