Can I be honest? Project planning isn’t usually what most people would call “fun.” It’s the broccoli of the business world: you know it’s good for you, but that doesn’t make it any tastier to chew on. If you’re struggling with never-ending to-do lists, constantly shifting priorities, and budgets that seem to have a mind of their own, I’m here to help you transform that project planning broccoli into something delicious (or at least easier to swallow).  

Today, I’m giving you my tried-and-tested process to create project plans that save you both time and money—and the best part? You can steal my process right now! 

Set Clear Objectives & Goals Upfront

The Problem: It’s tempting to dive right into a project, but without a clear understanding of your goals, you’re setting yourself up for a bumpy ride. Vague plans often lead to scope creep, wasted time, and cost overruns.  

My Process: Before any planning starts, sit down and figure out exactly what you want to achieve. Ask yourself: What’s the end goal? How will success be measured? Once you nail down the big-picture objectives, the rest of your planning can be laser-focused. Trust me—starting with this foundation will save you hours (and dollars) later. 

Break Down the Work into Manageable Tasks

The Problem: Projects often feel overwhelming because they are, well…big. Trying to handle everything at once leads to chaos and headaches.  

My Process: Take your project and break it down into bite-sized tasks, just like you would slice a big pizza into manageable slices (and who doesn’t love pizza?). Organize tasks in phases, milestones, or categories. By chunking down the work into actionable steps, you’re creating a roadmap that’s not only easy to follow but also helps you see potential bottlenecks before they become full-on traffic jams.

Build a Realistic Timeline & Budget

The Problem: We’ve all done it—set deadlines and budgets that are far too ambitious. Then, reality kicks in, and you’re scrambling to keep everything on track.  

My Process: Be realistic. Give yourself some breathing room when setting timelines and budgets. Factor in buffer time for unexpected delays, and be transparent about costs. A little honesty up front can prevent a lot of pain down the line. A realistic project plan also keeps your team motivated because they know they can achieve the goals you’ve set.

Assign Roles and Responsibilities Clearly

The Problem: Have you ever played that game where no one knows who’s supposed to do what? Yeah, it’s not a fun game, especially when deadlines are looming.  

My Process: Assign clear roles and responsibilities from Day 1. Everyone on your team should know exactly what they are accountable for, including who makes decisions, who provides support, and who gives feedback. Use tools like RACI charts (Responsible, Accountable, Consulted, Informed) to keep things clear.

Monitor, Adjust, and Communicate Regularly

The Problem: Even the best-laid plans can hit bumps in the road. Ignoring issues won’t make them go away—it’ll just make them bigger!  

My Process: Set regular check-ins with your team to review progress, discuss challenges, and adjust the plan as needed. Consistent communication keeps everyone aligned and gives you the flexibility to adapt as things change. Remember, your project plan is a living document, not a concrete slab.

 Why You Need This Process in Your Life

If you’re tired of feeling like your projects are running you instead of the other way around, this process is your ticket to smoother sailing. By setting clear objectives, breaking down the work, establishing realistic timelines and budgets, assigning roles, and maintaining open communication, you’ll save time, reduce stress, and—most importantly—stay on budget. 

Want to save even more time and money on your next project? Schedule a consultation with me today, and let’s work together to create a project plan that’s custom-fit for your business goals!