Log and validate, then act on the valid issues. Issues will arise during your project. Maintain a written issue log to document and monitor all issues. Be sure issues are resolved by their target date, or escalated if necessary.
Our Implementation and Migration Plan template will help you to get started on the right foot in developing your project specific plan.
Browse our template below and if you like it Ensure the success of your project by having a planned methodology for estimating and cataloging durations. Accurate duration estimating is important for developing an accurate project schedule and finishing a project on time. Unplanned project changes are necessary in every project. By formally submitting a change request for each change that comes up in a project, you can make them much more manageable.
Filter out the bad ideas, embrace the good ones, but keep all Be sure to log each change you make, so you can be sure that your project is always looking its best.
Be sure to log all project The Business Process Document provides a sequence of the activities necessary to perform specific business services or products and is used to standardize procedures and establish best practices.
What were you thinking when you estimated costs? Plan your cost basis to keep a close eye on your costs. It allows for a You know what they say about assumptions… and no one wants that. The Assessment Document is a document which captures all aspects of an assessment performed on a program, process, or other business function. An assessment is a great business tool for identifying the current state of what is being assessed and identifying opportunities to improve various business functions.
Remember, the details always determine the outcome. Use an itemized activities list to keep the finer points of your project as sharp as possible. Plan each activity of your project, and get better results. Use the activity list to fill-in short descriptions of each process, and be sure to include Know exactly what your costs will be before they leave you broke.
A well-prepared manager is a good manager, and a good manager knows the true costs of their project. Use our activity cost Bad surprises can be painful. Be sure to protect your project from less than pleasant surprises by planning and documenting each of your activities before hand. Use our activity attribute template to develop your own easy-to-read, and understand, activity At the most simple level, a strategy is a plan that outlines how an organization will meet a designed set of objectives.
The IT strategy focuses on how an organization intends to use and organize technology to meet its business objectives. Putting a bit of time into creating a detailed SOW will help to ensure that work is being performed according to your specifications and expectations. By clearly defining the work to be done it is more likely that Project managers use them to create very detailed Work Breakdown Structures which, in turn, enable them to draft realistic and achievable schedules. Each document that the project manager creates supports the planning process, which speeds up and optimizes the execution of the project as a whole.
If this is a stage where you require some further assistance, you can read about more great project plan templates on our blog. This method is especially useful for project managers who are working with remote teams. An ability to manage and organize a team is just one of the key skills that a marketing project manager needs to have. Project documentation gives those managers an easy yet effective way to get a quick status update on a project, which has multiple team members contributing to it.
The project manager will create a RAID document, as part of the project documentation process.. This will prepare them for any possible risks or issues , and so they will be well-equipped to deal with them, should they crop up. For example, a strong project documentation process requires the creation of a feasibility report. This outlines the benefits of the project and its likelihood of success; thus enabling the project manager to mitigate any potential risks, for example, regarding the financial success of the project.
As we mentioned earlier, the project documentation process gives you a thorough, complete knowledge of the roles and deadlines governing the workload of each team member.
This ability forms a key part of the lessons learned register, by making the project fully traceable and transparent. At the end of the project, the project manager can evaluate what worked well, and what aspects need improvement.
These documents cover a variety of different topics, that ensure the steady progression of the project at each step. This phase occurs at an organizational level, where it meets a company-wide need. The project is proposed, outlined, approved and receives the required funding. This step requires project managers to create a series of pre-set documents that take them through the project process in a step-by-step set flow, from start to finish. This usually starts with the project business case document , which is a key part of the project initiation step.
The business case document should state how much capital is required to complete the project and will provide a detailed breakdown of how it will be spent. It should also make a convincing case of why the idea is a strong project that is worth investing capital into. Another key piece of documentation in the initiation step of the process is the project charter document. Moving on from the financial side of this new project, this document should contain information that includes an outline description of the proposed project and the key roles and responsibilities of the individuals involved.
Now that the initiation phase has been completed, we can move on to the planning of the project. In this phase, the project manager will create a detailed plan of the best way to undertake the project. In order to ensure that the project starts as it means to go on, the planning phase needs to be organized, clear, and thoroughly detailed.
The work breakdown structure document will contain information that is vital to enabling team members understand what the project involves, in a way that is readily understandable, approachable, and manageable. The next document, the requirement specification , is key to the planning stage of the project process.
This differs from the work breakdown structure, as it focuses on outlining a separate element of the project, but one that is equally necessary for its success. This document requires you to detail methodically which requirements the project must meet, in order to achieve its proposed objectives, successfully.
After all, these objectives are the reason that capital is being invested in this project, so it is vital to know how you plan to reach them. Use the content of this document to consider the potential project risks involved, and to record the best ways that you can mitigate them, as a team.
By putting these risk management measures in place, at this early stage, you will ensure that your team adopts the best practices. Write all the details of the change in this document, including exactly what must be changed, how it might alter any pre-existing plans for your project for example its budget, or its timeline and how you plan to mitigate the disruption that the change could cause to the project creation process.
In the execution phase, the team that has been assigned the task of creating the project can go about delivering those requirements. This is where the project communication plan comes in. This will cover a variety of factors, such as what, when, and how information should be shared across your team.
It will also detail who the infor should be shared with, and outline who has the responsibility to share this information. The timeline should also clearly indicate which team member is responsible for which task and the deadline for when their work must be submitted. The project timeline document also allows the project manager to keep tabs on the workflow, to ensure that no individual is holding up the process, by being behind on their deadline.
This document ensures that deadlines are established for the different project components; thus ensuring the steady progression of the project. By outlining these key deliverables in a highly organized fashion, you will motivate your team to complete these elements, while adhering to all of your deadlines. In the monitoring and controlling phase, the project manager oversees the process of creating the project.
They will use documentation, such as a communication plan and a project timeline, to ensure that the project work is being implemented according to the plan. This phase comprises all the steps that need to be taken, before the project can formally be deemed to be finished. Once the project has been finalised, and before the celebrations start, you need to formally round things off by moving into the closure phase of the project documentation process.
This step requires the creation of a project closure sheet. This document is used as written confirmation that all the invested parties particularly if, for example, you are working with external companies such as marketing agencies approved the completed project. Effectively, they are agreeing that the project has been kept on track and that the expectations of all of its stakeholders have been met.
This document sets out what you have learned from the project, as a team. It gives everyone an opportunity to put forward formal suggestions for what you might do differently next time. This is a key piece of the documentation process, as it ensures that your team uses this experience to their advantage and spins a positive on any mistakes that may have been made , to ensure their continued growth and success in future projects.
At first, it might seem a rather daunting prospect to create this entire bank of documentation, from the ground up. Filestage also has a free online template for a project charter template. This document can be used throughout the project creation process, as a guideline and reference point, which your whole team regularly refers back to. Project Smart has created a risk and issue log template that ensures that you have not only covered all of the details required for any risks and issues involved in your project but that you have outlined these in a clear, efficient manner.
Filestage offers a free downloadable change request form and in addition a comprehensive guide about how to handle project change requests effectively. If you need more information regarding this specific document you should definitely check out this blog article.
Filestage has created a free online project timeline template. This online project sign-off sheet , created by Filestage, is available to download for free. It has a great project documentation format, which ensures that all of your key confirmation points are included. The Project Management Qualification website has provided an online lessons learned register template. It acts as a handy guide for what you should include in this document and the best way for you to display that information.
Keep on top of the documentation throughout the project creation process. You should keep a close eye on where your project is within the process, and ensure that the relevant documents are ready well in advance. These documents can be written using a variety of different tools, e. Word, Excel, Google docs or sheets, PowerPoint, etc.
Choose the best document type to suit the particular process. For example, the risk and issue log is best laid out in a table, so Excel would be the best tool for the job. Leave yourself plenty of space to create the documents, so you ensure that they are reliable, thorough, and of a high standard. Maintain and update the documents throughout the duration of the project.
Otherwise, if you and your team agree on a fundamental change in the project, ensure that all of the documentation, across the board — past, present, and future use alike — is updated accordingly. Use the document templates that you have created as flexible documents that are designed to meet the specific requirements of this particular project.
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