How To Write a Project Management Plan (Simple & Easy)

Planning is still the best way to start doing things that need a lot of time, work, or effort.

We all know it, but do we actually take time to plan?

Making a plan takes all the information out of your head so you can systematize and arrange your steps.

Honestly – any project or job (of any size!) can be done faster and with less ‘pain’ when backed up by a great plan.

And if someone asked me how to get things done with less stress, I’d say “don’t take a single step without a plan!”.

When I was creating ShineSheets, I thought it would take me much more time than it really did – setting up a good website takes quite some effort, after all.

But in reality, it was fast and really enjoyable thanks to the simple system I tried to follow.

Hint – it’s this planner:

This (free!) printable project planner helps me every single time when I need to get things done. It’s easily expandable so you can use it on projects of any size! If you can, grab it and print for your task / project. You can use this to create a plan that’s not complicated, yet informative enough to help you start and keep going. I will include the link to this free planner at the bottom of this article.

BUT if you don’t like premade templates and prefer to create a project management plan on your own, don’t worry – here are the exact steps you need to take!

 

How To Write a Project Management Plan (Simple & Easy)

 

STEP 1: OVERVIEW YOUR PROJECT

 

Try to write a small summary of the job you need to do:

• What is this project about?
• Main milestones & tasks?
• Can you use any resources to make it easier?
• When is the deadline?

Even if it’s something simple, like cleaning your closet, spending some time to think through eliminates unnecessary mistakes.

 

STEP 2: BREAK DOWN THE TASKS

 

The things you need to finish may look hard, intimidating or scary. That’s fine – no task is too big when crushed into tiny pieces.

• Break all big tasks into smaller steps until it doesn’t feel hard at all. Let’s say you need to declutter your garage. That’s a huge project! Now, would it still be as huge if you decided to do it corner by the corner? Still big? Ok, maybe you can take each corner and break it further – to specific objects or furniture? Furniture – to drawers or boxes?
• Narrow down as much as you need, until it feels easy.

P.S. If you are using the ShineSheets Project Planner for this step, I recommend having a separate Task Breaker for each breakable task. That way you can have a clear view of what needs to be done in every task + it’s not all mashed up in one place). 

 

STEP 3: SET UP A BUDGET

 

Decide how much you’re going to spend on this project (if needed) and stay within that budget. Only add more if really needed.

 

STEP 4: TRACK YOUR PROGRESS

 

If you really want to get things done, this one is incredibly important. Tick or checkmark every task you’ve finished. Even if you didn’t write a plan for this project, I would still recommend listing things that you’ve done (even on a scrap of paper).

Sometimes people tend to underestimate their own work, especially women… But in reality, even the smallest thing – like getting up in the morning – is already something to be proud of. If you don’t believe me, ask any depressed person how much energy it takes for them to get up and leave the house!

 

STEP 5: SET DEADLINES

 

A deadline is needed to keep you on track. Make sure to extend it if you feel like this deadline is making you neglect yourself, or you’ve been putting off your self-care. If you’ll burn out, none of your projects will matter anymore.

 

STEP 6: BRAINSTORM & TAKE NOTES

 

This is optional, but I feel like it’s really useful to brainstorm extra ideas while in the progress. You may find ways to make the process faster or easier + save your precious time.

Also, take notes about everything and keep them with your plan. You’ll encounter small pieces of information all the time so it’s best to write them down. Let your mind rest – anything written down is a weight off your thoughts.

 

I hope you loved my guide on how to write a simple and effective project management plan!

P.S. Just in case you’re ready to plan your life and (finally!) organize it all… Check out my collection of free printable personal growth tools – they are all ready to be printed so you can start just now.