How do you create a work plan for a project?

Required tools

• Approved project estimate — The estimate from the quote is the basis for the plan.

Required materials

• Agreed scope of delivery — What is included and excluded, documented in writing and confirmed by the customer.

From estimate to structure

1. 1.Divide the project into phases first

   Start at a high level: three to six phases that reflect how you actually deliver. The phases are what management and the customer track, so they should be recognizable without explanation.

2. 2.Break each phase down into tasks measured in days, not hours

   Aim for tasks that take anywhere from a few days to a couple of weeks. Shorter tasks result in a plan that no one can be bothered to update; longer tasks result in a plan that does not reveal deviations until it is too late.

3. 3.Enter roles before names

   Plan using roles—senior consultant, developer, architect—not individuals. This allows the plan to be priced and staffed independently of who happens to be available, and ensures it can withstand someone falling ill or switching projects.

Make the plan manageable

1. 4.Place dependencies where they actually exist

   Only mark dependencies that are genuine—where task B cannot start until A is complete. A plan full of artificial dependencies becomes rigid, and every delay ripples through the entire timeline for no reason.

2. 5.Compare the total with the estimate

   Once the plan is complete, add up the hours and compare them with what you sold. If there is a discrepancy, it is better to know now than in week six. This is often the most uncomfortable and most valuable step in the entire exercise.

3. 6.Agree on when the plan should be updated

   A plan that isn't updated is a historical record. Set a regular time—for example, every Friday—and stick to it. Fifteen minutes a week is enough, and that's the difference between a plan that guides and one that's just for show.