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Project Planning Basics - Everything you need to start managing a project
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Project Planning Basics - Everything you need to start managing a project


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This deck covers the basics of managing projects & project teams. Discusses scope, scheduling, issues/risks, templates, planning and recommended details. Everything is covered that would prepare the …

This deck covers the basics of managing projects & project teams. Discusses scope, scheduling, issues/risks, templates, planning and recommended details. Everything is covered that would prepare the reader for effectively managing a project.

Published in: Business, Technology

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  • 1. Project Planning - The Basics Presented By Keely Killpack, PhD Killpack Group, LLC [email_address]
    • Content:
    • Outline of Basics
    • Planning
    • Deliverables
    • Functioning
  • 2. Effective Project Managers maintain documents that lead the project, track critical deliverables and keep the team informed. They include: Project Plan Outline
    • Project Description
    • Team & Contact Information
    • Schedule
    • Budget
    • Risk & Issue Management
    • Team Communications
    • Approvals
    Want More? Just ask! I’ve got templates and experiences to share! [email_address]
  • 3. The Project Description has 3 parts and is typically defined once, documented and then shared with all team members. Project Description
    • Purpose and Scope
      • Statement of Purpose (Why are we doing this project, benefits, etc)
      • Scope can be defined in various ways (organization structure, departments, geography, process, etc)
      • Specific “out-of-scope vs. in-scope” items (define the project limitations and what is not included up front)
    • Goals and Objectives
      • What defines a successful project?
      • Measures (How will you know you achieved success?)
      • Critical success factors (document the influences or barriers to success)
    • Assumptions, Dependencies & Constraints
      • Assumptions: factors considered true or certain (Person X will lead the team, Exec has approved $$$ for project, etc)
      • Dependencies on other departments, team or projects
      • Constraints: factors that will limit the team’s options (have $$$ allocated for this project, 6 month window for project, etc)
  • 4. Always maintain a current list of all team members and their contact info. This is best done in a spreadsheet that everyone on the team can access, filter/sort and update individually. Categories could include: Team & Contacts
    • Project Leadership
    • Project Sponsor(s)
    • Project Stakeholders - People who could be impacted by the outcome of the project (employees, suppliers, etc)
    • Project Team Members – include their roles & responsibilities (job title, role function)
    • Subject Matter Experts – people leveraged from the organization that are not necessarily project team members (identify this as their role & responsibility)
    • Email & Phone Numbers for each person
    Want More? Just ask!
  • 5. The Schedule is a living document that constantly changes and manages the work effort of everyone on the team. Effective Project Managers “Plan the work and then work the plan” Project Schedule
    • File Type - Use a spreadsheet or project management software (MS Excel & MS Project are common & effective)
    • Task list and timeline
      • Breakdown of Work (Phases, activities, tasks)
      • Resources assigned to tasks
      • Start and end dates for tasks (time to complete each task)
    • Deliverables
      • Describe the key deliverable(s) for the project
      • Define where project schedule will be stored and managed, process for updating & version control.
  • 6. Budgets are typically maintained in a separate and confidential file. This file tracks actual costs & resource hours against estimates and allocated budget. Project Budget
    • Create file – use spreadsheet or similar software
    • Use an easy format for sharing with leadership & sponsors
    • Use Estimates to identify costs for resources / time / deliverables
    • Track & record actual costs/hours against estimates
    Want More? Just ask!
  • 7. Risks & Issues are inevitable in projects and it is critical to keep tracking documents current and available to the team. Risk & Issues Management
    • Use spreadsheets that includes categories/types, name of accountable person, short & long descriptions of issue/risk, notes area for tracking progress toward resolution and dates.
    • Risk Log
      • Identify software limitations or other critical elements that threaten the success of the project
    • Issues Log
      • Details snags, hardships, problems that impede the project schedule or performance.
    • Team leads work issues & risks during meetings and keep focused on resolving them. Tracking resolution or next steps (in both logs) is a critical function of the Project Manager
  • 8. Effective Project Managers lead the team’s internal communication effort. Decide how members access documents, interact with each other and keep informed of progress and deliverable completion. Team Communications
    • Team Document Access – SharePoint, a shared network drive or other common platform where all team members access current versions of project documents
      • Include key documents (like Project Plans, Schedule, Team Contacts, sub-team folders for work in progress & deliverables)
    • Status Reports – create template with required fields of information and set expectation of when they are due (weekly)
    • Project Team Meetings – lead team in discussing status, issues/risks, mitigation, leadership/stakeholder input, etc (weekly)
    • Sponsor/Stakeholder Updates – Inform key people outside the project on actions, progress & relevant information (week/month)
    • Knowledge Transfer – define how new team members are oriented & those leaving will document knowledge to remain in their absence
  • 9. All projects require approvals along the way. Documenting those items that require approval will help you keep on track and maintain communication with project authority or corporate leadership. Approvals
    • File Type - Use a spreadsheet or project management software (MS Excel & MS Project are common & effective)
    • List of Items that require approval:
      • What it is
      • Who approves / approved it
      • Finalized Version that was approved
      • Date it was approved
    Want More? Just ask!
  • 10. About Keely Killpack, PhD
    • PhD in Industrial & Organizational Psychology – study of people behaviors in the workplace, and work systems involved in employee performance, behavior management, change and coaching
    • Specialty in Work Motivation – leverage these techniques into all team management, change initiatives and implementing employee adoption
    • Project Management – Decade of consulting experience, managing technical, professional, leadership & subordinate teams through projects
    • Global consulting experiences - Learned worldwide views and diverse business cultures to leverage with new clients
    • Strong talent in maximizing value – helping leaders with project management, change strategy, team & leadership development, process redesign and employee transformation
    • Proven track record of successful results – client & leadership references available
    • Killpack Group Management Consulting -
    • Leadership & Team Development
    • Project Planning & Management
    • Change Strategy & Employee Change Management
    • Sustainable Strategies & Implementation