Top Ten Templates

ProjectManager.com

When planning your next project consider these templates, Devin Deen’s, our resident project management expert, recommendations for the best to get the job done right.

In Review: Top 10 Project Management Templates, Forms, and Reports

Devin shared with you his favorite top 10 project management templates. Templates are useful to save you time creating project documentation. He also discussed which templates are useful at different phases of the project, which you can read more in detail in the transcript below.

Here are Devin’s top ten all time templates (drumroll please):

  1. Business Case
  2. Project plan
  3. Issue Register
  4. Risk Register
  5. Change Control Form
  6. Change Register
  7. Acceptance Register
  8. Project Status Report 
  9. Project Closure Report
  10. Phase Review 

Now, your reports should be created through your online planning tool, as much as you can. Here, we look at most of our reporting via the project dashboard, and then customize other reports as outputs to add to more formal reports to stakeholders.

Pro-Tip: You may find it helpful to delegate some reporting to different team members to share the load. Store your documents online in a shared folder, so all team members can access them.

For free project management templates, visit the resources section of our site. There, you can download our top 5 templates.

Come back next week, and thanks for watching!

Transcription

Hi, I’m Devin Deen, Content Director here at ProjectManager.com. There are 51 project manager templates in the Method123 project management methodology covering initiation, planning, execution and closing. Now you can take those templates as is, or you can download them from the MPMM framework, customize them and then share them out on your project web portal, sharepoint or even upload them into ProjectManager.com where your team is working.

Here’s my top ten.

Business case. Always critical to get that business case template. Business case sets the priorities of the project. It really relays what the business benefit is going to be for the project and really gets that project team motivated, not just to deliver their task but also see the big picture, see that downstream affect and the business change that their project is going to implement. Good to have that business case template handy.

The project plan takes the business benefits and the high ideas and the vision of that business case and puts it into a plan or an approach where you’re actually going to execute on. That project plan is a very comprehensive document. It’s got your project schedule, it’s got your initial issues and risks ideas on dependencies, assumptions, the roles and responsibilities, but most importantly what’s in scope what’s out of scope, what your deliverables are. Look, it’s a comprehensive document and definitely one that you’ve got to have.

Next, issues register, risk register, change control form and your change register. These are vital during the execution phase of your project to make sure that you’ve got activity happening, you’re proactively managing your project as evidenced by the items going in in each of those registers. These are four items that you actually have to have when you’re working on your project.

Your acceptance register, very important item. As your project completes their deliverables, good to have that acceptance register template handy. Modify it for your project and make sure that your stakeholders sign off incrementally as you deliver each of your deliverables. Don’t wait til the end til the end of the project to get them to sign a big laundry list of deliverables, it’s very difficult to get them to do that all at once, have them do it instead as a project delivers with each deliverable.

Project status report, can’t live without that. Got to have that status report during project execution. Just to make sure that at least on a weekly basis the project team and your stake holders are kept informed on what’s happening with the project. Think of that project status report as your newsletter, right? It’s your newspaper, it’s communications, it’s telling everyone what’s going on, what’s going on next week, what went on the week prior and what things may or may not be going well.

Project closure report. How many of us have seen projects that go on and on and on and on, and never really end? Look, I bet those projects did not use the project closure report template. If they did it would really bring that project to an end. There’s always going to be actions and some issues that need to be done at the back end of the project. But that project closure report actually helps you as a project manager close off the project, say goodbye to your suppliers, have a celebration and then take those actions and move them into business as usual operations for the team that’s looking after the output of your project to maintain it and use on a day to day basis.

Phase review form. Very important to use a phase review form during the project so that you can take learnings from the previous phase, input them into the current phase so that you’re constantly improving your processes and the execution of your project.

Look if we’re stranded on a desert island together and find ourselves talking to a volleyball named Spaulding, you’re certainly not going to be surprised when I whip out these top ten project management templates and together we use them to get off the island and back into civilization.

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