Project Planning: Building a Roadmap and Navigating the Strategy

Sartika
8 min readFeb 2, 2024

Project planning is more than just a series of tasks on a timeline; it’s the blueprint of a project. It aims not simply to tick items off a list but to strategize a roadmap that steers your project from concept to completion.

Photo by Slidebean on Unsplash

The Essence of Project Planning

Project planning involves laying out the roadmap for executing, monitoring, and controlling the project. The planning phase revolves around several key areas shown below:

  1. Defining the Work Breakdown Structure (WBS)
  2. Resource Allocation
  3. Requirements Analysis
  4. Setting a Timeline
  5. Risk Management Plan
  6. Cost Management Plan
  7. Communication Plan

Work Breakdown Structure (WBS)

What is WBS?

The Work Breakdown Structure systematically breaks a project into smaller, more manageable components or work packages. This breakdown continues until every task is detailed enough to be executed with a solid definition of completion. WBS makes assigning responsibilities, managing workloads, and tracking progress simpler and streamlined.

Importance of WBS in Project Planning:

1. Clarifies Project Scope: WBS helps clearly define what needs to be done in a project. Breaking down the project scope into smaller tasks ensures that all aspects of the project are covered and understood.

2. Facilitates Accurate Estimation: Estimating time, resources, and costs become more accurate with WBS. Each component may be estimated individually, leading to more precise overall project estimates.

3. Enhances Risk Identification: A detailed WBS makes identifying potential risks at different project stages easier. It allows for proactive risk management and contingency planning.

4. Improves Communication: A clear WBS provides a common stakeholder communication framework. It ensures that everyone involved understands the project tasks and their scope uniformly.

5. Basis for Scheduling and Budgeting: The WBS forms the foundation for project scheduling and budgeting. It links the project scope, schedule, and costs, making it a vital tool for project monitoring and control.

We will use the same example in the initiation phase, the ‘BookBuddy Mobile App’ project in the previous article, to make it easier.

Example of WBS
Original Homemade Example: Work Breakdown Structure for BookBuddy Mobile App

Resource Allocation

In project terms, resources can mean a lot of different things. They include the team members working on the project, the technology and tools they’ll need, and the time they’ll spend on various tasks.

Effective resource allocation is crucial for keeping the project on track without overstretching your assets. The goal is to use the project’s resources efficiently, not over or under-allocated resources or spend too much money on fancy tools that aren’t necessary. It’s a careful balancing act.

For the BookBuddy Mobile App, resource allocation involves deciding how many developers, designers, and testers are needed, what kind of software and hardware they’ll use, and how much time they’ll spend on each part of the app, from initial design to final testing.

Example of Resource Allocation
Original Homemade Example: WBS Element and Resources Allocation for BookBuddy Mobile App

Requirements Analysis

This stage is about understanding what the app should look like, how it should function, and what users expect. To do this, we gather a lot of information.

First, we talk to the customers who will use the app. We ask them what features they want to see, what problems the app should solve, and how they would use it. This can involve surveys, interviews, or focus groups. We also talk to other stakeholders, like the bookstore owners or the marketing team, to understand their requirements and expectations.

Then, we write all this information down clearly and detailedly. This could include the need for the app to be easy to use, to have a feature for personalized book recommendations, or to be able to handle payments securely. These requirements are then used by the team who designs and builds the app to ensure they create an app that meets everyone’s needs.

In short, requirement analysis involves asking many questions and listening carefully to the answers. It helps ensure that the “BookBuddy Mobile App” will be useful, enjoyable, and successful in meeting the goals of both the users and the business.

Example of List of Requirements
Original Homemade Example: List of Requirements for BookBuddy Mobile App

Set a Timeline

Timeline translates the project goals into actionable steps.

In setting this timeline, it’s essential to be realistic about how long things will take and consider things that cause delays. A well-planned timeline helps keep the project on track and ensures everyone knows what to do and when.

For the “BookBuddy Mobile App,” this might mean setting aside extra time to test the app or get user feedback.

Example of Project Timeline
Original Homemade Example: Timeline for BookBuddy App

Risk Management

Risk management is used to prepare for potential risks and develop mitigation strategies. However, risk management is about planning, tracking, and adapting. This is where the risk register comes into play, acting as a crucial tool in risk management.

The risk register offers a structured and actionable approach. It helps to keep track of each risk and develop an action plan for each of them.

It typically includes:

  • A list of identified risks.
  • The probability of occurrence of each risk.
  • The potential impact of each risk on the project.
  • Mitigation plan
  • The current status of each risk (whether it has occurred, been avoided, or is still possible).
  • Assigning responsibility for managing each risk.

The risk register is a living document updated throughout the project lifecycle as new risks are identified and known risks are updated.

Example of Risk Register
Original Homemade Example: Risk Register for BookBuddy Mobile App

Cost Management Plan

A cost management plan is all about figuring out how much money you’ll need to complete the project and then carefully tracking and managing that money to ensure you don’t spend too much.

The cost management plan starts by estimating how much each part of the project will cost, including the expenses for things like labor, materials, technology, and any unexpected costs that might pop up — think of these as a safety net in case things don’t go as planned.

For a project like the “BookBuddy Mobile App,” this plan outlines how much money is available for the entire project. The budget allocates specific amounts to the project’s design, development, testing, and marketing parts. By spending every dollar efficiently, we ensure that “BookBuddy Mobile App” is brought to life in the best way possible without exceeding our budget.

Example of Cost Estimation Plan
Original Homemade Example: Cost Estimation for BookBuddy Mobile App

Communication Plan

A communication plan in project planning is like a guide on who needs to know what, when, and how about the project. It’s about ensuring that everyone involved in the project, from team members to stakeholders, gets the correct information at the right time and in the right way.

This plan aims to keep everyone on the same page and help avoid misunderstandings or information gaps. It ensures that important details aren’t missed and everyone involved can work together smoothly and effectively.

For example, in the “BookBuddy Mobile App” project, the communication plan would outline how often project updates are shared, who shares them, and through what channels — emails, meetings, or reports.

Common Mistakes in Project Planning and How to Avoid Them

Effective project planning is critical for the success of any project, but it’s a stage often fraught with potential pitfalls. Identifying common mistakes in this stage and understanding how to avoid them can significantly enhance project outcomes. Here are some of the most common mistakes and best practices to prevent them:

  • Inadequate Requirement Analysis: Failing to analyze and understand project requirements thoroughly.

Avoidance Tip: Conduct comprehensive requirement-gathering sessions with stakeholders. Use techniques like interviews, surveys, and workshops to ensure all needs are captured.

  • Underestimating Time and Resources: Projects are often under-resourced or have unrealistic timelines.

Avoidance Tip: Make realistic estimates using historical or referential data and expert judgment. Implement a contingency plan to manage unforeseen circumstances.

  • Poor Risk Management: Not identifying or underestimating potential risks.

Avoidance Tip: Develop a detailed risk management plan. Identify risks early, assess their impact, and plan mitigation strategies with updates as more risks arise.

  • Lack of Clear Goals and Objectives: Starting a project without clear, defined goals.

Avoidance Tip: Set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals. Ensure everyone involved understands these objectives.

  • Ineffective Stakeholder Engagement: Overlooking the importance of regular stakeholder communication and engagement.

Avoidance Tip: Identify all stakeholders and their interests. Develop a communication plan that includes regular updates and feedback loops.

  • Scope Creep: Allowing the project scope to expand without proper control.

Avoidance Tip: Clearly define the project scope in the project charter. Implement strict change control processes with budget adjustments and change orders.

  • Neglecting Project Documentation: Inadequate documentation or organization of project information.

Avoidance Tip: Maintain comprehensive and up-to-date project documentation. Use project management tools to organize and share documents as they are delivered.

  • Failing to Plan for Quality: Overlooking quality planning in the project’s early stages.

Avoidance Tip: Integrate quality planning into the overall project plan. Establish quality standards and testing procedures from the start.

  • Ignoring Project Reviews and Adjustments: Failing to review progress and adjust plans as needed.

Avoidance Tip: Schedule regular review meetings. Be prepared to make adjustments to the plan based on these reviews. Identify who will be responsible for reviewing critical deliverables, for example, UI/UX and Testing outcomes.

  • Overlooking Team Skills and Dynamics: Not considering the skills and dynamics of the project team.

Avoidance Tip: Assess the skills required for the project. Build a balanced team and consider if team training will be necessary.

Closing

Project planning is a meticulous process that requires a deep understanding of the project’s objectives, a keen insight into the resources needed, and a strategic approach to potential challenges that may arise.

Effective planning sets the stage for project success, laying down a clear roadmap that guides the team through each phase while allowing for flexibility and adaptability in the face of change.

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Sartika

A storyteller who loves sharing stories, experiences, humor, and inspiration with coffee in a cup.