What is project planning? How to craft the ultimate project plan

Discover the essentials of project planning with this comprehensive guide. Learn the steps to craft a robust project plan that can drive your team towards success, improving organization and productivity.



Craft Author: Tom Norman
Tom Norman

Key Takeaways

1. Make your project objectives clear: Always start with a clear, SMART objective. This will guide every subsequent decision and activity in your project.

2. Involve your team in the planning process: Encourage collaboration and foster ownership. This not only enriches your project plan but also enhances team engagement and motivation.

3. Be flexible and adaptive: Review and adjust your plan regularly. Remember, the project plan is not set in stone—it needs to adapt to changes and unexpected situations. Be flexible, but try to avoid scope creep which is generally harmful to the success or a project.

What is project planning?

Imagine this: You're on a road trip without a map or GPS. You have a destination in mind, but you're not sure of the route, the distance, the journey time, or what you might encounter on the way. The result? You're likely to face delays, detours, and unexpected hurdles, turning your exciting trip into a chaotic experience.

This scenario is not unlike undertaking a project without a proper plan.

No matter what project you’re about to undertake - whether it’s organizing a big event, releasing a new product, or coordinating an office move - project planning is like creating a detailed map for your project journey. It involves outlining the tasks, resources, and timelines required to navigate from the project's start to its successful completion. It's about plotting your course, anticipating the bends in the road, and ensuring you have everything you need for the journey ahead.

Why is project planning important?

Project planning is the equivalent of enabling a GPS at the start of a road trip. It begins with a clear vision of the destination before working out the optimal sequence of tasks and resource allocations to get there.

But, as with a road trip, we might encounter roadblocks or issues along the way. Project planning helps foresee these potential hurdles and establishes strategies to mitigate them, keeping the project on track.

Not only this, your project plan provides a reference point throughout the project, allowing for adjustments to the journey while preventing the project from straying too far off course.

There have even been studies that have found a positive correlation between planning and the success of the project. So, to give your next project the best chance of success, it's time to understand how to make an effective project plan.

How to create a project plan

Let's imagine we're organizing a big tech conference. This is an exciting challenge with a huge number of steps to consider, easily making it feel overwhelming. A successful project plan helps break down the challenge into incremental steps. As we explore each step, think about how it applies to your own project:

1. Define the project

We need to start off by truly understanding what it is we're trying to achieve. So, with the conference, that means understanding the event's objectives, key deliverables, and desired outcomes. Is it for networking? Launching a product? Is it aimed at startups, or is it for established tech giants? Your clear vision here will guide the rest of your project planning process.

2. Identify your tasks

Now that you have a well-defined goal for your conference, break it down into smaller, manageable tasks. This includes tasks like contacting potential speakers, securing a venue, organizing refreshments, or setting up a ticketing system. Each task is a crucial action that brings you closer to your conference's objectives.

3. Estimate the resources required

With your list of tasks, it's time to estimate the resources needed for each. You might require personnel for coordination, a budget for the venue and speakers, marketing materials, or technical equipment. This step is crucial to prevent shortages later on.

4. Develop a timeline

Establish a schedule for your tasks. Determine when the venue needs to be booked, when speakers should be confirmed, when marketing needs to begin. Consider the dependencies between tasks and significant milestones. This timeline will offer clarity on when different tasks need to be completed.

5. Assign roles to the team

Now that you have your tasks and timeline, assign roles. Allocate tasks to your team based on their skills, availability, and expertise. This not only encourages accountability but also fosters ownership among your team.

6. Conduct a risk assessment

Anticipate what might go wrong. What if a speaker cancels? What if there's a technical glitch? Identify potential risks, estimate their impact, and devise strategies to mitigate them. Being proactive can help you keep your conference on track amidst unforeseen challenges.

7. Document the plan

Finally, consolidate all the above elements into a comprehensive project plan. This document will serve as the guiding beacon throughout your conference planning, keeping your team and stakeholders aligned and informed.

A good project plan helps you overcome overwhelm and makes a big goal feel far more manageable.

What to include in a project plan

There are several components that should be included in a project plan, but the three most essential ones are:


The project scope defines the boundaries of your project, documenting what's included, and just as importantly, what isn't. It is a clear statement about the project's objectives, the deliverables that will be produced, and the specific activities that will be performed to achieve those deliverables.

Defining the project scope is like drawing a line around what your project will accomplish. This boundary-setting is as much about saying "no" to what's outside the line as saying "yes" to what's inside it. This clarity helps keep the project focused, prevents resources from being spread too thin, and sets clear expectations for the team and stakeholders.

Tips for avoiding scope creep

Scope creep is when a project’s requirements increase after it’s already started, typically when stakeholders want to add additional elements to the project while it’s already in motion. This is generally considered harmful to the project, leading to delays and affecting team morale. Here are a couple of simple ways to avoid it:

1. Clear documentation: Keep a detailed record of the project scope, and ensure it's readily available to all team members. Clarity and accessibility prevent misunderstandings and misinterpretations.

2. Regular reviews: Regularly revisit the project scope during project execution. This helps in reminding the team of the project boundaries and discourages deviation.

3. Strong change management process: Implement a robust process for evaluating and approving any requests to change the project scope. This ensures that any adjustments to the scope are intentional and beneficial to the project.


A project budget represents the estimated financial resources needed to execute your project successfully. It provides a fiscal blueprint of the project, detailing the costs associated with personnel, materials, equipment, software, training, and any other expenses you anticipate.

How to create a project budget

Creating a project budget requires aligning your financial resources with your project's scope and objectives. Here are some steps to guide you:

1. Refer to the project scope: Start by thoroughly understanding the project scope. Every objective, deliverable, and task outlined in the scope will have cost implications, so ensure you have a complete picture of what the project encompasses.

2. Estimate costs: Based on the tasks and resources identified in the project scope, estimate the cost of each. Consider all potential expenditures, such as personnel salaries, equipment purchases or rentals, software subscriptions, and administrative overheads.

3. Account for contingencies: Unexpected costs are a reality in any project. Be proactive and allocate a portion of your budget to cover unforeseen expenses.

4. Consolidate your estimates: Combine all the individual cost estimates into a comprehensive budget. This should provide a clear financial roadmap for your project.

Remember, a realistic and well-planned budget is more than just a cost estimate; it's a financial strategy that guides your project decisions, helps manage expenditures, and increases your project's chances of financial success.


The project timeline illustrates the project's lifecycle, highlighting when each task should start, the duration it's expected to take, and when it should be completed. It provides an overview of the project's schedule and tracks progress against time.

Why is a project timeline important?

1. Aligns team members: A well-crafted project timeline ensures that everyone on the team understands the order of tasks and when they should be completed. It fosters better collaboration and coordination by aligning team members on the project's progression.

2. Enhances project visibility: A timeline provides an at-a-glance view of the project, making it easier for stakeholders to understand the project's schedule and key milestones. This visibility helps stakeholder engagement by keeping them informed about the project status.

3. Facilitates proactive management: By tracking tasks against the timeline, project managers can anticipate delays and make proactive adjustments. This capacity to foresee potential roadblocks and react promptly enhances project management effectiveness.

4. Encourages accountability: When tasks are assigned with clear due dates, it promotes accountability among team members. It's a reminder that their work is part of a larger project timeline and their timeliness impacts the project's overall success.

How to create a project timeline

The complexity of a project timeline can vary considerably depending on the project's needs.

For simpler projects, the timeline might just outline each task along with an estimate of the time required for them. You can easily build a simple timeline in a Craft document, using Cards or checkboxes to outline your schedule.

For more complex projects, you might also need to account for dependencies between tasks, milestones, and even different phases of the project. Gantt charts are sometimes used to help visualize more complex timelines as they can provide a more comprehensive view of a project's timeline, including the overlap of tasks and their dependencies.

Regardless of complexity, the key is to ensure your timeline is realistic, flexible, and transparent to all involved in the project.

Tips for effective project planning

A decent project plan can be the difference between a project that succeeds and one that fails. To give your next project the best chance at succeeding, here are some practical tips that can enhance your project planning process:

Define clear objectives

Every successful project starts with a clear objective. Make sure your project's goals are SMART (Specific, Measurable, Attainable, Relevant, and Time-bound). Having clear objectives sets the direction for the entire project and helps everyone understand what needs to be achieved.

Involve the team

Project planning isn't a solo endeavor. Involving your team in the planning process encourages collaboration, fosters ownership, and benefits from diverse perspectives. This collective intelligence can help you foresee potential issues and devise effective solutions.

Complete a risk assessment

As mentioned already, every project comes with potential risks. Identifying them early and devising contingency plans can make a big difference in whether an obstacle derails your project or not. Having a risk mitigation strategy in place helps prevent small issues from turning into project-stopping problems.

Review and adjust your plan

No matter how well you plan, changes are inevitable. Regularly reviewing your project plan allows you to adjust and adapt as needed, ensuring your project stays on track.

5 phases of the project lifecycle

Every project passes through five key phases during its lifecycle, and planning makes up just one of them. Understanding these stages can help you better manage your project from start to finish.

1. Initiation

The initiation phase marks the beginning of the project. It involves identifying the project's goals, objectives, and feasibility. Key activities include defining the project, identifying stakeholders, and conducting a feasibility study. At the end of this phase, a project charter, which formally authorizes the project, is typically produced.

2. Planning 

As we've covered in this guide, this is the stage where the project plan comes to life. It involves outlining the tasks, resources, and schedule necessary to deliver the project. Here, you'll develop a detailed project plan, including scope, budget, and timeline. You'll also identify potential risks and plan how to manage them.

3. Execution

During the execution phase, the project plan is put into action. The project team works on the tasks identified in the plan, while the project manager coordinates the team's efforts, monitors progress, and makes necessary adjustments. This phase often involves frequent communication and collaboration among team members.

4. Monitoring and Control

This phase runs concurrently with execution. It involves tracking the project's progress against the plan, ensuring quality standards are met, and managing any changes or issues that arise. Regular status reporting and reviews are common activities during this phase.

5. Closure

The closure phase marks the completion of the project. It involves wrapping up any final tasks, documenting lessons learned, and formally closing the project. This is the time to perform a retrospective as an opportunity for the team to reflect on their work throughout the project and suggest ways they might improve in the future.


Understanding these five phases can give you a clearer view of the project lifecycle and how each phase contributes to the project's success. It's crucial to remember that each phase is interconnected—what happens in one phase can significantly influence the others.


As we've explored in this guide, project planning is a vital component of successful project management. It's like a roadmap that navigates your project through various stages, helping you achieve your goals efficiently and effectively. A well-structured project plan can enhance communication, manage risks, align your team, and ultimately guide your project to success.

As you start thinking about the lofty goals you want to set for yourself in future projects, be sure to create a project plan to help make them a reality. The bigger your ambition for the project is, the more important a project plan becomes.

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