The Project Implementation Plan Handbook: All You Need to Know to Increase Productivity

According to PMI (Project Management Institute), 73% of projects fail to meet their original goals and objectives. As concerning as it sounds, it is also promising that 27% of them are doing it right. The first step of a successful project is the implementation plan. An implementation plan, often associated with a strategic plan, provides a step-by-step guide to achieving your project goals.  

Sounds complicated and overwhelming? Worry not! We have put together this comprehensive guide to help you understand the basics, the steps of creating a plan, and a detailed description of each step within the IT project and non-IT project implementation plan formats. Let’s start from the basics here. 

What is a project implementation plan? 

A project implementation plan is like the roadmap of your planned adventure trip. It outlines the steps to be followed at every step of the plan. It’s a master plan that combines strategy, process, and action and encompasses all aspects of the project – from scope to budget and beyond. The primary purpose of an implementation plan is to ensure that all project stakeholders are on the same page regarding the project’s goals and execution strategy. It turns your project’s strategy into tangible tasks, helping to mitigate risks, enhance communication, and foster accountability.  

Why do we need a project implementation plan? 

A project implementation plan lays out all the strategies, processes, and actions, providing structure to some of the most challenging projects. Here are five more reasons why every project needs a project implementation plan: 

• Provides the big picture:  The implementation plan outlines every step of the project across every stage. This helps direct the project and ensures everyone knows all the steps.  
• Improves communication: The implementation plan is a single, accessible document containing all relevant project aspects, creating a single source of truth. This creates transparency among the team members and stakeholders.  
• Removes blind spots: With all the responsibilities and responsible team members informed, there are fewer chances of blind spots and surprises. All those involved in the project are aware of the projects’ who, what, when, and how.  
• Happy team, happy stakeholders: Since all the tasks are planned, things like resource allocation can help balance the workload.  

Related blog: The Truth About the Art of Implementing a Plan

What do you need to build your implementation plan? 

Though each project is unique, some implementation components are standard across all. Ensure that the points below are defined before working on the plan.  

• Define your goals – Clearly articulate the project’s purpose, deliverables, and expected results. Employ SMART goal setting to ensure objectives are Specific, Measurable, Achievable, Relevant, and Time-bound. 
• Project Breakdown Structure (PBS) – Break down the project into smaller, manageable work packages to create a hierarchical view and facilitate resource allocation. 
• Work Breakdown Structure (WBS) – Disintegrate work packages into more specific tasks with estimated durations. This level of detail ensures clarity and accountability. 
• Developing Project Schedule – Utilize scheduling techniques like Gantt charts or the Critical Path Method (CPM) to create a realistic timeline. Identify critical path activities whose delays would impact the entire project timeline. 
• Resource Allocation and Team Building – Identify and assign resources (human, equipment, software, etc.) based on skill sets and availability. Assemble a diverse and skilled team with the necessary expertise to execute the project. 
• Risk Management – Proactively identify potential risks that could impact the project (e.g., budget constraints, resource shortages, technical challenges). Develop mitigation strategies to minimize the impact of these risks. 
• Communication Plan – Establish clear communication protocols for information sharing within the team and with stakeholders. Define communication channels (e.g., email, project management tools, meetings), frequency, and content details. 

Project Implementation Plan: IT vs. Non-IT

Successful project Implementation requires understanding the nuances of different project types. This is particularly true when comparing Information Technology (IT) projects to their non-IT counterparts. While both share core project management principles, key differences exist in their focus, team skills needed, deliverables produced, and how success is measured. Let’s delve into these distinctions to equip you with the knowledge to manage projects across the IT and non-IT spectrum effectively.

Let’s take a pause and embark on a two-pronged exploration, examining the implementation frameworks used for IT and non-IT projects. We’ll unveil the core principles that underpin successful project execution while acknowledging the unique considerations specific to each domain.

Click here to master non-IT projects. Looking for IT project framework? We’ve got it covered too.

Project Managers, Assemble! 

Now that you have all the information, it is time to act. Here’s what you do: 

• Project Kick-off Meeting: Organize a meeting with all stakeholders to discuss the finalized project implementation plan, roles and responsibilities, and expectations. 
• Task Management and Delegation: Assign tasks (based on the WBS) to team members based on their strengths and expertise. Utilize project management tools to track progress and facilitate communication. 
• Progress Tracking and Reporting: Regularly monitor project progress against the base project implementation plan. Utilize tools to track task completion, resource utilization, and budget adherence. Generate reports to keep stakeholders informed and identify potential deviations. 
• Change Management: Anticipate and manage changes effectively. Establish a straightforward process to review and approve any scope, schedule, or budget modifications. 

Remember to keep the stakeholders informed at all times.  

Ensuring Project Success 

Sticking to the project implementation plan does not mean that your project will be a definite success. You must monitor and control your project to ensure smooth execution and continuous improvement.  

• Control and Optimization: 
  • Project Monitoring and Control: Continuously monitor project performance against the baseline plan. Identify schedule, cost, or resource allocation variances and take corrective actions as needed. 
  • Project Earned Value Management (EVM): Implement EVM techniques to measure project performance based on planned value, earned value, and actual cost. EVM metrics such as Schedule Performance Index (SPI) and Cost Performance Index (CPI) can be employed to evaluate project advancement and forecast potential problems. 
• Communication and Stakeholder Engagement: 
  • Maintain open communication channels with stakeholders throughout the project lifecycle. 
  • Regularly update stakeholders on progress, challenges, and critical decisions. 
  • Manage stakeholder expectations to ensure project buy-in and continued support. 
• Continuous Improvement: 
  • Conduct regular project reviews to identify areas for improvement in processes, communication, and risk management. 
  • Utilize lessons learned to adapt strategies and enhance future projects. 

Conclusion 

To achieve successful project management, it is crucial to have a well-defined project implementation plan. Use the steps mentioned above to create a detailed project implementation plan. Modify the plan structure to suit your organizational needs. Once defined, you can confidently guide complex projects, ensure efficient resource allocation, and achieve desired outcomes. Remember, project management is a dynamic field. Embrace continuous improvement, adapt your strategies based on lessons learned, and leverage the power of effective communication to empower your team and achieve project excellence.