Micro Small Project Plan Template: Part 1

I have now uploaded the Micro Small Project Plan Template. You can download it here. This file was virus checked before being uploaded, but please practice safe surfing and perform a virus check once downloaded.

Just like a project plan this template is constantly evolving and changing with elements being modified, added or removed. This is the current version that I use. It enables me to record all the relevant information for projects I am delegating or for small projects which I am delivering myself.

The most important part of any project is the planning of it. There is always a temptation to just start and do something to get the project underway. However it will only take 10-15 minutes to fill out the Project Plan Template. The benefit of completing this template is that it ensures that you know what you are to deliver.

How to use the template part 1

This post will cover the first section of the template which deals with the details of the project. This section is important to ensure that the requirements of the project are explicitly understood. I recommend that the person who is delegating the project completes this.

However, if it has not been completed this is also a good way of ensuring that the person delivering the project clearly understands what they are being asked to deliver. After completing the first section email it to the person responsible for delegating the project and ask for them to confirm they are happy with the contents. Any misunderstandings can be quickly ironed out before the project begins.

Project Name: What is the project called, if there is a job code include it here.

Budget: How much money is available to deliver this project. On micro small projects this will all relate to expenditure and staff costs will not be included, but clarify this.

Completion Date: When must this project be completed by.

Description: A short description of the project, giving an outline of what it is and what it should achieve. It is important to nail this down clearly before starting the project.

Objective: I remove and add this element form the template on a regular basis. This isoften captured in the description, however sometimes it may be beneficial to state the objectives separately.

Constraints: In this section any public holidays and annual leave of key people should be noted. Any issues that could impact on the delivery of the project should also be recorded here. This could include the budget or completion date not being confirmed; the name of an event to still be agreed; resources not confirmed.

Roles and Responsibilities: Record who is delivering the project, who is supervising the project, the budget holder, key people who need to be involved and the role each person will play.

Main deliverables: What is the main output of this project, a report, an event, a display?

External Dependencies: What resources and/or people from outside your organisation/department are required to deliver this project successfully?

That is the project definition complete. The purpose of the project has been recorded with the requirements specified. The next post will discuss the tasks section and include techniques to help complete this.