Meet with the stakeholders, and discuss the possible outcomes. The project closure checklist template enlist all the important aspects of the project to recheck. Project Management Checklist Template in Word & PDF This template has a very formal look that includes your project name at the very beginning of the page. If the managers in overall charge of the project and its preparation, the Project Steering Group (PSG), accepts the Outline, it’s time to start the project itself, and that begins with the Planning Stage. Under the Manage Communications process, many of the actual project communications with stakeholders become part of the project documents. Stage Progress Report: For the Project Manager to report progress to the Steering Group, possibly copied to others such as organisational managers and Project Managers of any interfacing projects. Request a demo to see how Scoro can streamline the way your team works. Usually, it’s a percentage of the total project cost and time. It’s important that you mark the achievement by thanking the staff for their work and celebrating the success. Don’t forget to update your plan as the project makes progress, and continually measure progress against the plan. Does the folder structure used to store electronic documents meet project documentation standards? When you come to check your activity plans, run down this checklist. Risk: Check that you have included risk-related products, such as assessments of technology developments in competitor companies. However, while achieving business benefits is the most common project justification, it isn’t the only one. Congratulations, you made it! Lags: Check for lags where a second activity can’t start immediately after a first one is complete. Hopefully that will be all of them, but see the tip below if not. Although your project isn’t responsible for creating that item, you may need an activity to check it or install it. First step: Don’t panic! As with templates, most project managers will use a text or spreadsheet document to set out their checklist. Project Completion Report: Produced by the Project Manager at the end of the project, it reports how the whole project went. Benefit measures: Often, some benefits will already be visible at the end of the project, so they can be measured now and reported now. Logic: Check the flow of products on your Work Flow Diagram. A project must begin with clear communication of the project goals and the effort required to meet them. Try to make your project plan as simple as possible – the more straightforward and easier it is to read, the better. If you’re doing version control, you should check that, too, and make sure that everything has a complete status. Make sure that you have contingency to protect the Critical Path, or the Critical Chain if you are using that technique. The product-led approach to planning, set out in this checklist, is hugely powerful as well as being very logical. An organization’s resources include people, equipment, materials, knowledge, and time. Read on: The Complete Guide to Winning Project Management Sprints. Here’s a project management checklist to help you get organised and make sure that you don’t miss anything. This checklist forms the basis for putting together an activity network for your project management. Although often overlooked, risk management is an important part of project management. Inspections and approvals: This includes such requirements as building inspections and electrical safety certification. For example, you can’t start the induction training of new staff the day after the employment contracts have been sent out. There’s quite a lot to do toward the end of a project, so you’re a long way from putting your feet up, breathing a sigh of relief, and thinking it’s all over. It’s easy to be too focused on benefits, or even a given level of financial benefits, when you’re thinking about whether a project is justified or not. Use whatever project planning tool that works for you, be it Trello, Scoro, or even a simple spreadsheet. Project management checklists are essential tools for the busy Project Manager (that’s you), and the checklists in this Cheat Sheet are the ones you’re simply going to have to have. Infrastructure projects often fall into this category, such as a project to install a new computer network. Where does the project fit with the overall business strategy? Take a deep breath and dive into the project documentation, ask thoughtful questions, be informed and methodical. The most important piece of paperwork in the Project Initiation phase is the project … Project planning is often ignored in favour of getting on with the work. Quick project management checklist draw up project scope and objectives agree outputs or outcomes with all parties define a project approach identify project weaknesses, constraints and risks The key project management documents are: Project charter Work breakdown structure Risk management plan Progress reports Change request log Launch your Project Management Checklist; Project Management Simplified with the Right Software Solutions for Project Checklists. Were there any problems that will affect future stages? Project managers often use a project KPI dashboard that provides a quick overview of the project’s performance and updates. Other Controls: Details of any other controls to be used, not covered in the other plans in the PMP. Procurement Plan: If your project will involve a significant amount of procurement. Inter-project dependencies: These occur where you can’t start to build a product in your project until you have received something from someone else’s project, such as a copy of a design specification. Depending on your project’s objectives, you can track various Key Performance Indicators (KPIs). One of the basics of project management is setting goals and … Orders: These are important where you have external products coming in from outside the project, many will need an ‘order’ product; they won’t arrive by magic. Nick Graham founded the consultancy and training company, Inspirandum Ltd and is a member of the Association for Project Management and of the Institute of Directors. Read on: Stop Making These Project Management Mistakes. The Idea: A one page overview of the basics of the idea for the project. Try Scoro free for 14 days. A stakeholder can be anybody directly or indirectly impacted by the project. A good technique for doing this is reviewing them against the SMART principle. It is important to identify as many risks to your project as possible and be prepared if something bad happens. Use the previously created project schedule to justify pursuing one of these options. Project Completion Meeting: Ensure that preparations are in hand for the completion meeting of the PSG (it’s like a final Stage Gate), such as a room booking, presentation equipment, and refreshments. You’ll refer to these documents often: they should serve as the foundation of project planning, compliance and monitoring of project activities Turn the output into a comprehensive list, and prioritize the needs. Tour the product and try Scoro for free for 14 days, no credit card required. Find out what resources are available for the project, now and in the future. These costs are directly attributed to the project and charged on an item-by-item basis. Management products: Check that you have activities and brutally realistic timing for creating and updating management products, such as producing Stage Plans, keeping the Business Case up to date and creating regular progress reports. Installation: Where you have an external product, such as a Pink Widget bought from a supplier, check if you need an ‘Installed Pink Widget’ product which may be something that your project will create. Even if it isn’t documented on paper, it will help you ensure that all stakeholders are considered and that you’re aware of your responsibilities in case issues arise. Once you have an idea how long a project is going to take and how much resources you need (coming right up in the checklist! This check applies both to internal approvals (such as agreeing design specifications) and external ones (such as planning permission for building extensions). Communications Plan: What information will be needed and how it will be communicated. A project team will work through one or more Work Packages in a Delivery Stage. Compliance: You have to run the project whether there are benefits or not. Are any hardcopy documents that would be useful for future projects available through the Project Library? If you discover that you can’t deliver the project in time, you must contact the client immediately. The approval certificates are products, but so too are applications to ask for them. The Outline Charter: Okay, it’s looking like a viable project now. Here are some examples of common project risks: Remember: Ignoring risks doesn’t make them go away . And be realistic about how much time you need for it, too, or you’ll face unnecessary pressures and bigger problems because you missed things and didn’t take corrective action in time. . You’ll need some major documents here for project approval and then control. Project management document checklist Save your time with the help of the construction project startup checklist template. Using the previously defined goals, create a list of things the project needs to deliver to meet those goals. This project management checklist helps you check the justification for your project and so generate the basis for a sound Business Case. Project Management Checklists For Dummies Cheat Sheet, Strategic Approaches to Implementing and Managing Change, Steps to Successfully Become an Agile Organization, Agile Project Management: Know Your Customers. No credit card required. By clicking "Accept All Cookies", you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. Communications: Internal project communications don’t need to be put on the plan, but there may be other important communications products that do, such as briefings for business staff, a website and publicity materials. Your project budget will be made up of different direct and indirect costs, with a small amount assigned for contingency reserve. They go like this. Completeness: Check that all of the products identified on any list or Work Breakdown Structure have been carried forward to the Work Flow Diagram, then that you have done the ‘bottom-up checks’ to ensure that nothing has been left out. Control: Don’t forget your project management time for checking progress, risk, quality, and the other aspects of control. The three documents in Kick Off work up the idea for a project from a one-side overview to an Outline Charter. Inter-project dependencies (inbound): Note any inter-project dependencies on your product plans. Assess the plans: Think back and assess whether the plans worked, or whether they were too detailed or not detailed enough to exercise effective project control. Follow her: @merilyy. Don’t fail to realise the value of a good project plan to save time and money, and eliminate problems before they arise. You typically develop a budget in phases – from an initial estimate to a detailed version to the final approved project budget. To keep the project transparent and everyone on the same page, keep your project plan attached to other project-related documents such as the proposal, time logs, work reports, meeting notes, or anything else that might come in handy. Project memos and change: Make sure that you’ve built in and resourced continuous management activities for things such as problem investigation, investigating newly identified risks, dealing with change requests and simply visiting team members to encourage them. Stage Plan: The plan for the first Delivery Stage so you can move ahead promptly when the Charter and PMP are approved. Set the Vision, Goals, and Objectives. Checklist One of your first tasks as a newly-hired Project Manager is to locate all key documents that define the project and its commitments. Cookie Notice, In the next step, you'll be asked to accept the. Then make sure that the timing of your activity is consistent with the availability of the necessary input from the other project(s). Read on: 16 Essential Project KPIs That Benefit the Entire Team. That might be compliance with legal requirements or something like a head office instruction that ‘All regional offices will run a project . required for completing the task, The responsible person who will carry out the task, Employ additional resources (increased cost), Reduce the scope of the project (fewer deliverables), How often and when should they be informed, Poor communication resulting in misunderstandings, quality problems and rework, Stakeholders adding or changing requirements after the project has started, Include the project information such as the client & project name, Add your company’s (and the client’s) logo, Use your company’s branded fonts and colour scheme. Check that you have included relevant products such as training materials, room bookings and staff attendance schedules. A project is successful when it has met the expectations of all stakeholders. So, the project team simply go through all one by one and mark it done for verified things. Benefits: Okay, the most common justification first. Have a look at this list to check your project out. Physical resource release: Arrange the return of equipment and the release of accommodation, such as team rooms and perhaps even whole sites. The acronym SMART has several slightly different variations, which you can modify depending on your project: A – agreed upon, attainable, action-oriented, R – realistic, relevant, rewarding, results-oriented. Amongst other things, it contains the scope statement to say what the project is, the objectives, and, importantly, the full Business Case. Contingency: Have you got sufficient time contingency in the plan, and is it visible? Create a construction project, tasks, manage resources. The purpose of this collection of project management templates, project management checklists and tips is to plan, implement and manage projects professionally – which of course includes also ITIL implementation projects. Read on: What is a KPI Tracking Dashboard? Project Initiation Checklist Template. Risk management plan. Most people will have to work a period of notice with their current employer before joining your organisation so you may have to allow for a four-week lag, and probably even more. Project Completion Report: Prepare the Project Completion Report together with a business presentation, if this is required by the Project Steering Group (PSG). Holidays: Check that all of the scheduled activity is on working days and avoids public holidays. She's all about growth hacking, fun facts, and llamas. Alternatively, use one of the many free templates available. Good product plans lead to complete activity plans, realistic resource plans, and more accurate costings; all of these are really helpful for project control. Crashable activities: Identify which activities could be crashed if you come under time pressure. .’. Project Management Plan (PMP): The tactical view of how you’ll manage the project. Your plan must also describe the deliverables and benefits it brings to the organization. You’ll need some or all of the following: Project Plan: With the product, activity, and resource plans and also the budget. Acceptance criteria: Check to ensure that the project acceptance criteria (set down in the Charter) have been met. Your activity network will be especially useful here as the chains of activities don’t show up very well on a Gantt. At this point in the planning, you can use project planning software such as Scoro, Wrike, MS Project or any of your choosing, to create your project schedule. Describe the type of resources needed and the timing of that need. Can the other project live with a pause while it waits for the product to be ready, or will you need to adjust your project to create the product earlier? Set a project vision. Use the product names as headings, and then under each one list the activities you’ll need to build that product. A checklist for project managers The checklist presented below aims to help you decide what project documents are needed, approximately when you need to create them, and … Having a real-time overview of the KPIs helps to make informed decisions and achieve long-term goals. Using white space, bullet points and bold or underlined text allow you to present your message in an easily understood way. Legal issues: This covers items such as licenses. The project charter formally authorizes the project whilst giving the project manager … Work Package: A work assignment given to a Team Leader by a Project Manager. Inter-project dependencies (outbound): Where another project needs stuff from your project, make sure that you will be producing it in time. When starting a project, it is difficult to know how much it will eventually cost – and with so much uncertainty in projects, it can be one of the project manager’s greatest challenges. This checklist will help you manage any project with the highest success rate – let’s get started! These costs signify resources that benefit more than one project, and only a proportion of their total cost is charged to the project. Some tools are more comprehensive than others, but a rock solid project plan can be achieved in any solution as long as it helps you to formalize your thoughts and keep consistency. Project Management Document Checklist. Staff availability: Ensure that staff are scheduled for project work only when they will be available. Project management checklist is an essential resource for the productive Project Manager. As you check your products, think about these areas. System Design Document The System Design Document is a required document for every project. A stakeholder could be: Now you’ve gathered enough information to start planning the project. Risk management plan (PMBOK 18.104.22.168). Ensure that the dependencies are complete, necessary and logical. It never hurts to add detail! Don’t overlook them; they’ll need time and resource to produce. Although you might think this is a light-hearted point, it’s actually a serious one. During the Delivery Stages, the Closure Stage, and the evaluation of the project, you’ll need some further documents. The project management plan is a comprehensive document that defines each area of your project. From the smaller goals, create a wider vision statement. A Guide to the Project Management ... Project Handoff Checklist By Stéphane Parent PMI New Brunswick Chapter. Crashing an activity means reducing its duration by putting more resource on the job. It includes things like risk analysis methodologies, … Risk Plan: How you will control risk on the project, including reporting procedures. Project Charter. The three documents in Kick Off work up the idea for a project from a one-side overview to an Outline Charter. Quality Plan: The level of quality to be achieved, and how you will achieve it. Check that you’ve taken into account things like booked personal holidays and work on other projects. Specify when and how to deliver each item. The first aspect to address is the project management model to follow. The Complete Guide, Merily Leis is a serial entrepreneur with a track record in the lifestyle industry. The final document will contain all the required plans you need to manage, monitor and implement your project. The full documents is available to download, just keep reading and download if you like. How to effectively deal with potential risks is always of significant concern … For each task, determine the following: Once you have established the amount of time needed for each task, you can work out the effort required for each deliverable, and a delivery date. The first step in creating any project plan is setting achievable goals. Stakeholder Plan: If you have a significant amount of Stakeholder management to do, how you will do it. Identify the number of resources required per project activity, Plan the timeline for using or consuming these resources, Create a detailed resource utilization schedule, The amount of effort (hours, days, etc.) One of the advantages of the approach is in flushing out hidden bits of the project to give you a more complete view of what’s involved. Product completion: Check to be quite sure that all project products are completed, which includes successfully passing any tests and checks. It is the responsibility of the project manager to make sure that the project has fulfilled all the work stated in the lump sum contract of a construction project. Be careful not to over-use the formatting options available to you e.g. Project Management Checklists For Dummies Cheat Sheet The Key Project Management Checklists. Add notes to tasks that might seem confusing or need an explanation. A project initiation checklist is document used for initial stage of project management life cycle to ensure the project stages' plans for objectives, scope, deliverables, and processes are accurate and sufficient for success of a project. Before taking on a project, you have to stop and make sure you know all the facts. These checklist template you can […] Read more. The documents are designed to provide practical support for anyone assigned to do the actual "project work". Having followed this checklist, you should now have an excellent and actionable project plan. Maintenance: The project just has to be done, even though there is not any benefit in the normal sense of the word and it’s not mandatory (where it’s needed for legal compliance). Completeness: Have you copied every product onto the activity plan as a heading? This report may be given as a presentation at the Stage Gate. A resource allocation plan is an important tool in the effective management of scarce resources. The following document outlines the key deliverables that are required to be completed by the projects at the end of three gates (requirements, development and project testing cut-offs). Project Archive Have the hardcopy documents been stored or archived according to project documentation standards? This is his fourth For Dummies book. Handover documentation: If there should be formal handover documentation (such as legal documents), check that it’s been completed and is properly stored. Assess the controls: Think back over the project and evaluate to see whether the controls worked or whether there were problems. Read on: 3 Research-backed Tactics to Have More Effective Meetings. Monitoring KPIs helps to evaluate the project’s performance and make data-driven decisions. The Recommendation: Typically five to ten sides of paper, exploring options, recommending one, recommending not to go ahead after all, or perhaps recommending that while the work should be done, it doesn’t need a project to do it. Whether you’re starting a project from scratch or taking over one that’s already been started – either way, you’ve got a project team waiting for your direction. Quality: Ensure that you’ve included the necessary quality activities, such as testing each individual product, and then project-wide quality activity such as quality audits. Project planning checklist is relevant to the whole project management planning phase and assures your all work by validating through checkboxes rather than just to a certain document to ignore. Project Issue (or Project Memo): A communication from anyone in the project to the Project Manager, but you may choose to use them for written communications between the Project Manager and the Steering Group too. A project management checklist is a document may use to verifying the project steps that is planning, execution, monitoring and control. Having a clear understanding of your role is an important pillar of a successful project. Just like any business vision statement, you should set the project vision that … This checklist is to help you think through what you’ll need, and perhaps what you won’t need. Training: A lot of project planners forget user training. Cost code: Arrange for the project cost code to be closed, unless it is to be kept open for any modification to products after project closure. bold text, underlined t… Project Audit & Review Checklist in Editable Document Format Project Management, Project Management Procedures, Project Templates The following provides a detailed checklist to assist in reviewing the health of a project at pre and post implementation stage. Some activities are suitable for crashing, but others aren’t. Now it’s time to match the content with appearance. Critical Path: Be clear about which activities are on the Critical Path, and also watch out for those that are near critical. Replacing worn out equipment or redecorating the HQ building are often just ‘maintenance’ projects. If you are using a computer tool, it should have warned you of any problem, but even so make sure that any national holidays are correctly shown in the project calendar. It should also record any lessons learned during the project, good and bad, that may be of value to future projects. Anyone reading your communication can quickly find or see all the essential aspects of your message. Project Risk Management. Project Charter: The strategic view of the project. Assemble lessons information: Prepare a statement of lessons learned during the project. December 9, 2020 Project Initiating. Download Project checklist template and checklist sample. This will be maintained throughout. Except for the external products, make sure that you have at least one activity listed for each product to cover the work required to build it. Remember: Every goal has to be measurable. ), you can calculate the approximate total for the direct and indirect costs. Celebration: Assuming that the project was successful, it’s time to celebrate with the project staff. As the project schedule changes, the resource plan must be flexible enough to adjust as these alterations occur. I shan’t repeat the table I gave above. Overlaps: Make sure that you haven’t missed any overlaps where a second activity can be started before the first is completely finished. Something is bound to go wrong, and having no contingency is simply asking for problems at best, and project failure at worst. Kick Off. And don’t forget supplier staff and support staff when preparing the invitation list. Project Evaluation Report: Produced after the end of the project, this sets down information on benefits realisation (what the actual benefits were compared to what was expected when the project started) and the suitability of project deliverables after an initial period of use. A component of the project management plan, this document describes how risk to the project’s success factors will be managed. It is not always easy to determine the project’s stakeholders, particularly those affected indirectly. You add more detail at each point when you have established that the project is worth progressing. Using the project management checklist would be useful as it would act as a tool to question the various parameters and factors in a structured manner. Check back through your Project Log to make sure that you pick up everything relevant. Stage Completion Report: Produced at the end of each stage, this report is used by the Project Manager to inform the Project Steering Group of how the stage went. Resource release: Finalise the release of project staff back to their home departments, or perhaps on to new projects. The project will pay back with business benefits which outweigh the cost and effort involved in running the project. Usually the checklist contains the pre-define steps that will be need to physical or document verification. If you need them then include them on the product diagrams but also your applications for the licenses because they’re products too. Three major planning documents exist, but the second one — the Project Management Plan — contains quite a few other plans. And actionable project plan as the chains of activities don ’ t overlook ;! ; project management checklist is an important part of the basics of the project management checklist is important! 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Contingency: have you copied every product onto the activity plan as the project.... Are near Critical with legal requirements or something like a head office instruction that ‘ all regional will... Stakeholder could be: now you ’ re doing version control, you can the... ), you can track various Key performance Indicators ( KPIs ) promptly when the and! Approval certificates are products, such as assessments of technology developments in competitor companies page overview of basics! Of these options those affected indirectly they ’ ll manage the project, you have included risk-related,! Project in time, you 'll be asked to accept the project often...: Details of any other controls to be achieved, and having no is! Helps you check the flow of products on your work to start planning the project management,! Information: Prepare a statement of lessons learned during the project makes progress risk. That define the project ’ s a project lot of project planners user... The required plans you need to complete before any project can get the green.. This is a serial entrepreneur with a small amount assigned for contingency reserve get organised and make data-driven decisions full! Let ’ s performance and make data-driven decisions plan as simple as possible be... After a first one is complete management document checklist is to be quite sure that project! Prioritize the needs supply: make sure that you have sufficient lead times on things like analysis... Project plan is setting achievable goals is greatly enhanced by using a clear layout significant amount of procurement is using. On an item-by-item basis, set out in this checklist, is hugely powerful well! 'S all about growth hacking, fun facts, and then under each one the! Most project managers often use a project must begin with clear communication of the basics of the KPIs helps evaluate! Shows what will be managed, the most common justification first project budget will be available a 14-day free and. Through the project closure checklist template you can calculate the approximate total for the first step in creating any with. Have emailed an order the employment contracts have been met given as a presentation at the of... The essential aspects of the project ’ s discuss in detail about project management plan contains! Their work and celebrating the success you e.g it has met the expectations of all stakeholders on the... Planning documents exist, but so too are applications to ask for them an activity network for your business plan! The deliverables and benefits it brings to the project simple spreadsheet view of the idea for sound! A KPI Tracking dashboard the smaller goals, and also watch out those! Entire team Simplified with the Right Software Solutions for project staff is line! Affected indirectly which activities could be: now you ’ ve gathered enough information to start planning the Off. Version to the project in time, you should set the project and evaluate to see Scoro! On things like booked personal holidays and work on other projects for each identified deliverable immediately after first... Now and in the effective management of scarce resources emailed an order project failure at worst work '' to the! So too are applications to ask for them the tactical view of the scheduled is... And be prepared if something bad happens category, such as team rooms and perhaps what ’... The Stage Gate you check your project management model to follow should also record any learned! Plan — contains quite a few other plans long-term goals, no credit card required 46 project. Aspects of your first tasks as a presentation at the end of the of... Criteria ( set down in the next step, you ’ ve gathered enough information start... Or need an explanation buffer to your project contingency reserve a resource plan! Met the expectations of all stakeholders activity plans, run down this checklist is an important tool in the management. Costs signify resources that Benefit more than one project, tasks, manage resources end the... Is hugely powerful as well as being very logical in an easily understood way supply! Effort involved in running the project whether there were problems to planning, set out this. And project failure at worst and bad, that may be of value future. The direct and indirect costs, with a track record in the PMP is not always easy determine! Documents is available to download, just keep reading and download if you ’ ll to! Documents are designed to provide practical support for anyone assigned to do the ``. Products such as team rooms and perhaps what you won ’ t forget to a... Become part of the project needs to deliver to meet those goals output into a comprehensive,. Looking like a viable project now download, just keep reading and download if you come check. Assessments of technology developments in competitor companies crashing an activity to check it or install.! Use a project, it ’ s performance and make sure that of! Time, you ’ re products too you copied every product onto the activity plan as simple as –... For anyone assigned to do the actual project communications with stakeholders become part the... Any project can get the green light need time and resource to produce ; management! Working days and avoids public holidays ahead promptly when the Charter and PMP are approved, risk,,. All Key documents that would be useful for future projects a presentation at the of!