Last updated: December 16, 2022

Project management is a complex process that requires careful planning for the sake of success. It can be complicated to keep track of all the tasks and details, but there are several methods for being able to keep up with the work. Among the tools that for certain help to lighten the workload and ensure success, a project management checklist is a must.

First of all, it will enable you to stay organized and to ensure that no detail is overlooked, but more importantly it will help you in identifying potential risks, setting, as well as meeting, realistic deadlines and not going over budget. This checklist will benefit you and your work team: all stakeholders will be aware of their responsibilities and will be able to address potential risks in a timely, organized and efficient manner.

This checklist will follow you through all phases of the project, from the initial phase for planning, to the intermediate phase for managing the various tasks, to the final phase for meeting deadlines and budget.
In this blog you will find an overview of the benefits of using this checklist and all the tips to help you get started.

Project Management Checklist template: Stay organized

Define project scope

Identify Stakeholders

Stakeholder identification is a key step in project management. This step involves identifying all individuals, groups, and/or organizations that are stakeholders in the project. Stakeholders can include external parties (e.g. customers and suppliers) and internal parties (e.g. employees, management, and executive teams). It is important to identify all stakeholders, as they can have an impact on the success of the project.

Develop Project Charter

A project charter is an official document that serves as an agreement between the project team and the sponsor. The charter provides the project team with a clear definition of the project’s objectives, roles and responsibilities, timeline and budget, and success criteria. This document should be developed at the start of the project and used to guide the project’s progress.

Define Project Success Criteria

Success criteria are used to evaluate the success of a project. These criteria should be based on the project’s objectives and should be measurable. Examples of success criteria include timely completion of the project, meeting customer requirements, staying within the budget, and delivering the desired results. It is important to define success criteria upfront in order to ensure that all stakeholders understand the expectations for the project.

Develop project plan

Create Timeline

The first step in project management is to create a timeline. This should include a clear outline of expected start and end dates, project milestones, and key objectives. The timeline should also include a timeline for any necessary tasks or resources that need to be completed before the project is complete.

Assign Tasks and Responsibilities

After the timeline has been created, tasks and responsibilities need to be assigned to the appropriate team members. This will identify which team members are responsible for completing certain tasks, and will provide clarity on expectations for each team member.

Assign Resources

Once the timeline and tasks have been established, resources need to be assigned to the project. This includes any tools, materials, and personnel required to complete the project. It is important to ensure that the necessary resources are available to ensure that the project is completed on time and on budget.

Establish Budget

Once the timeline, tasks, and resources have been established, a budget should be created. The budget should include the cost of the necessary resources, as well as any anticipated costs associated with the project. The budget should also include any contingency plans, should something unexpected arise during the project’s completion.

Monitor project progress

Establish Tracking System

This refers to setting up a system to keep track of the progress of the project. This could involve setting up a tracking document or an online platform that everyone involved in the project can access and update. The purpose of this is to ensure everyone is on the same page, is aware of any changes that may be made to the project, and can access all the resources necessary to complete the project.

Monitor Progress Against Timeline

This refers to regularly monitoring and assessing the progress of the project against the designated timeline. This will include making sure all tasks and objectives are being met according to the timeline and if any changes need to be made due to delays or misunderstandings.

Monitor Budget

This refers to regularly monitoring and assessing the budget of the project. This will include tracking the costs associated with the project and ensuring that the budget is not exceeded. It will also involve monitoring any changes that may need to be made to the budget due to unforeseen circumstances.

Monitor Risk

This refers to regularly monitoring and assessing any risks associated with the project. This will include identifying potential risks and developing strategies to mitigate or avoid these risks. This will also involve monitoring any changes that may need to be made to the project due to any unforeseen risks that may arise.

Manage communication

Establish communication plan

A communication plan is a document created to ensure that everyone working on a project is on the same page and that everyone is informed of the project’s progress. This checklist is designed to ensure that a communication plan is established and that communication is maintained between stakeholders throughout the project.

The first step is to establish a communication plan. This should include who needs to be communicated with and how often communication should take place. It should also specify which channels of communication should be used and what information should be shared. This is important for ensuring that all stakeholders are kept up to date and are aware of any changes or problems that may arise during the project.

Facilitate communication between stakeholders

The next step is to facilitate communication between stakeholders. This can be done by providing regular updates, holding meetings or workshops, and setting up email lists or other communication tools. It is important to ensure that all stakeholders are kept informed of progress and changes, so that everyone is on the same page.

Monitor communication channels

The third step is to monitor the communication channels. This is important for making sure that all messages are received and that no important information is lost. It is also important to make sure that everyone is responding to messages in a timely manner.

Update stakeholders on progress

The final step is to update stakeholders on progress. This can be done via regular updates, emails, or other communication channels. It is important to provide clear, accurate information so that everyone is aware of the project’s progress and can make informed decisions.

Manage change

Identify Areas of Change

Areas of change include any changes to project goals, tasks, resources, timeline, budget, or other aspects of the project. It is important to identify areas of change as soon as they occur to ensure the project remains on track.

Monitor Impact on Budget and Timeline

Any changes to the project must be closely monitored to ensure that the project budget and timeline are not adversely affected. Changes to the project should be evaluated to determine how they will affect the budget and timeline.

Adjust Project Plan as Needed

After changes to the project have been identified and their impact on the budget and timeline evaluated, adjustments to the project plan may be necessary to ensure the project continues to meet its goals. These adjustments should be made in consultation with stakeholders to ensure that all perspectives are taken into account.

Monitor Impact on Stakeholders

Changes to the project can have a significant impact on stakeholders such as clients, partners, and project team members. It is important to monitor the impact of these changes on stakeholders to ensure that their interests are taken into account and their expectations are met.

Close project

Review Overall Performance

As a first step, it will be necessary to assess the progress and quality of the project and identify areas for improvement. This is important for the continuous improvement of future projects.

Determine Project Success

This entails determining whether the project met its objectives and delivered results within the parameters set.

Collect All Project Documents and Deliverables

This involves assembling all documents and deliverables that were produced during the project and ensuring they are in the correct format.

Obtain Customer Sign-off

This means obtaining a formal sign-off from the customer acknowledging the project results and approving of the work completed.

Celebrate Project Completion

Once they reach the end, it will be time to mark the completion of the project and celebrate the team’s hard work and achievements.

Post-project review

Analyze project success and efficiency

This entails examining the progress of a project, evaluating how well the project is achieving its goals, comparing how effectively the project is being managed compared to other similar projects, and identifying areas for improvement.

Gather feedback from stakeholders

This involves obtaining input from project stakeholders, such as customers, executives, employees, and consultants, in order to gain an understanding of their views on the project.

Assess results and lessons learned

It is highly useful to evaluate the overall success of the project, both in terms of results achieved and lessons learned, especially with regard to the management process and the identification of areas for improvement.

Develop action plan for incorporating lessons learned into future projects

In order to implement the lessons learned from the current project in future ones, an action plan will need to be created. It will have to include specific actions that can be taken to solve the identified problems, as well as strategies to prevent similar issues from occurring in the future.

Document findings and store in library of knowledge

This involves recording the findings of the analysis and storing them in a library of knowledge for use in future projects. This library can be used as a reference for project managers, allowing them to quickly access relevant information and apply lessons learned from past projects.

Project management checklist: FAQs concisely answered

What is a project management checklist?

A project management checklist is a tool that is used to ensure that all steps of a project are completed in the correct order and within the specified timeframe. It typically consists of a list of tasks that must be completed in order for the project to be successful. The checklist is designed to help project managers stay organized and on track with their projects, ensuring that no important steps are overlooked or forgotten.

How is a project management checklist used?

A project management checklist is used to help project managers stay organized and keep track of the progress of their projects. The checklist typically includes tasks that must be completed in order for the project to be successful. It helps project managers ensure that all tasks are completed on time and in the correct order.

What are the benefits of a project management checklist?

The benefits of a project management checklist include increased efficiency, improved organization, and greater control over the project. With a checklist in place, project managers are able to quickly identify any potential problems and take corrective action before they become serious. Additionally, the checklist allows project managers to easily track the progress of their projects and ensure that all tasks are completed in the correct order.

What are the components of a project management checklist?

The components of a project management checklist typically include a list of tasks that must be completed, a timeline for when each task should be completed, and a system for tracking progress. Additionally, the checklist may include details on who is responsible for each task, what resources are needed, and any other pertinent information.

What is the best way to create a project management checklist?

The best way to create a project management checklist is to start by determining the goals of the project and the tasks that must be completed in order to reach those goals. Once the tasks have been identified, the checklist should be organized in a logical order and the timeline for each task should be established. Finally, a system for tracking progress should be established in order to ensure that all tasks are completed on time and in the correct order.

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