Everything “we do or dream” requires some sort of project planning before doing the actual work. Technically speaking, most of the things we do or see around us, is a part of some project.
Do you remember how many times you have caught yourself saying that you should have planned that better? Does it sound very familiar to you?
Well, that indicates that you may be missing some important aspects of planning
In general terms, a plan includes information about the current situation at this moment.
For example, a typical life plan will include information like, where do you live, what you each day, your likes and dislikes, and who are the important people in your life. This also includes ideas for what do you want to do and how to reach the desired result.
There are different types of planning like family planning, event planning, financial planning, business planning, strategic planning, marketing planning, architectural planning, production planning, project planning, and so on.
Project planning lets the people know what task do you want to include in the project?
Whatever task you can think of, planning is always the intrinsic nature of any project. Project Planning is the cornerstone of the project management function and helps to bridge the gap between the present, and future course of action.
Here are three essential points every project manager should keep in mind.
First, What is Project Planning?
Before diving deep into it, let’s analyze the phrase “Project Planning”. It consists of two words “Project”, and “Planning”.
A project is a temporary endeavor, undertaken to achieve a particular aim in a certain duration and budget. Every project has a start and finish date with something to deliver under a certain cost.
The project always produces a unique output, and it doesn’t continue forever. It ends, when the objectives are met.
And planning is a process for accomplishing the purpose. It doesn’t matter how complex or easy a project is – the planning serves as a blueprint throughout the project. It helps in deciding objectives, both in quantitative and qualitative terms.
This is the process where all activities are well thought before starting the actual project work.
Project planning is at the heart of the project life cycle, which bridges, the gap between where are we now to where we want to go.
It tells everyone involved in the project that! What is your current position? Where you’re going? Why you’re going? How you’re going to get there? Who’s going to be involved?
It tells us all! before the execution and makes things happen, which would not otherwise occur.
Planning is bringing the future into the present so that you can do something about it.
Planning is not only limited to creating products! Service industries like event management, software, consultancy, healthcare, government. all need meticulous plans to efficiently execute their work.
It is a walk-through of the project to get activities organized before actually doing the work. Also, It presents a huge opportunity to save resources, time, and money, and it encourages increased stakeholder buy-in and commitment to the projects.
Second, How the Planning Process works?
The project planning process needs inputs like project charter and stakeholder list.
The project manager needs to consider scope planning, WBS development, schedule development, budget planning, quality & risk planning as a part of the planning process.
The output of the “project planning process” includes the project management plan, project schedule, scope management plan, cost management plan, and other plans like risk, quality, HR, and communication.
Depending on the type of project, and its complexity, there can be different approaches to plan a project. However, project planning requires an in-depth step-by-step analysis of project activities.
Third, Do not ignore Planning Process.
Even though planning is such a “critical process” of project management. Too often, project managers jump right into whatever they are doing without thinking about it beforehand.
Such actions lead to inefficiencies, rework, mistakes, needless overtime, and just plain bad project management.Project managers are supposed to think about it before they do them.
Conclusion
Project planning reduces uncertainty, risk, and confusion among stakeholders. It guides the project manager to make informed decisions.
It helps the team to coordinate and control project performance. It makes the organization capable of coping with a changing environment and facing challenges. Remember! “Planning can minimize the risks associated with a project, but cannot fully eliminate the risk”.
Planning itself does not guarantee success. Project planning is a crucial process that requires a significant amount of time and consumes money.