How to Create a Project Implementation Plan (With FAQs)

By Indeed Editorial Team

Published July 18, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Business professionals often develop various ideas and goals and work with their team members to achieve them. Generally, creating an implementation plan is essential to project management and planning. Understanding how to create and implement effective outlines and strategies can ensure you complete your projects. In this article, we discuss project implementation plans, highlight their key elements, outline how to create one, review their benefits, and discuss the challenges of implementation plans.

What is a project implementation plan?

A project implementation plan is a detailed guideline outlining all the necessary steps to complete a project, including the relevant parties and deadlines. This implementation plan is an additional document to the project's strategic plan. A project's strategic plan is the program that outlines and determines the strategies the team implements to ensure they complete the project.

Generally, the implementation plan ensures the project manager divides the strategic plan into individual tasks and distributes them to team members. In addition, the implementation plan plays an important role in the success of the overall strategic plan. Consider communicating both plans to your team members to help them feel like a part of the team's decision-making process.

Related: What Is Strategy Implementation? (And Its Importance)

Essential elements of an implementation plan

There are various elements for an implementation plan, including:

  • Project objectives: This section outlines the customer requirements and goals for the project.

  • Project schedule: This section specifies the order for the team to perform the project tasks.

  • Necessary resources: In this section, the project manager outlines the resources required to complete the project.

  • Assigned tasks: In this section, the project manager summarizes all project tasks assigned to various team members.

  • Project changes: This section contains all changes and modifications made to the project to ensure that team members can adapt and keep the project on track.

  • Progress analysis: This section includes data and research that analyzes the project's progress and determines if it's essential for the team to make adjustments.

  • Success assessment: This section contains consumer feedback to assess the public's approval of the project.

Related: A Step-by-Step Guide to Writing an Effective Design Document

How to create a project implementation plan

Here are the steps you can use to create an effective implementation plan:

1. Conduct research

It's necessary for you and your team members to research the purpose of the project and its goals. Common research areas include budget considerations, estimated completion time for the project, and the essential resources to complete the project. During your research, consider interviewing the company's partners, stakeholders, and customers to understand the requirements for certain tasks and the priority of different projects.

2. Determine the project goals

Next, set well-defined goals for the project. Setting clear goals ensures that your team members remain focused on completing their tasks. These goals can also help improve their output and productivity.

3. Determine risks

An essential part of creating an implementation strategy is identifying potential risks and challenges that can hinder the project's progress and affect its success. Identifying potential risks can help you prepare for them and create contingency plans to mitigate their impact if they occur. Common risks that may negatively affect your project include unstable market conditions, budget restrictions, and employees leaving the company.

Related: Common Project Risks (Plus How to Analyze and Solve Them)

4. Identify and assign project tasks

After the team outlines the overall project objective and smaller goals, the next step is assigning tasks to individual team members. In this stage, the project manager defines each task related to the project and assigns them to team members based on their strengths and competencies. Project managers may use project planning software to help assign these tasks to their teams. Using computer programs may help track each team member's responsibilities.

Related: Essential Project Manager Technical Skills

5. Prioritize tasks

After assigning the tasks to the team members, the project manager may create a hierarchy for these tasks. They typically prioritize these tasks based on their urgency and importance. Prioritizing and organizing tasks is an efficient strategy to manage time and improve productivity and efficiency in any project.

6. Outline the estimated time for tasks

An important part of the implementation schedule is the deadline for each task and the due date for the entire project. Setting a deadline for individual tasks helps reach project milestones and eases its activities. In addition, when other team members know their deadlines, it may motivate them to work efficiently to fulfill their responsibilities.

7. Identify necessary resources

Resources are essential for any project to succeed. They facilitate the completion of the project and make it easier for team members to perform optimally. In addition, having the best materials available may influence the project goals and overall objectives. It's important for the project manager to collaborate with other team members to identify the essential resources, such as building materials, software, and personnel, that can help them effectively execute the project.

8. Evaluate the project's process

Assessing the project's progress at each stage can help you identify areas that require improvement, modification, or adaptation before advancing to the next stage. In addition, after completing the project, you can evaluate the outcome of the project based on the customers' satisfaction and approval. This can help you learn any alterations and improvements you can make in the processes and strategies of your next project.

Benefits of an implementation plan

Some benefits of creating an implementation plan include:

Increased cooperation

Communicating the implementation plan to team members helps facilitate cooperation and communication throughout the project. Sometimes, it's easier for employees to work in silos because they can better understand and execute their tasks. Working in silos may also affect the communication process and prevent the easy dissemination of information. Conversely, creating and executing an implementation plan facilitates teamwork. It makes it easier for team members to contact each other to ensure they're working toward the same goals.

Related: Organizational Silos and Why Breaking Silos Down Is Important

Buy-in from stakeholders

Creating a well-defined and researched implementation plan for your project can help you get the support of key partners and stakeholders involved in the project. In addition, an impressive implementation plan helps inspire confidence. It addresses the fears and concerns of stakeholders by providing a step-by-step guide on how you can effectively use the available resources to meet the client's requirements.

In addition, you can use the implementation plan to get the stakeholders' support, irrespective of the project stage. When faced with challenges and difficulties, the implementation plan shows the parties involved that you can control the situation and mitigate the effects of the setback on the project's outcome.

Related: What Is Project Documentation and Why Is it Important?

Guidance toward long-term goals

The implementation plan ensures the team understands the company's goals and its roles in achieving them. It also engages team members and ensures they remain focused on completing their tasks. Another benefit of the implementation plan is that it makes it easier for you to ensure that the company reaches its long-term goals.

Related: What Are the Eight Planning Cycle Steps? (With Benefits)

Challenges of the implementation plan

Some drawbacks you may experience when executing the implementation plan include:

Improper research

You can create a plan without properly assessing the factors affecting the project. This may cause you to experience some challenges as you implement the plan. It's useful for you to identify all the factors that can affect your project and ensure you keep the plan flexible to accommodate changes and adapt to new situations. Keeping the plan flexible also helps you prepare for unforeseen circumstances and changes in the clients' demands.

Related: Important Strategies for Project Execution (With Vital Tips)

Inaccurate budget

The project's financial aspect is an essential element that affects the project's success. An inaccurate budget may prevent you from completing the project. Consider determining the client's financial position and adjusting the implementation plan to fit those constraints before executing the project.

Improper timeframe

You may estimate the time required to complete the project incorrectly. In such scenarios, you can communicate with the client and readjust your timeline to ensure you have enough time to address their needs. In addition, you may prevent this mistake by ensuring your timeline for future projects can accommodate diversions or changes without affecting the client's deadline.

Improper delegation of tasks

Another challenge you may experience with the implementation plan is the improper delegation of tasks to team members. This may cause team members to execute the tasks incorrectly, which may affect the project. Consider the skill set of each team member and allocate their duties based on these competencies.

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