This project management toolkit includes a variety of templates with descriptions and examples for planning, executing, monitoring, and closing projects.
These tools communicate project information in easy-to-read tables. Tables can help sponsors and other stakeholders see relationships that might be hidden in content presented in paragraphs. It can also help you cut back on text, making information faster to look up and understand.
It also includes recommendations for general project management software to support project teams through improved productivity, increased visibility, better collaboration, reduced errors, and simplified reporting.
INITIATION & PLANNING
Roles & Responsibilities Matrix
This matrix is like a team charter, a document that sets the agenda for a project team before they begin working together on a project. It describes the project team’s qualifications, designates responsibilities for each project position, and sets individual expectations of their role.
PDF: Roles & Responsibilities Template
Word Document: Roles & Responsibilities Template
Organizational Chart
An organizational chart is a visual diagram, often in the form of a flow chart, that shows who is on the team and their roles and responsibilities.
Baseline Schedule/Gantt Chart
A Gantt chart is a project management tool that illustrates work completed over a period of time in relation to the time planned for the work. It typically has two sections: the left side outlining a list of tasks, and the right side has a timeline with schedule bars that visualize the work.
PDF: Gantt Chart
Word Document: Gantt Chart
Excel: Gantt Chart Template
Excel has a variety of pre-made Gantt chart templates to choose from.
Work Breakdown Structure (WBS)
Work breakdown structure (WBS) is visual hierarchical and deliverable-oriented deconstruction of a project.
Risk Assessment & Mitigation
Risk assessment and mitigation require identifying project risks, understanding how they might affect the project, and then figuring out what can be done to minimize, transfer, accept, or avoid the risk.
PDF: Risk Assessment & Mitigation Template
Word Document: Risk Assessment & Mitigation Template
IMPLEMENTATION & EXECUTION
Resource (Staffing) Plan
Communication Plan
A communications plan facilitates effective and efficient dissemination of project information to and from the project team and major stakeholders.
It describes how the communications will occur; the content, targeted audience, along with the method of dissemination and frequency.
PDF: Communication Plan Template
Word Document: Communication Plan Template
Acquisitions
An acquisition plan is a document that outlines the strategy for managing and accomplishing an acquisition. The plan documents the approach to satisfy policy requirements, optimize resources, and fill the need for a proposed acquisition.
PDF: Acquisitions Plan Template
Word Document: Acquisitions Plan Template
MONITORING & CONTROL
Issue Management
Issue management is the process of identifying and resolving issues and questions throughout the project life cycle. Problems might include, but are not limited to, issues or shortages with staff and supplies or technical failures. If issues are not addressed and remain unresolved, you risk delays, unneeded conflicts, or failure to submit deliverables.
Baseline Change Control Plan
Project baselines are essential to project management as they are used as they are a project’s starting point, and a reference point to compare actual progress against the original plan. Baselines usually include schedule, cost and scope. Changes to the project baseline should be done following the sponsor’s change control procedures and following a documented change approval process.
Word Document: BCCP Template
TRANSFER & CLOSEOUT
Transfer & Closeout Checklist
AboutResource3
Lessons Learned
AboutResource3
PROJECT MANAGEMENT SOFTWARE
Smartsheet
Smartsheet is a software as a service offering collaboration and work management. It is used to assign tasks, track project progress, manage calendars, share documents, and manage other work.
Trello
Trello is a visual tool that allows teams to manage multiple types of project, workflow or task tracking. This platform allows users to add files, checklists and automations.
SharePoint
SharePoint is a web-based collaborative platform that integrates with Microsoft 365.
Monday.com
The PMO utilizes Monday.com, a cloud-based platform allowing users to create their own applications and project management software.
