This document provides examples of templates and tools that can be used for effective project management. It describes templates for a project briefing checklist, project feasibility checklist, project contact list, project plan, project meeting agenda, project meeting minutes, and project progress report. Using standardized templates and tools helps to streamline processes, reduce costs, and increase accuracy for project planning, management, control, and reporting.

1. Jan-20 1Gauge Capability
One of the secrets of effective project
management: tools and templates

2. Jan-20 2Gauge Capability
One of the secrets of effective project
management: tools and templates
• Prepared tools and templates make
project management processes such as
planning, managing, controlling and
reporting, quick and effective.
• They standardise processes, reduce
costs and increase accuracy.
• Some examples are shown next.

3. Jan-20 3Gauge Capability
Project briefing checklist
• Project briefing checklist which
includes questions about:
• Client and users of the project
• Purpose of the project
• Technical requirements of the
project
• Budget for the project
• Project timelines and key
dates.
Defining

4. Jan-20 4Gauge Capability
Project feasibility checklist
• Project feasibility checklist
which includes questions
about:
• Necessity of the project
• Identification and evaluation
of options of achieving
project objectives
• Scope
• Technical feasibility
• Economic feasibility
• Scheduling feasibility
• Support
• Risks
• Further studies and
investigation
Defining

5. Jan-20 5Gauge Capability
Project contact list
• Template for project contact
details includes:
• Names, initials, organisation,
role, email, cell phone and
telephone of project team
members
• Issue to team
• Update and reissue as
necessary
• Ensures that all team can
contact each easily
Planning

6. Jan-20 6Gauge Capability
Project plan template
• Project plan checklist
addressing
• Objectives
• Stages
• Budgets
• Team
• Communication plan
• Governance structure
• Risk management
Planning

7. Jan-20 7Gauge Capability
Project meeting agenda
template
• Template for meeting agenda
includes:
• Meeting date, time, venue
• Meeting participants name
initials, organisation, role, email
• Agenda items, person to
present, time allowed.
• Documents tabled inc version,
issued by, purpose/status
• Modify to suit project and
organisation
Managing

8. Jan-20 8Gauge Capability
Project meeting minute
templates
• Template for meeting minutes
includes:
• Meeting date, time, venue,
date minutes issued,
• Meeting participants name
initials, organisation, role,
email, presence, receives
minutes,
• Agenda items record of
discussion and agreements
• Action items inc action,
responsibility time frames
• Documents tabled inc version,
issued by, purpose/status
• Modify to suit project and
organisation
Managing

9. Jan-20 9Gauge Capability
Project progress report
template
• Template provide schedule of
meetings includes:
• Dates, times and locations for
all meetings
• Agree dates and times and
issue to all participants
• Update and reissue as
necessary
• Also schedule digitally
• Enable meetings to be diarised
up to a year ahead
Managing

10. Jan-20 10Gauge Capability
For more information
and to access the
full online course on
Effective Project Management
go to
www.gaugecapability.co.za