5 Things You Should Know before Digging Into Project Plan

Project Management Plan

A project management plan is a document created by the project manager, which includes key inputs from the team and stakeholders. It is a document which acts as a Project Bible and defines how the project will be executed, monitored, directed, and controlled.

A project plan is a detailed document which includes various subsidiary plans, and other supporting documents which define the approach of execution intended delivery and the scope of the project.

While the project gets started, the project plan acts as a measurement baseline to keep a record of the scheduling, workforce, budget and other Key Performance Indicators (KPI) that can help to recalibrate if the project it is not working as planned. The project manager has to deal with the deviations and adjust the resources accordingly.

Components of a Project Management Plan

1. Scope and Budget

The project scope includes the work that must be completed and delivered, incorporating all the product functions, features and characteristics. Project scope is a mutual understanding between the stakeholders and the project owner, which includes all the outlined requirements. It is an extensive document which is always looked back from time to time as the project progresses.

2. Project Budget

Project budget is the estimated cost of the project calculated by the project manager. Project manager tends to determine the total cost they will incur in the project, including the deviations and the risks while executing. Depending on the nature of the project, project costs can also include labor cost, raw material, procurement, and operating cost.

Information Technology projects generally include the hardware, software, and human resources cost to be incurred. Project budget is a dynamic document which is continuously updated as the project progresses. It is essential for project managers to adhere to the project budget and complete it within time and the given cost.

3. Work Breakdown Schedule

The work breakdown schedule is a necessary framework to communicate work and performance expectations about your project to the team and stakeholders. It is systematically breaking the gigantic project management plan to the tiniest of details on a day to day basis.

It acts as a navigation tool for project managers on the daily routine. It can help in aligning the team members with the schedule to maintain continuity in the project.

For example, while developing a social media application mobile application, it would take the following hours to complete the login and registration module.

  • Backend Engineer - 10 hours

  • Frontend Engineer - 6 hours

  • Mobile application developer - 14 hours

  • Graphic Designer - 8 hours

Now that are some measurable deliverables you can achieve from the developers and then combine these hours in days and it can be aligned in the calendar.

4. Gantt Chart

According to Wikipedia, "A Gantt chart is a type of bar chart that illustrates a project schedule and shows the dependency relationships between activities and current schedule status.”

To simplify, Gantt chart is a form of easy to understand visual chart of tasks against the time. It includes information like:

  • Who is assigned what

  • Overlapping activities

  • Duration of tasks

  • Number of working hours daily

  • Time Estimations

  • Work Logs

Gantt chart provides project owners and managers to micromanage the whole project and attain work with hundred percent efficiency.

5. Communication Plan

Project communication plan is a framework which makes efficient communication possible with the client, team members as well as the stakeholders. Setting down clear guidelines for what kind of information will be shared across all pipelines and who will interact with whom, is clearly stated in the project communication. The RACI Matrix is an excellent tool to set boundaries for communication. We have already discussed in the first article here.


A robust communication plan includes all these frontiers:

  • Minutes of meetings

  • Archive of written documentation and use cases which everyone has access to

  • Weekly status to increase the visibility of project

  • Setting communication tools for engineers to Share code documentation, collaborate, take feedback.

  • Communication tools for project managers to discuss project roadmap

  • Communication tools for stakeholders to sync with the development team

Risk Management

The last thing a project wants to experience is a risk. Also, risks are inevitable.

The project uses organization infrastructure and work environment to take advantage of resources and opportunities which certainly come with some challenges and risks.

Various successful projects around the world have managed risk to achieve so-called overnight success. Project risk management includes risk assessment, identification, categorization of risk, following up by prioritizing and mitigating to solve the issues.

If a project faces a risk, it requires to be handled by the entire team. Risk assessment is not the project manager's sole responsibility. Every team member plays an important role at the time of unexpected risk.

  • Project Manager - Acts as the key decision-maker and facilitates the meeting to solve the core problem

  • Team member - Members can be loaded with the extra-work of increase efficiency

  • Stakeholders: Provide strategies to mitigate, avoid project risk and bring value

  • Subject Matter Expert: They might not be directly related to the project but can be helpful and aware of the current risk and can provide solutions with detailed experience.

In the next article, we will discuss the third phase of Project Management - Execution and Launching. Appzoro helps individuals, startups, and organizations to build beautiful and scalable mobile applications for their audiences. For more information, visit our resource center or contact an app development expert today.

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