Top 10 Project Management Checklist Templates With Samples and Examples (Free PDF Attached)
If you're a project manager, you have a lot on your plate already with the prioritization of multiple projects and maintaining, even raising, the productivity of each assignment high on your checklist.
We, at SlideTeam, have created this quick and easy checklist to help you streamline your tasks and prioritize your must-do duties, for a diverse set of stakeholders.
Following a project management checklist template not only keeps you focused but also encourages you to:
- Complete your projects on time (or ahead of time!)
- Manage your budget better (and save your team both time and money)
- Create something that you and your company will be proud of.
Below are handpicked project management checklist PPT templates. Each of these is 100% customizable.
Ten-Point Project Management Checklist (With Sample Templates)
1. Start With a Clear Goal Statement
"What are we doing here, and why?"
The ability to respond to this question quickly and succinctly (ideally, in a sentence or two) can transform your project management style.
Sticking to a single, specific goal empowers you and your team to stay focused through the execution of the project.
Perhaps you're looking for ways to save money for your company. Perhaps you've just finished a massive marketing campaign.
In any case, your goal statement must include the following information:
- Why is your procedure required (based on your due diligence and research)?
- What specific outcomes do you anticipate (for example, "reduce overhead by 10%")?
- How do you intend to achieve your objective (in general terms)?
Your goal statement represents your and your team's vision, making it the foundation of any project management checklist.
Sample Project Management Checklist Template for Goal Statement
2. Define Your Stakeholders
The sooner you get your project stakeholders aligned to the same goal, the better it is. Highlighting roles within a project gives context to what each individual is contributing and helps them in planning their own schedules and tasks.
By stakeholders, we mean
- Colleagues to whom you will ultimately report.
- Anyone involved in overseeing or approving project steps.
- Personnel from a third party who is involved in the project execution.
Defining roles ensures that your projects are not overstaffed or overburdened. Knowing who your contributors are is essential not only for the sake of the organization but also to ensure the cannons of accountability and responsibility are adhered to.
Sample Project Management Checklist Template for Defining Stakeholders
3. Establish Your Deliverables
You must determine and have clarity on the "final product" when your project is completed. Creative redesign? Blog posts? A report or analytics breakdown?
Essentially, your deliverables are the culmination of your hard work and planning. Based on your goal statement, creating a list of deliverables (and the relevant formats for these) should be simple.
Sample Project Management Checklist Template for Deliverables
4. Evaluate Resources Required to Complete the Project
After you've determined your goals and the deliverables attached to each, you must brainstorm the resources required to make them a reality.
Non-monetary resources include:
- People! (refer back to your stakeholders)
- Equipment and supplies (think: software)
- Time-based assets (such as schedules or plans)
Your resources will have a direct impact on your budget. At this point, you'll need to do your homework to justify how much money you’ll need to spend to achieve your desired results.
What software alternatives, for example, are available? Do you need a third-party plan or report before starting your project?
Sample Project Management Checklist Template for Resource Requirements
5. Map Out Your Schedule and Milestones
Schedules can be intimidating, especially if this is your first project of its kind. Dividing your work into small, manageable chunks is essential.
Rather than risking rushing your project or causing it to drag on, create a realistic project timeline. It may necessitate some trial and error. Setting milestones and significant achievements with a rough roadmap on how this will be done makes you stand out.
Using our project management checklist templates, you can set specific deadlines for tasks and subtasks. When your key stakeholders are visible, it means that everybody is on the same page in terms of progress.
Milestones, if nothing else, provide opportunities to assess your timeline and progress to ensure it is manageable for everyone involved.
Sample Project Management Checklist Template for Milestones
6. Hash Out Your Project Budget
Effective resource management is critical to ensuring the success of your projects. It includes not only finishing your project but also staying within your budget.
Remember to include the following heads in your budget:
- Direct expenses (on resources mentioned above like equipment or supplies)
- Indirect expenses (such as insurance or advertising costs)
- Billable hours (as it pertains to personnel linked to the project)
A detailed, well-thought-out budget is essential for getting your project approved. Estimate as accurately as possible, and consider additional costs that may arise after the fact.
Sample Project Management Checklist Template for Budget
7. Run a Risk Management Drill to Avoid Roadblocks
“You can never be too safe.”
Nothing in life can go 100% as per plan.
By assessing project risk, you can anticipate expected headaches and slowdowns and include these in your broad scheme of things.
Simply discussing potential risks with other stakeholders can be eye-opening. Consider "What-if" scenarios in some detail.
Having the opportunity to incorporate potential risks into projects helps the rest of the team understand the challenges to the execution of tasks. Transparency about potential risks avoids some usual pitfalls that cause projects to be delayed or derailed.
There are levels of risk to consider, ranging from public relations disasters to money going down the drain and beyond. Rather than allowing these risks to paralyze your project, address these during the planning phase.
Sample Project Management Checklist Template for Risk Management
8. Develop a Communication Plan To Keep Your Team in Sync
We've seen first-hand how vital communication is in completing projects in an efficient manner.
Collaboration is essential for project management and getting things done on time. Effective communication allows your team to be super-efficient, without stretching themselves to the limit.
Simply put, your communication strategy should include the following elements:
- The frequency with which will you meet stakeholders and check in with them?
- Communication mode(s) of preference (think: emails, live chats, face-to-face, video meetings, board updates)
- Who oversees and manages stakeholder meetings?
Sample Project Management Checklist Template for Communication Plan
9. Decide How You Will Document Everything
Documentation is essential for accountability and adhering to the project plan. A sequential review of your process is also helpful in evaluating how a project went.
What if a higher-up wanted to know why a project took longer than anticipated? What if you wanted to give someone credit for the quality of their work?
Documentation should occur in real time, and our presentation templates help you do this and address a major pain point in project management.
Sample Project Management Checklist Template for Project Documentation
10. Evaluate the Progress and Success of Your Project
The final item on our project management checklist serves as a place for you to reflect on your efforts.
For instance, did you complete your project on time? Did you go over or under budget?
Examining what went right (and wrong) allows you to reflect on your role as a project manager. You can recreate similar processes, workflows, and goal-setting strategies in the future based on the answers to these questions and feedback.
Sample Project Management Checklist Template for Progress Evaluation
Over To You
Putting together a project necessitates careful planning. And a checklist like this can help you concentrate on the most crucial aspects of your plan.
Following these guidelines will ensure the success of your project. If you haven't already, download our project management checklist templates today.
FAQs on Project Management Checklist
What are the 12 steps of project management?
12 Steps to Starting and Planning a Successful Project:
Step 1: Create a project charter
Step 2: Determine Stakeholders
Step 3: Gather Requirements
Step 4: Establish the scope
Step 5: Develop a Work Breakdown Structure (WBS)
Step 6: Create a schedule
Step 7: Compile a cost estimate
Step 8: Establish a budget
Step 9: Create a Project Management Plan
Step 10: Create a Resource Management Plan
Step 11: Create a Quality Management Plan
Step 12: Develop a Risk Management Strategy
What are the five major project management processes?
The five phases of project management, according to the Project Management Institute (PMI), the world’s leading project management organization, are:
- Conception and Initiation
- Project Planning
- Project Execution
- Project Close
What is the PMO life cycle?
The ITS Project Management Lifecycle comprises four phases that work together to describe, organize, and deliver the desired project outcomes. These are the phases of Initiation, Planning, Execution, and Closure. Each of these has its own separate field of study to get the best result; doing well in each of these separate phases ensures that the overall project management experience is also a success.
What is Six Sigma in project management?
Six Sigma is a business methodology aimed at improving processes, reducing waste and errors, and increasing customer satisfaction across an organization. Based on data and statistical analysis, Six Sigma provides a method for minimizing errors and value in any business process, from manufacturing to management. In popular literature, it has come to be defined as a measure of how smooth the execution of a business process is. Organizations that claim to be six sigma in quality have to ensure that they make only 3.5 errors in a million iterations of their transactions and processes.
Download the free Project Management Checklist Templates PDF.