Project management checklist
Project Initiation Checklist
- Clearly define the goals and boundaries of the project.
- Identify the desired outcomes and deliverables.
- Identify all individuals or groups who have an interest or involvement in the project.
- Define their roles and responsibilities.
- Assess the project's technical, economic, and operational feasibility.
- Determine if the project is viable and achievable.
- Create a formal document that outlines the project's purpose, objectives, and high-level scope.
- Include key stakeholders, project constraints, and success criteria.
- Seek approval from relevant stakeholders or governing bodies before proceeding with the project.
- Ensure all necessary permissions and authorizations are obtained.
- Identify any factors that may restrict or limit the project's execution or success.
- Consider factors such as time, budget, resources, and regulations.
- Clearly define the criteria that will be used to determine whether the project is successful.
- Ensure that these criteria align with the project objectives.
- Identify and analyze potential risks that may impact the project's success.
- Assess the likelihood and impact of each risk.
- Identify the specific outputs or outcomes that the project will deliver.
- Define key milestones or checkpoints to track progress.
- Assign resources, such as personnel, equipment, and budget, to the project.
- Establish a project team with defined roles and responsibilities.
- Develop a plan for how project information will be communicated to stakeholders.
- Identify communication channels, frequency, and key points of contact.
- Establish a clear structure for project governance and decision-making.
- Define roles, responsibilities, and authority levels for project stakeholders.
- Organize a meeting to officially launch the project and introduce key stakeholders and team members.
- Communicate project objectives, scope, and expectations.
- Establish a system for documenting project information and managing document versions.
- Ensure proper storage, organization, and accessibility of project documents.
- Define how project progress will be tracked and reported.
- Identify key metrics, tools, and frequency of reporting.
- Establish a process for managing changes to the project scope, objectives, or deliverables.
- Define how change requests will be evaluated, approved, and implemented.
- Create a detailed timeline and schedule for the project.
- Include key activities, milestones, and deadlines.
- Determine the financial resources required for the project.
- Secure funding from appropriate sources.
- Facilitate a workshop or training session to provide necessary skills or knowledge to project team members.
- Ensure team members are prepared to start working on the project.
Project Planning Checklist
- Break down the project into smaller, manageable tasks
- Organize the tasks in a hierarchical structure
- Assign unique identifiers to each task
- Identify key events or achievements in the project timeline
- Determine the specific outputs or outcomes that need to be delivered
- Create a timeline that outlines the sequence and duration of tasks
- Allocate resources and estimate task durations
- Identify any dependencies between tasks
- Identify the types and quantities of resources needed for the project
- Consider factors such as skills, availability, and cost
- Identify potential threats or uncertainties that may affect the project
- Assess the likelihood and impact of each risk
- Develop strategies to mitigate or respond to risks
- Define the communication channels and methods to be used
- Identify the key stakeholders and their information needs
- Establish a schedule for regular communication
- Identify the criteria or metrics for measuring project success
- Establish guidelines or standards for delivering high-quality work
- Estimate the costs associated with the project
- Allocate budget to different tasks or resources
- Monitor and control expenses throughout the project
- Identify and secure the resources required for the project
- This may include equipment, materials, or personnel
- Identify individuals or groups who have a stake in the project
- Analyze their interests, influence, and potential impact on the project
- Engage and involve key stakeholders throughout the project
- Clearly state the desired outcomes and objectives of the project
- Define the boundaries and limitations of the project scope
- Collect and document the specific needs and expectations of stakeholders
- Analyze and prioritize the requirements to ensure clarity and feasibility
- Evaluate the project's technical, economic, and operational feasibility
- Assess potential risks and constraints
- Determine if the project is viable and worth pursuing
- Identify factors that may limit or impact the project, such as time, cost, or resources
- Determine the relationships and dependencies between tasks or activities
- Integrate all the planning activities into a comprehensive project management plan
- Document the project objectives, scope, schedule, and resources
- Define the roles and responsibilities of the project team
- Identify individuals with the necessary skills and expertise for the project
- Assign specific roles and responsibilities to each team member
- Ensure clear communication and accountability within the team
- Identify the limitations or boundaries within which the project must operate
- Consider factors such as deadlines, budget, and deliverables
- Identify the resources or services that need to be procured
- Define the procurement process and criteria
- Establish a timeline for procurement activities
- Assess the potential risks and their impact on the project
- Develop strategies to mitigate or respond to each identified risk
- Monitor and review the risk response plan regularly
- Establish the criteria or metrics for evaluating project success
- Define measurable goals or targets for each criterion
- Monitor and measure project performance against these metrics
- Present the project plan to relevant stakeholders for review and approval
- Address any feedback or concerns raised
- Obtain formal sign-off to proceed with the project
- Gather the project team and other key stakeholders
- Present an overview of the project objectives, scope, and timeline
- Clarify roles, responsibilities, and expectations
Project Execution Checklist
- Create a list of all tasks required for the project
- Assign tasks to team members based on their skills and availability
- Schedule regular project status meetings with team members
- Discuss project progress, issues, and upcoming tasks during the meetings
- Track the progress of each task and milestone
- Identify any delays or issues and take necessary actions to address them
- Identify potential risks and their impact on the project
- Develop risk mitigation strategies and assign responsibilities
- Document and assess all requested changes to the project
- Evaluate the impact of changes on the project scope, timeline, and resources
- Establish quality standards for the project
- Monitor and evaluate project deliverables to ensure they meet the standards
- Identify project stakeholders and their communication needs
- Regularly communicate project updates and address any concerns or questions
- Establish a centralized system for project documentation
- Ensure all project documents are properly organized and accessible
- Evaluate team members' performance against project goals and expectations
- Provide feedback and identify areas for improvement
- Create a detailed project schedule with tasks, milestones, and deadlines
- Ensure the schedule aligns with project requirements and constraints
- Determine the resources needed for each task
- Assign resources to tasks based on availability and skillset
- Monitor and record project expenses
- Regularly review expenses against the project budget
- Define and document the project scope
- Regularly review and manage any changes to the scope
- Track the progress of project deliverables against the schedule
- Take necessary actions to address any delays or issues
- Encourage open communication and collaboration among team members
- Address and resolve any conflicts or issues that arise during the project
- Offer assistance and guidance to team members as needed
- Ensure they have the necessary resources and support to complete their tasks
- Regularly update project documentation with progress and changes
- Communicate project updates to stakeholders through meetings or reports
- Review project deliverables for quality and accuracy
- Provide approval or feedback before finalizing the deliverables
- Perform regular inspections or audits to ensure project activities comply with regulations or standards
- Address any non-compliance issues and implement corrective actions
- Identify relevant project metrics and KPIs to measure performance
- Implement a tracking system and regularly review the metrics and KPIs
Project Monitoring and Control Checklist
- Compare actual project schedule and budget to the planned schedule and budget
- Identify any deviations or variances
- Take necessary actions to address any discrepancies
- Regularly review the progress of project milestones and deliverables
- Compare actual progress to the planned targets
- Identify any gaps or delays
- Implement corrective measures to ensure timely achievement of milestones and deliverables
- Evaluate proposed changes to the project scope, schedule, or budget
- Assess the impact of the changes on the project
- Make a decision to approve or reject the changes
- Communicate the decision to all relevant stakeholders
- Regularly identify and assess project risks
- Develop mitigation strategies to minimize or eliminate the impact of identified risks
- Implement the mitigation strategies and monitor their effectiveness
- Establish quality metrics and standards for the project
- Regularly monitor and evaluate project performance against the established metrics and standards
- Take corrective actions to address any quality issues
- Establish clear communication channels and protocols
- Regularly communicate project updates and progress to stakeholders
- Address any stakeholder concerns or feedback in a timely manner
- Schedule and organize regular project status meetings
- Discuss project progress, issues, and risks
- Assign action items and follow up on their completion
- Regularly review project documentation for accuracy and completeness
- Ensure that all necessary documentation is up to date
- Make any necessary updates or revisions to the documentation
- Regularly assess team performance against project goals and objectives
- Identify any performance issues or areas for improvement
- Provide feedback and support to address any performance issues
- Update the project schedule and budget based on actual progress and changes
- Ensure that the updated schedule and budget reflect the current status of the project
- Analyze any deviations or variances in the project schedule, budget, and performance
- Identify the root causes of the variances
- Take corrective actions to address the variances and bring the project back on track
- Monitor the allocation and utilization of project resources
- Ensure that resources are effectively and efficiently utilized
- Make adjustments to resource allocation as needed
- Evaluate proposed changes to the project scope
- Assess the impact of the changes on the project
- Make a decision to approve or reject the changes
- Communicate the decision to all relevant stakeholders
- Identify project dependencies and their impact on the project
- Regularly monitor and manage the dependencies to ensure they are addressed and resolved
- Take necessary actions to minimize any negative impact of dependencies
- Regularly track and monitor project risks and issues
- Develop and implement appropriate strategies to mitigate or address the identified risks and issues
- Monitor the effectiveness of the mitigation strategies
- Regularly generate and distribute project progress and performance reports
- Communicate the status and progress of the project to all relevant stakeholders
- Highlight any issues, risks, or delays in the reports
- Monitor and enforce compliance with project governance and standards
- Regularly review project activities and deliverables to ensure they meet the established standards
- Regularly monitor and track project procurement activities
- Ensure that procurement activities are conducted in accordance with the project plan and budget
- Address any procurement issues or delays
- Regularly review project documentation and lessons learned
- Update the documentation and lessons learned based on the project's progress and outcomes
- Ensure that the documentation and lessons learned reflect the current status of the project
- Schedule and conduct regular project audits and reviews
- Evaluate the project's performance, processes, and outcomes
- Identify areas for improvement and implement necessary changes
- Regularly assess stakeholder expectations and satisfaction
- Address any concerns or issues raised by stakeholders
- Take necessary actions to ensure stakeholder satisfaction
- Establish change control processes and protocols
- Ensure that all project changes are properly evaluated, approved, and implemented
- Monitor the effectiveness of the change control processes
- Regularly review and assess project communication channels
- Ensure that the communication channels are effective and efficient
- Make any necessary adjustments or improvements to the communication channels
- Regularly evaluate and assess the project monitoring and control processes and tools
- Identify areas for improvement and implement necessary changes
- Continuously monitor and measure the effectiveness of the processes and tools
Project Closure Checklist
- Ensure that all project tasks and milestones have been completed according to the project plan.
- Review all project deliverables to verify that they meet the required quality standards.
- Obtain final sign-off from the project sponsor or key stakeholders to confirm that the project has been successfully completed.
- Ensure that all necessary approvals and authorizations have been obtained for the project's closure.
- Hold a meeting with the project team to review the project's overall performance and identify any areas for improvement.
- Document the lessons learned from the project and identify best practices for future projects.
- Gather and organize all project documentation, including project plans, reports, and any other relevant documents.
- Store the project documentation in a secure and easily accessible location for future reference.
- Inform all relevant stakeholders, including team members, clients, and other key stakeholders, about the project's closure.
- Provide them with any necessary information or documentation regarding the project's outcomes and next steps.
- Acknowledge and celebrate the successful completion of the project with the project team and other stakeholders.
- Recognize the contributions and efforts of the project team members.
- Review the project's final budget to ensure that all expenses have been accounted for.
- Identify any budget variances or deviations and document them for future reference.
- Assess the performance of the project team members and provide feedback on their contributions.
- Identify any areas for improvement or development for individual team members.
- Obtain formal sign-off from the client or customer to confirm that the project has been successfully completed.
- Ensure that all client requirements and expectations have been met.
- Identify any remaining tasks or issues that need to be addressed before formally closing the project.
- Develop a plan to resolve these outstanding tasks or issues within the defined timeline.
- Evaluate the project's success in achieving its defined objectives and goals.
- Assess the project's overall performance and identify any areas for improvement.
- Assess the effectiveness of the project's outcomes and deliverables in meeting the intended goals and objectives.
- Identify any areas for improvement or further development.
- Update the project closure report with the findings from the project review and lessons learned session.
- Include any recommendations or best practices for future projects based on the project's outcomes.
- Review and close any contracts or agreements that were established for the project.
- Ensure that all contractual obligations have been fulfilled and any necessary documentation is completed.
- Identify any remaining project resources or assets that need to be transferred to the appropriate stakeholders or departments.
- Ensure a smooth transition and handover of these resources or assets.
- Update all project documentation and records to indicate the project's closure.
- Include any necessary information or documentation regarding the project's outcomes and next steps.
- Inform all relevant project team members and stakeholders about the project's closure and provide them with any necessary information or documentation.
- Ensure that they are aware of the project's outcomes and next steps.
- Assess the project's overall financial performance, including any budget variances or deviations.
- Document the financial outcomes of the project for future reference and analysis.
- Assess any remaining or potential risks that may impact the project after its closure.
- Develop a plan to address these risks and mitigate any potential negative impacts.
- Arrange a meeting or event to formally close out the project and acknowledge the contributions of the project team.
- Provide an opportunity for team members to reflect on the project's outcomes and celebrate their achievements.
- Hold a project review meeting with the project sponsor or key stakeholders to ensure that all project objectives have been successfully met.
- Address any remaining concerns or outstanding issues.
Use in Manifestly