8 Tips & Tricks for a successful Project Plan

You just got a new project!

That’s awesome and great and just wonderful 🙂 But how do you begin managing it?

Well, in my experience, how a project is planned determines how a project will be finished. Research has also shown that it is better to spend more time planning projects so every member of the team knows the project in detail, rather than starting the project without even having a general plan and experience issues on the way.

So yes, you gotta start with working on a plan for your new project!

Below you will find some tips and tricks that can help project managers and other people as well on how to better plan software projects.

1. Identify the stakeholders and hold a kickoff meeting between them

A stakeholder is anyone who is affected by the results of your project plan. That includes the client, end-users, people working on the project, and so on.

Identifying who these people are, will help you know how important the project is to them and it will also teach you how to communicate with them.

During the kickoff meeting, present everyone and discuss the goals and deliverables of the project. 

2. Define the roles and responsibilities between the team members

Every team member works better if their role in a project is well-defined and clear. Based on that, you have to make sure everyone understands their duties and responsibilities.

Team members should respect each other and trust that everyone will fulfill their duties.

3. Organize the project in 2-week Sprints

We at Kutia use Sprints as a way of measuring progress and effort. We recommend having 2-week Sprints, as work can be reviewed faster and developers can also gain valuable feedback.

Every two weeks, tasks can be prioritized depending on the workflow and focus will not decrease.

4. Never work without a Project Backlog!

In short words, the project backlog represents the scope of work.

Having a Project Backlog helps everyone on the team stay focused and up to date on the progress of the project.

It is also a great way to prioritize the most important features to be developed.

5. Establish daily communication routines within the team

Communication is crucial in every work area, including software agencies. Organize either a daily scrum event that lasts up to 15 minutes or just follow up daily with the team whenever you are available on tasks and their progress.

6. Always invite the client to the Sprint Review event!

The Sprint Review Event is held in order to review the two-week work of the team and it’s a chance for the client to see the progress of the project and how it’s crafting itself.

During this event, you can also learn if the client’s expectations match the team’s idea of the project. Moreover, you discuss potential roadblocks to task progress.

7. Use a task management tool 

We at Kutia use Ambra as a task management tool with an integrated extension of Clockify to track time.

Even though in the past we did have an amazing experience with other tools such as Jira, Trello, and Asana, we recommend using Ambra as a new task tool that you can customize to your company’s needs.

All these tools are ideal for managing software development, tracking bugs, and other issues.

8. Communicate the project plan

Lastly, conclude your project plan by sharing it with all team members of the project, including the client. Make sure everyone understands it and knows what to expect next.

This will increase transparency within the whole process of work. You should also make sure that everyone has understood the project’s timeline and deadline’s importance, as well as the impact of respecting them or not. 

As your project evolves, you might end up deviating a little from your original plan, however, keep in mind that these tips and tricks should help you keep focus and even predict risks that may show during the project’s development.