project business plan examples

How to Write a Business Plan: Step-by-Step Guide + Examples

Noah Parsons

24 min. read

Updated March 18, 2024

Writing a business plan doesn’t have to be complicated. 

In this step-by-step guide, you’ll learn how to write a business plan that’s detailed enough to impress bankers and potential investors, while giving you the tools to start, run, and grow a successful business.

• The basics of business planning

If you’re reading this guide, then you already know why you need a business plan . 

You understand that planning helps you: 

• Raise money
• Grow strategically
• Keep your business on the right track 

As you start to write your plan, it’s useful to zoom out and remember what a business plan is .

At its core, a business plan is an overview of the products and services you sell, and the customers that you sell to. It explains your business strategy: how you’re going to build and grow your business, what your marketing strategy is, and who your competitors are.

Most business plans also include financial forecasts for the future. These set sales goals, budget for expenses, and predict profits and cash flow. 

A good business plan is much more than just a document that you write once and forget about. It’s also a guide that helps you outline and achieve your goals. 

After completing your plan, you can use it as a management tool to track your progress toward your goals. Updating and adjusting your forecasts and budgets as you go is one of the most important steps you can take to run a healthier, smarter business. 

We’ll dive into how to use your plan later in this article.

There are many different types of plans , but we’ll go over the most common type here, which includes everything you need for an investor-ready plan. However, if you’re just starting out and are looking for something simpler—I recommend starting with a one-page business plan . It’s faster and easier to create. 

It’s also the perfect place to start if you’re just figuring out your idea, or need a simple strategic plan to use inside your business.

Dig deeper : How to write a one-page business plan

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• What to include in your business plan

Executive summary

The executive summary is an overview of your business and your plans. It comes first in your plan and is ideally just one to two pages. Most people write it last because it’s a summary of the complete business plan.

Ideally, the executive summary can act as a stand-alone document that covers the highlights of your detailed plan. 

In fact, it’s common for investors to ask only for the executive summary when evaluating your business. If they like what they see in the executive summary, they’ll often follow up with a request for a complete plan, a pitch presentation , or more in-depth financial forecasts .

Your executive summary should include:

• A summary of the problem you are solving
• A description of your product or service
• An overview of your target market
• A brief description of your team
• A summary of your financials
• Your funding requirements (if you are raising money)

Dig Deeper: How to write an effective executive summary

Products and services description

This is where you describe exactly what you’re selling, and how it solves a problem for your target market. The best way to organize this part of your plan is to start by describing the problem that exists for your customers. After that, you can describe how you plan to solve that problem with your product or service. 

This is usually called a problem and solution statement .

To truly showcase the value of your products and services, you need to craft a compelling narrative around your offerings. How will your product or service transform your customers’ lives or jobs? A strong narrative will draw in your readers.

This is also the part of the business plan to discuss any competitive advantages you may have, like specific intellectual property or patents that protect your product. If you have any initial sales, contracts, or other evidence that your product or service is likely to sell, include that information as well. It will show that your idea has traction , which can help convince readers that your plan has a high chance of success.

Market analysis

Your target market is a description of the type of people that you plan to sell to. You might even have multiple target markets, depending on your business. 

A market analysis is the part of your plan where you bring together all of the information you know about your target market. Basically, it’s a thorough description of who your customers are and why they need what you’re selling. You’ll also include information about the growth of your market and your industry .

Try to be as specific as possible when you describe your market. 

Include information such as age, income level, and location—these are what’s called “demographics.” If you can, also describe your market’s interests and habits as they relate to your business—these are “psychographics.” 

Related: Target market examples

Essentially, you want to include any knowledge you have about your customers that is relevant to how your product or service is right for them. With a solid target market, it will be easier to create a sales and marketing plan that will reach your customers. That’s because you know who they are, what they like to do, and the best ways to reach them.

Next, provide any additional information you have about your market. 

What is the size of your market ? Is the market growing or shrinking? Ideally, you’ll want to demonstrate that your market is growing over time, and also explain how your business is positioned to take advantage of any expected changes in your industry.

Dig Deeper: Learn how to write a market analysis

Competitive analysis

Part of defining your business opportunity is determining what your competitive advantage is. To do this effectively, you need to know as much about your competitors as your target customers. 

Every business has some form of competition. If you don’t think you have competitors, then explore what alternatives there are in the market for your product or service. 

For example: In the early years of cars, their main competition was horses. For social media, the early competition was reading books, watching TV, and talking on the phone.

A good competitive analysis fully lays out the competitive landscape and then explains how your business is different. Maybe your products are better made, or cheaper, or your customer service is superior. Maybe your competitive advantage is your location – a wide variety of factors can ultimately give you an advantage.

Dig Deeper: How to write a competitive analysis for your business plan

Marketing and sales plan

The marketing and sales plan covers how you will position your product or service in the market, the marketing channels and messaging you will use, and your sales tactics. 

The best place to start with a marketing plan is with a positioning statement . 

This explains how your business fits into the overall market, and how you will explain the advantages of your product or service to customers. You’ll use the information from your competitive analysis to help you with your positioning. 

For example: You might position your company as the premium, most expensive but the highest quality option in the market. Or your positioning might focus on being locally owned and that shoppers support the local economy by buying your products.

Once you understand your positioning, you’ll bring this together with the information about your target market to create your marketing strategy . 

This is how you plan to communicate your message to potential customers. Depending on who your customers are and how they purchase products like yours, you might use many different strategies, from social media advertising to creating a podcast. Your marketing plan is all about how your customers discover who you are and why they should consider your products and services. 

While your marketing plan is about reaching your customers—your sales plan will describe the actual sales process once a customer has decided that they’re interested in what you have to offer. 

If your business requires salespeople and a long sales process, describe that in this section. If your customers can “self-serve” and just make purchases quickly on your website, describe that process. 

A good sales plan picks up where your marketing plan leaves off. The marketing plan brings customers in the door and the sales plan is how you close the deal.

Together, these specific plans paint a picture of how you will connect with your target audience, and how you will turn them into paying customers.

Dig deeper: What to include in your sales and marketing plan

Business operations

The operations section describes the necessary requirements for your business to run smoothly. It’s where you talk about how your business works and what day-to-day operations look like. 

Depending on how your business is structured, your operations plan may include elements of the business like:

• Supply chain management
• Manufacturing processes
• Equipment and technology
• Distribution

Some businesses distribute their products and reach their customers through large retailers like Amazon.com, Walmart, Target, and grocery store chains. 

These businesses should review how this part of their business works. The plan should discuss the logistics and costs of getting products onto store shelves and any potential hurdles the business may have to overcome.

If your business is much simpler than this, that’s OK. This section of your business plan can be either extremely short or more detailed, depending on the type of business you are building.

For businesses selling services, such as physical therapy or online software, you can use this section to describe the technology you’ll leverage, what goes into your service, and who you will partner with to deliver your services.

Dig Deeper: Learn how to write the operations chapter of your plan

Key milestones and metrics

Although it’s not required to complete your business plan, mapping out key business milestones and the metrics can be incredibly useful for measuring your success.

Good milestones clearly lay out the parameters of the task and set expectations for their execution. You’ll want to include:

• A description of each task
• The proposed due date
• Who is responsible for each task

If you have a budget, you can include projected costs to hit each milestone. You don’t need extensive project planning in this section—just list key milestones you want to hit and when you plan to hit them. This is your overall business roadmap. 

Possible milestones might be:

• Website launch date
• Store or office opening date
• First significant sales
• Break even date
• Business licenses and approvals

You should also discuss the key numbers you will track to determine your success. Some common metrics worth tracking include:

• Conversion rates
• Customer acquisition costs
• Profit per customer
• Repeat purchases

It’s perfectly fine to start with just a few metrics and grow the number you are tracking over time. You also may find that some metrics simply aren’t relevant to your business and can narrow down what you’re tracking.

Dig Deeper: How to use milestones in your business plan

Organization and management team

Investors don’t just look for great ideas—they want to find great teams. Use this chapter to describe your current team and who you need to hire . You should also provide a quick overview of your location and history if you’re already up and running.

Briefly highlight the relevant experiences of each key team member in the company. It’s important to make the case for why yours is the right team to turn an idea into a reality. 

Do they have the right industry experience and background? Have members of the team had entrepreneurial successes before? 

If you still need to hire key team members, that’s OK. Just note those gaps in this section.

Your company overview should also include a summary of your company’s current business structure . The most common business structures include:

• Sole proprietor
• Partnership

Be sure to provide an overview of how the business is owned as well. Does each business partner own an equal portion of the business? How is ownership divided? 

Potential lenders and investors will want to know the structure of the business before they will consider a loan or investment.

Dig Deeper: How to write about your company structure and team

Financial plan

Last, but certainly not least, is your financial plan chapter. 

Entrepreneurs often find this section the most daunting. But, business financials for most startups are less complicated than you think, and a business degree is certainly not required to build a solid financial forecast. 

A typical financial forecast in a business plan includes the following:

• Sales forecast : An estimate of the sales expected over a given period. You’ll break down your forecast into the key revenue streams that you expect to have.
• Expense budget : Your planned spending such as personnel costs , marketing expenses, and taxes.
• Profit & Loss : Brings together your sales and expenses and helps you calculate planned profits.
• Cash Flow : Shows how cash moves into and out of your business. It can predict how much cash you’ll have on hand at any given point in the future.
• Balance Sheet : A list of the assets, liabilities, and equity in your company. In short, it provides an overview of the financial health of your business. 

A strong business plan will include a description of assumptions about the future, and potential risks that could impact the financial plan. Including those will be especially important if you’re writing a business plan to pursue a loan or other investment.

Dig Deeper: How to create financial forecasts and budgets

This is the place for additional data, charts, or other information that supports your plan.

Including an appendix can significantly enhance the credibility of your plan by showing readers that you’ve thoroughly considered the details of your business idea, and are backing your ideas up with solid data.

Just remember that the information in the appendix is meant to be supplementary. Your business plan should stand on its own, even if the reader skips this section.

Dig Deeper : What to include in your business plan appendix

Optional: Business plan cover page

Adding a business plan cover page can make your plan, and by extension your business, seem more professional in the eyes of potential investors, lenders, and partners. It serves as the introduction to your document and provides necessary contact information for stakeholders to reference.

Your cover page should be simple and include:

• Company logo
• Business name
• Value proposition (optional)
• Business plan title
• Completion and/or update date
• Address and contact information
• Confidentiality statement

Just remember, the cover page is optional. If you decide to include it, keep it very simple and only spend a short amount of time putting it together.

Dig Deeper: How to create a business plan cover page

How to use AI to help write your business plan

Generative AI tools such as ChatGPT can speed up the business plan writing process and help you think through concepts like market segmentation and competition. These tools are especially useful for taking ideas that you provide and converting them into polished text for your business plan.

The best way to use AI for your business plan is to leverage it as a collaborator , not a replacement for human creative thinking and ingenuity. 

AI can come up with lots of ideas and act as a brainstorming partner. It’s up to you to filter through those ideas and figure out which ones are realistic enough to resonate with your customers. 

There are pros and cons of using AI to help with your business plan . So, spend some time understanding how it can be most helpful before just outsourcing the job to AI.

Learn more: 10 AI prompts you need to write a business plan

• Writing tips and strategies

To help streamline the business plan writing process, here are a few tips and key questions to answer to make sure you get the most out of your plan and avoid common mistakes .  

Determine why you are writing a business plan

Knowing why you are writing a business plan will determine your approach to your planning project. 

For example: If you are writing a business plan for yourself, or just to use inside your own business , you can probably skip the section about your team and organizational structure. 

If you’re raising money, you’ll want to spend more time explaining why you’re looking to raise the funds and exactly how you will use them.

Regardless of how you intend to use your business plan , think about why you are writing and what you’re trying to get out of the process before you begin.

Keep things concise

Probably the most important tip is to keep your business plan short and simple. There are no prizes for long business plans . The longer your plan is, the less likely people are to read it. 

So focus on trimming things down to the essentials your readers need to know. Skip the extended, wordy descriptions and instead focus on creating a plan that is easy to read —using bullets and short sentences whenever possible.

Have someone review your business plan

Writing a business plan in a vacuum is never a good idea. Sometimes it’s helpful to zoom out and check if your plan makes sense to someone else. You also want to make sure that it’s easy to read and understand.

Don’t wait until your plan is “done” to get a second look. Start sharing your plan early, and find out from readers what questions your plan leaves unanswered. This early review cycle will help you spot shortcomings in your plan and address them quickly, rather than finding out about them right before you present your plan to a lender or investor.

If you need a more detailed review, you may want to explore hiring a professional plan writer to thoroughly examine it.

Use a free business plan template and business plan examples to get started

Knowing what information you need to cover in a business plan sometimes isn’t quite enough. If you’re struggling to get started or need additional guidance, it may be worth using a business plan template. 

If you’re looking for a free downloadable business plan template to get you started, download the template used by more than 1 million businesses. 

Or, if you just want to see what a completed business plan looks like, check out our library of over 550 free business plan examples . 

We even have a growing list of industry business planning guides with tips for what to focus on depending on your business type.

Common pitfalls and how to avoid them

It’s easy to make mistakes when you’re writing your business plan. Some entrepreneurs get sucked into the writing and research process, and don’t focus enough on actually getting their business started. 

Here are a few common mistakes and how to avoid them:

Not talking to your customers : This is one of the most common mistakes. It’s easy to assume that your product or service is something that people want. Before you invest too much in your business and too much in the planning process, make sure you talk to your prospective customers and have a good understanding of their needs.

• Overly optimistic sales and profit forecasts: By nature, entrepreneurs are optimistic about the future. But it’s good to temper that optimism a little when you’re planning, and make sure your forecasts are grounded in reality. 
• Spending too much time planning: Yes, planning is crucial. But you also need to get out and talk to customers, build prototypes of your product and figure out if there’s a market for your idea. Make sure to balance planning with building.
• Not revising the plan: Planning is useful, but nothing ever goes exactly as planned. As you learn more about what’s working and what’s not—revise your plan, your budgets, and your revenue forecast. Doing so will provide a more realistic picture of where your business is going, and what your financial needs will be moving forward.
• Not using the plan to manage your business: A good business plan is a management tool. Don’t just write it and put it on the shelf to collect dust – use it to track your progress and help you reach your goals.
• Presenting your business plan

The planning process forces you to think through every aspect of your business and answer questions that you may not have thought of. That’s the real benefit of writing a business plan – the knowledge you gain about your business that you may not have been able to discover otherwise.

With all of this knowledge, you’re well prepared to convert your business plan into a pitch presentation to present your ideas. 

A pitch presentation is a summary of your plan, just hitting the highlights and key points. It’s the best way to present your business plan to investors and team members.

Dig Deeper: Learn what key slides should be included in your pitch deck

Use your business plan to manage your business

One of the biggest benefits of planning is that it gives you a tool to manage your business better. With a revenue forecast, expense budget, and projected cash flow, you know your targets and where you are headed.

And yet, nothing ever goes exactly as planned – it’s the nature of business.

That’s where using your plan as a management tool comes in. The key to leveraging it for your business is to review it periodically and compare your forecasts and projections to your actual results.

Start by setting up a regular time to review the plan – a monthly review is a good starting point. During this review, answer questions like:

• Did you meet your sales goals?
• Is spending following your budget?
• Has anything gone differently than what you expected?

Now that you see whether you’re meeting your goals or are off track, you can make adjustments and set new targets. 

Maybe you’re exceeding your sales goals and should set new, more aggressive goals. In that case, maybe you should also explore more spending or hiring more employees. 

Or maybe expenses are rising faster than you projected. If that’s the case, you would need to look at where you can cut costs.

A plan, and a method for comparing your plan to your actual results , is the tool you need to steer your business toward success.

Learn More: How to run a regular plan review

Free business plan templates and examples

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One-page plan template

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How to write a business plan FAQ

What is a business plan?

A document that describes your business , the products and services you sell, and the customers that you sell to. It explains your business strategy, how you’re going to build and grow your business, what your marketing strategy is, and who your competitors are.

What are the benefits of a business plan?

A business plan helps you understand where you want to go with your business and what it will take to get there. It reduces your overall risk, helps you uncover your business’s potential, attracts investors, and identifies areas for growth.

Having a business plan ultimately makes you more confident as a business owner and more likely to succeed for a longer period of time.

What are the 7 steps of a business plan?

The seven steps to writing a business plan include:

• Write a brief executive summary
• Describe your products and services.
• Conduct market research and compile data into a cohesive market analysis.
• Describe your marketing and sales strategy.
• Outline your organizational structure and management team.
• Develop financial projections for sales, revenue, and cash flow.
• Add any additional documents to your appendix.

What are the 5 most common business plan mistakes?

There are plenty of mistakes that can be made when writing a business plan. However, these are the 5 most common that you should do your best to avoid:

• 1. Not taking the planning process seriously.
• Having unrealistic financial projections or incomplete financial information.
• Inconsistent information or simple mistakes.
• Failing to establish a sound business model.
• Not having a defined purpose for your business plan.

What questions should be answered in a business plan?

Writing a business plan is all about asking yourself questions about your business and being able to answer them through the planning process. You’ll likely be asking dozens and dozens of questions for each section of your plan.

However, these are the key questions you should ask and answer with your business plan:

• How will your business make money?
• Is there a need for your product or service?
• Who are your customers?
• How are you different from the competition?
• How will you reach your customers?
• How will you measure success?

How long should a business plan be?

The length of your business plan fully depends on what you intend to do with it. From the SBA and traditional lender point of view, a business plan needs to be whatever length necessary to fully explain your business. This means that you prove the viability of your business, show that you understand the market, and have a detailed strategy in place.

If you intend to use your business plan for internal management purposes, you don’t necessarily need a full 25-50 page business plan. Instead, you can start with a one-page plan to get all of the necessary information in place.

What are the different types of business plans?

While all business plans cover similar categories, the style and function fully depend on how you intend to use your plan. Here are a few common business plan types worth considering.

Traditional business plan: The tried-and-true traditional business plan is a formal document meant to be used when applying for funding or pitching to investors. This type of business plan follows the outline above and can be anywhere from 10-50 pages depending on the amount of detail included, the complexity of your business, and what you include in your appendix.

Business model canvas: The business model canvas is a one-page template designed to demystify the business planning process. It removes the need for a traditional, copy-heavy business plan, in favor of a single-page outline that can help you and outside parties better explore your business idea.

One-page business plan: This format is a simplified version of the traditional plan that focuses on the core aspects of your business. You’ll typically stick with bullet points and single sentences. It’s most useful for those exploring ideas, needing to validate their business model, or who need an internal plan to help them run and manage their business.

Lean Plan: The Lean Plan is less of a specific document type and more of a methodology. It takes the simplicity and styling of the one-page business plan and turns it into a process for you to continuously plan, test, review, refine, and take action based on performance. It’s faster, keeps your plan concise, and ensures that your plan is always up-to-date.

What’s the difference between a business plan and a strategic plan?

A business plan covers the “who” and “what” of your business. It explains what your business is doing right now and how it functions. The strategic plan explores long-term goals and explains “how” the business will get there. It encourages you to look more intently toward the future and how you will achieve your vision.

However, when approached correctly, your business plan can actually function as a strategic plan as well. If kept lean, you can define your business, outline strategic steps, and track ongoing operations all with a single plan.

See why 1.2 million entrepreneurs have written their business plans with LivePlan

Noah is the COO at Palo Alto Software, makers of the online business plan app LivePlan. He started his career at Yahoo! and then helped start the user review site Epinions.com. From there he started a software distribution business in the UK before coming to Palo Alto Software to run the marketing and product teams.

Table of Contents

• Use AI to help write your plan
• Common planning mistakes
• Manage with your business plan
• Templates and examples

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Project Management Business Plan Template

Written by Dave Lavinsky

Project Management Business Plan

Over the past 20+ years, we have helped over 500 entrepreneurs and business owners create business plans to start and grow their project management companies.

If you’re unfamiliar with creating a project management business plan, you may think creating one will be a time-consuming and frustrating process. For most entrepreneurs it is, but for you, it won’t be since we’re here to help. We have the experience, resources, and knowledge to help you create a great business plan.

In this article, you will learn some background information on why business planning is important. Then, you will learn how to write a project management business plan step-by-step so you can create your plan today.

Download our Ultimate Business Plan Template here >

What Is a Business Plan?

A business plan provides a snapshot of your project management business as it stands today, and lays out your growth plan for the next five years. It explains your business goals and your strategies for reaching them. It also includes market research to support your plans.

Why You Need a Business Plan

If you’re looking to start a project management business or grow your existing project management company, you need a business plan. A business plan will help you raise funding, if needed, and plan out the growth of your project management business to improve your chances of success. Your project management business plan is a living document that should be updated annually as your company grows and changes.

Sources of Funding for Project Management Businesses

With regards to funding, the main sources of funding for a project management business are personal savings, credit cards, bank loans, and angel investors. When it comes to bank loans, banks will want to review your business plan and gain confidence that you will be able to repay your loan and interest. To acquire this confidence, the loan officer will not only want to ensure that your financials are reasonable, but they will also want to see a professional plan. Such a plan will give them the confidence that you can successfully and professionally operate a business. Personal savings and bank loans are the most common funding paths for project management companies.

Finish Your Business Plan Today!

How to write a business plan for a project management business.

If you want to start a project management business or expand your current one, you need a business plan. The guide below details the necessary information for how to write each essential component of your project management business plan.

Executive Summary

Your executive summary provides an introduction to your business plan, but it is normally the last section you write because it provides a summary of each key section of your plan.

The goal of your executive summary is to quickly engage the reader. Explain to them the kind of project management business you are running and the status. For example, are you a startup, do you have a project management business that you would like to grow, or are you operating a chain of project management businesses?

Next, provide an overview of each of the subsequent sections of your plan.

• Give a brief overview of the project management industry.
• Discuss the type of project management business you are operating.
• Detail your direct competitors. Give an overview of your target customers.
• Provide a snapshot of your marketing strategy. Identify the key members of your team.
• Offer an overview of your financial plan.

Company Overview

In your company overview, you will detail the type of project management business you are operating.

For example, you might specialize in one of the following types of project management businesses:

• Marketing project management : this type of project management involves overseeing projects related to marketing and advertising.
• Construction project management: this type of project management involves overseeing responsibilities related to planning and the logistics of a construction project.
• Engineering project management: this type of project management is responsible for overseeing engineering projects to ensure they’re completed appropriately.
• IT project management: this type of project management involves overseeing job duties such as establishing IT goals, overseeing the IT team’s processes and ensuring all project-related employees have the necessary resources to complete the project.

In addition to explaining the type of project management business you will operate, the company overview needs to provide background on the business.

Include answers to questions such as:

• When and why did you start the business?
• What milestones have you achieved to date? Milestones could include the number of clients served, the number of clients with positive outcomes, reaching X number of clients served, etc.
• Your legal business Are you incorporated as an S-Corp? An LLC? A sole proprietorship? Explain your legal structure here.

Industry Analysis

In your industry or market analysis, you need to provide an overview of the project management industry.

While this may seem unnecessary, it serves multiple purposes.

First, researching the project management industry educates you. It helps you understand the market in which you are operating.

Secondly, market research can improve your marketing strategy, particularly if your analysis identifies market trends.

The third reason is to prove to readers that you are an expert in your industry. By conducting the research and presenting it in your plan, you achieve just that.

The following questions should be answered in the industry analysis section of your project management business plan:

• How big is the project management industry (in dollars)?
• Is the market declining or increasing?
• Who are the key competitors in the market?
• Who are the key suppliers in the market?
• What trends are affecting the industry?
• What is the industry’s growth forecast over the next 5 – 10 years?
• What is the relevant market size? That is, how big is the potential target market for your project management business? You can extrapolate such a figure by assessing the size of the market in the entire country and then applying that figure to your local population.

Customer Analysis

The customer analysis section of your project management business plan must detail the customers you serve and/or expect to serve.

The following are examples of customer segments: small businesses, midsize companies and corporations.

As you can imagine, the customer segment(s) you choose will have a great impact on the type of project management business you operate. Clearly, corporations would respond to different marketing promotions than small businesses, for example.

Try to break out your target customers in terms of their demographic and psychographic profiles. With regards to demographics, including a discussion of the ages, genders, locations, and income levels of the potential customers you seek to serve.

Psychographic profiles explain the wants and needs of your target customers. The more you can recognize and define these needs, the better you will do in attracting and retaining your customers.

Finish Your Project Management Business Plan in 1 Day!

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Competitive Analysis

Your competitive analysis should identify the indirect and direct competitors your business faces and then focus on the latter.

Direct competitors are other project management businesses.

Indirect competitors are other options that customers have to purchase from that aren’t directly competing with your product or service. This includes in-house employees, online programs, or software. You need to mention such competition as well.

For each such competitor, provide an overview of their business and document their strengths and weaknesses. Unless you once worked at your competitors’ businesses, it will be impossible to know everything about them. But you should be able to find out key things about them such as

• What types of clients do they serve?
• What type of project management business are they?
• What is their pricing (premium, low, etc.)?
• What are they good at?
• What are their weaknesses?

With regards to the last two questions, think about your answers from the customers’ perspective. And don’t be afraid to ask your competitors’ customers what they like most and least about them.

The final part of your competitive analysis section is to document your areas of competitive advantage. For example:

• Will you provide your own staff?
• Will you offer products or services that your competition doesn’t?
• Will you provide better customer service?
• Will you offer better pricing?

Think about ways you will outperform your competition and document them in this section of your plan.  

Marketing Plan

Traditionally, a marketing plan includes the four P’s: Product, Price, Place, and Promotion. For a project management business plan, your marketing strategy should include the following:

Product : In the product section, you should reiterate the type of project management company that you documented in your company overview. Then, detail the specific products or services you will be offering. For example, will you provide consulting, scheduling, budgeting, or staffing?

Price : Document the prices you will offer and how they compare to your competitors. Essentially in the product and price sub-sections of your plan, you are presenting the products and/or services you offer and their prices.

Place : Place refers to the site of your project management company. Document where your company is situated and mention how the site will impact your success. For example, is your project management business located in a business district, a standalone office, or purely online? Discuss how your site might be the ideal location for your customers.

Promotions : The final part of your project management marketing plan is where you will document how you will drive potential customers to your location(s). The following are some promotional methods you might consider:

• Advertise in local papers, radio stations and/or magazines
• Attend industry events and tradeshows
• Reach out to websites
• Distribute flyers
• Engage in email marketing
• Advertise on social media platforms
• Improve the SEO (search engine optimization) on your website for targeted keywords

Operations Plan

While the earlier sections of your business plan explained your goals, your operations plan describes how you will meet them. Your operations plan should have two distinct sections as follows.

Everyday short-term processes include all of the tasks involved in running your project management business, including answering calls, planning and providing project services, client interaction,  billing clients and/or vendors, etc.

Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to book your Xth client, or when you hope to reach $X in revenue. It could also be when you expect to expand your project management business to a new city.  

Management Team

To demonstrate your project management business’ potential to succeed, a strong management team is essential. Highlight your key players’ backgrounds, emphasizing those skills and experiences that prove their ability to grow a company.

Ideally, you and/or your team members have direct experience in managing project management businesses. If so, highlight this experience and expertise. But also highlight any experience that you think will help your business succeed.

If your team is lacking, consider assembling an advisory board. An advisory board would include 2 to 8 individuals who would act as mentors to your business. They would help answer questions and provide strategic guidance. If needed, look for advisory board members with experience in managing a project management business or successfully running a small consulting firm.

Financial Plan

Your financial plan should include your 5-year financial statement broken out both monthly or quarterly for the first year and then annually. Your financial statements include your income statement, balance sheet, and cash flow statements.

Income Statement

An income statement is more commonly called a Profit and Loss statement or P&L. It shows your revenue and then subtracts your costs to show whether you turned a profit or not.

In developing your income statement, you need to devise assumptions. For example, will you manage 5 clients per day, and/or offer consulting services? And will sales grow by 2% or 10% per year? As you can imagine, your choice of assumptions will greatly impact the financial forecasts for your business. As much as possible, conduct research to try to root your assumptions in reality.

Balance Sheets

Balance sheets show your assets and liabilities. While balance sheets can include much information, try to simplify them to the key items you need to know about. For instance, if you spend $50,000 on building out your project management business, this will not give you immediate profits. Rather it is an asset that will hopefully help you generate profits for years to come. Likewise, if a lender writes you a check for $50,000, you don’t need to pay it back immediately. Rather, that is a liability you will pay back over time.

Cash Flow Statement

Your cash flow statement will help determine how much money you need to start or grow your business, and ensure you never run out of money. What most entrepreneurs and business owners don’t realize is that you can turn a profit but run out of money and go bankrupt.

When creating your Income Statement and Balance Sheets be sure to include several of the key costs needed in starting or growing a project management business:

• Cost of equipment and office supplies
• Payroll or salaries paid to staff
• Business insurance
• Other start-up expenses (if you’re a new business) like legal expenses, permits, computer software, and equipment

Attach your full financial projections in the appendix of your plan along with any supporting documents that make your plan more compelling. For example, you might include your office location lease or a list of project management services you plan to offer.

Writing a business plan for your project management business is a worthwhile endeavor. If you follow the template above, by the time you are done, you will truly be an expert. You will understand the project management industry, your competition, and your customers. You will develop a marketing strategy and will understand what it takes to launch and grow a successful project management business.

Project Management Business Plan Template FAQs

What is the easiest way to complete my project management business plan.

Growthink's Ultimate Business Plan Template allows you to quickly and easily write your project management business plan.

How Do You Start a Project Management Business?

Starting a project management business is easy with these 14 steps:

• Choose the Name for Your Project Management Business
• Create Your Project Management Business Plan
• Choose the Legal Structure for Your Project Management Business
• Secure Startup Funding for Your Project Management Business (If Needed)
• Secure a Location for Your Business
• Register Your Project Management Business with the IRS
• Open a Business Bank Account
• Get a Business Credit Card
• Get the Required Business Licenses and Permits
• Get Business Insurance for Your Project Management Business
• Buy or Lease the Right Project Management Business Equipment
• Develop Your Project Management Business Marketing Materials
• Purchase and Setup the Software Needed to Run Your Project Management Business
• Open for Business

Don’t you wish there was a faster, easier way to finish your Project Management business plan?

OR, Let Us Develop Your Plan For You

Since 1999, Growthink has developed business plans for thousands of companies who have gone on to achieve tremendous success.   Click here to see how a Growthink business planning advisor can create your business plan for you.

Other Helpful Business Plan Articles & Templates

Step-by-Step Guide to Writing a Simple Business Plan

By Joe Weller | October 11, 2021

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A business plan is the cornerstone of any successful company, regardless of size or industry. This step-by-step guide provides information on writing a business plan for organizations at any stage, complete with free templates and expert advice. 

Included on this page, you’ll find a step-by-step guide to writing a business plan and a chart to identify which type of business plan you should write . Plus, find information on how a business plan can help grow a business and expert tips on writing one .

What Is a Business Plan?

A business plan is a document that communicates a company’s goals and ambitions, along with the timeline, finances, and methods needed to achieve them. Additionally, it may include a mission statement and details about the specific products or services offered.

A business plan can highlight varying time periods, depending on the stage of your company and its goals. That said, a typical business plan will include the following benchmarks:

• Product goals and deadlines for each month
• Monthly financials for the first two years
• Profit and loss statements for the first three to five years
• Balance sheet projections for the first three to five years

Startups, entrepreneurs, and small businesses all create business plans to use as a guide as their new company progresses. Larger organizations may also create (and update) a business plan to keep high-level goals, financials, and timelines in check.

While you certainly need to have a formalized outline of your business’s goals and finances, creating a business plan can also help you determine a company’s viability, its profitability (including when it will first turn a profit), and how much money you will need from investors. In turn, a business plan has functional value as well: Not only does outlining goals help keep you accountable on a timeline, it can also attract investors in and of itself and, therefore, act as an effective strategy for growth.

For more information, visit our comprehensive guide to writing a strategic plan or download free strategic plan templates . This page focuses on for-profit business plans, but you can read our article with nonprofit business plan templates .

Business Plan Steps

The specific information in your business plan will vary, depending on the needs and goals of your venture, but a typical plan includes the following ordered elements:

• Executive summary
• Description of business
• Market analysis
• Competitive analysis
• Description of organizational management
• Description of product or services
• Marketing plan
• Sales strategy
• Funding details (or request for funding)
• Financial projections

If your plan is particularly long or complicated, consider adding a table of contents or an appendix for reference. For an in-depth description of each step listed above, read “ How to Write a Business Plan Step by Step ” below.

Broadly speaking, your audience includes anyone with a vested interest in your organization. They can include potential and existing investors, as well as customers, internal team members, suppliers, and vendors.

Do I Need a Simple or Detailed Plan?

Your business’s stage and intended audience dictates the level of detail your plan needs. Corporations require a thorough business plan — up to 100 pages. Small businesses or startups should have a concise plan focusing on financials and strategy.

How to Choose the Right Plan for Your Business

In order to identify which type of business plan you need to create, ask: “What do we want the plan to do?” Identify function first, and form will follow.

Use the chart below as a guide for what type of business plan to create:

Is the Order of Your Business Plan Important?

There is no set order for a business plan, with the exception of the executive summary, which should always come first. Beyond that, simply ensure that you organize the plan in a way that makes sense and flows naturally.

The Difference Between Traditional and Lean Business Plans

A traditional business plan follows the standard structure — because these plans encourage detail, they tend to require more work upfront and can run dozens of pages. A Lean business plan is less common and focuses on summarizing critical points for each section. These plans take much less work and typically run one page in length.

In general, you should use a traditional model for a legacy company, a large company, or any business that does not adhere to Lean (or another Agile method ). Use Lean if you expect the company to pivot quickly or if you already employ a Lean strategy with other business operations. Additionally, a Lean business plan can suffice if the document is for internal use only. Stick to a traditional version for investors, as they may be more sensitive to sudden changes or a high degree of built-in flexibility in the plan.

How to Write a Business Plan Step by Step

Writing a strong business plan requires research and attention to detail for each section. Below, you’ll find a 10-step guide to researching and defining each element in the plan.

Step 1: Executive Summary

The executive summary will always be the first section of your business plan. The goal is to answer the following questions:

• What is the vision and mission of the company?
• What are the company’s short- and long-term goals?

See our  roundup of executive summary examples and templates for samples. Read our executive summary guide to learn more about writing one.

Step 2: Description of Business

The goal of this section is to define the realm, scope, and intent of your venture. To do so, answer the following questions as clearly and concisely as possible:

• What business are we in?
• What does our business do?

Step 3: Market Analysis

In this section, provide evidence that you have surveyed and understand the current marketplace, and that your product or service satisfies a niche in the market. To do so, answer these questions:

• Who is our customer? 
• What does that customer value?

Step 4: Competitive Analysis

In many cases, a business plan proposes not a brand-new (or even market-disrupting) venture, but a more competitive version — whether via features, pricing, integrations, etc. — than what is currently available. In this section, answer the following questions to show that your product or service stands to outpace competitors:

• Who is the competition? 
• What do they do best? 
• What is our unique value proposition?

Step 5: Description of Organizational Management

In this section, write an overview of the team members and other key personnel who are integral to success. List roles and responsibilities, and if possible, note the hierarchy or team structure.

Step 6: Description of Products or Services

In this section, clearly define your product or service, as well as all the effort and resources that go into producing it. The strength of your product largely defines the success of your business, so it’s imperative that you take time to test and refine the product before launching into marketing, sales, or funding details.

Questions to answer in this section are as follows:

• What is the product or service?
• How do we produce it, and what resources are necessary for production?

Step 7: Marketing Plan

In this section, define the marketing strategy for your product or service. This doesn’t need to be as fleshed out as a full marketing plan , but it should answer basic questions, such as the following:

• Who is the target market (if different from existing customer base)?
• What channels will you use to reach your target market?
• What resources does your marketing strategy require, and do you have access to them?
• If possible, do you have a rough estimate of timeline and budget?
• How will you measure success?

Step 8: Sales Plan

Write an overview of the sales strategy, including the priorities of each cycle, steps to achieve these goals, and metrics for success. For the purposes of a business plan, this section does not need to be a comprehensive, in-depth sales plan , but can simply outline the high-level objectives and strategies of your sales efforts. 

Start by answering the following questions:

• What is the sales strategy?
• What are the tools and tactics you will use to achieve your goals?
• What are the potential obstacles, and how will you overcome them?
• What is the timeline for sales and turning a profit?
• What are the metrics of success?

Step 9: Funding Details (or Request for Funding)

This section is one of the most critical parts of your business plan, particularly if you are sharing it with investors. You do not need to provide a full financial plan, but you should be able to answer the following questions:

• How much capital do you currently have? How much capital do you need?
• How will you grow the team (onboarding, team structure, training and development)?
• What are your physical needs and constraints (space, equipment, etc.)?

Step 10: Financial Projections

Apart from the fundraising analysis, investors like to see thought-out financial projections for the future. As discussed earlier, depending on the scope and stage of your business, this could be anywhere from one to five years. 

While these projections won’t be exact — and will need to be somewhat flexible — you should be able to gauge the following:

• How and when will the company first generate a profit?
• How will the company maintain profit thereafter?

Business Plan Template

Download Business Plan Template

Microsoft Excel | Smartsheet

This basic business plan template has space for all the traditional elements: an executive summary, product or service details, target audience, marketing and sales strategies, etc. In the finances sections, input your baseline numbers, and the template will automatically calculate projections for sales forecasting, financial statements, and more.

For templates tailored to more specific needs, visit this business plan template roundup or download a fill-in-the-blank business plan template to make things easy. 

If you are looking for a particular template by file type, visit our pages dedicated exclusively to Microsoft Excel , Microsoft Word , and Adobe PDF business plan templates.

How to Write a Simple Business Plan

A simple business plan is a streamlined, lightweight version of the large, traditional model. As opposed to a one-page business plan , which communicates high-level information for quick overviews (such as a stakeholder presentation), a simple business plan can exceed one page.

Below are the steps for creating a generic simple business plan, which are reflected in the template below .

• Write the Executive Summary This section is the same as in the traditional business plan — simply offer an overview of what’s in the business plan, the prospect or core offering, and the short- and long-term goals of the company. 
• Add a Company Overview Document the larger company mission and vision. 
• Provide the Problem and Solution In straightforward terms, define the problem you are attempting to solve with your product or service and how your company will attempt to do it. Think of this section as the gap in the market you are attempting to close.
• Identify the Target Market Who is your company (and its products or services) attempting to reach? If possible, briefly define your buyer personas .
• Write About the Competition In this section, demonstrate your knowledge of the market by listing the current competitors and outlining your competitive advantage.
• Describe Your Product or Service Offerings Get down to brass tacks and define your product or service. What exactly are you selling?
• Outline Your Marketing Tactics Without getting into too much detail, describe your planned marketing initiatives.
• Add a Timeline and the Metrics You Will Use to Measure Success Offer a rough timeline, including milestones and key performance indicators (KPIs) that you will use to measure your progress.
• Include Your Financial Forecasts Write an overview of your financial plan that demonstrates you have done your research and adequate modeling. You can also list key assumptions that go into this forecasting. 
• Identify Your Financing Needs This section is where you will make your funding request. Based on everything in the business plan, list your proposed sources of funding, as well as how you will use it.

Simple Business Plan Template

Download Simple Business Plan Template

Microsoft Excel |  Microsoft Word | Adobe PDF  | Smartsheet

Use this simple business plan template to outline each aspect of your organization, including information about financing and opportunities to seek out further funding. This template is completely customizable to fit the needs of any business, whether it’s a startup or large company.

Read our article offering free simple business plan templates or free 30-60-90-day business plan templates to find more tailored options. You can also explore our collection of one page business templates . 

How to Write a Business Plan for a Lean Startup

A Lean startup business plan is a more Agile approach to a traditional version. The plan focuses more on activities, processes, and relationships (and maintains flexibility in all aspects), rather than on concrete deliverables and timelines.

While there is some overlap between a traditional and a Lean business plan, you can write a Lean plan by following the steps below:

• Add Your Value Proposition Take a streamlined approach to describing your product or service. What is the unique value your startup aims to deliver to customers? Make sure the team is aligned on the core offering and that you can state it in clear, simple language.
• List Your Key Partners List any other businesses you will work with to realize your vision, including external vendors, suppliers, and partners. This section demonstrates that you have thoughtfully considered the resources you can provide internally, identified areas for external assistance, and conducted research to find alternatives.
• Note the Key Activities Describe the key activities of your business, including sourcing, production, marketing, distribution channels, and customer relationships.
• Include Your Key Resources List the critical resources — including personnel, equipment, space, and intellectual property — that will enable you to deliver your unique value.
• Identify Your Customer Relationships and Channels In this section, document how you will reach and build relationships with customers. Provide a high-level map of the customer experience from start to finish, including the spaces in which you will interact with the customer (online, retail, etc.). 
• Detail Your Marketing Channels Describe the marketing methods and communication platforms you will use to identify and nurture your relationships with customers. These could be email, advertising, social media, etc.
• Explain the Cost Structure This section is especially necessary in the early stages of a business. Will you prioritize maximizing value or keeping costs low? List the foundational startup costs and how you will move toward profit over time.
• Share Your Revenue Streams Over time, how will the company make money? Include both the direct product or service purchase, as well as secondary sources of revenue, such as subscriptions, selling advertising space, fundraising, etc.

Lean Business Plan Template for Startups

Download Lean Business Plan Template for Startups

Microsoft Word | Adobe PDF

Startup leaders can use this Lean business plan template to relay the most critical information from a traditional plan. You’ll find all the sections listed above, including spaces for industry and product overviews, cost structure and sources of revenue, and key metrics, and a timeline. The template is completely customizable, so you can edit it to suit the objectives of your Lean startups.

See our wide variety of  startup business plan templates for more options.

How to Write a Business Plan for a Loan

A business plan for a loan, often called a loan proposal , includes many of the same aspects of a traditional business plan, as well as additional financial documents, such as a credit history, a loan request, and a loan repayment plan.

In addition, you may be asked to include personal and business financial statements, a form of collateral, and equity investment information.

Download free financial templates to support your business plan.

Tips for Writing a Business Plan

Outside of including all the key details in your business plan, you have several options to elevate the document for the highest chance of winning funding and other resources. Follow these tips from experts:.

• Keep It Simple: Avner Brodsky , the Co-Founder and CEO of Lezgo Limited, an online marketing company, uses the acronym KISS (keep it short and simple) as a variation on this idea. “The business plan is not a college thesis,” he says. “Just focus on providing the essential information.”
• Do Adequate Research: Michael Dean, the Co-Founder of Pool Research , encourages business leaders to “invest time in research, both internal and external (market, finance, legal etc.). Avoid being overly ambitious or presumptive. Instead, keep everything objective, balanced, and accurate.” Your plan needs to stand on its own, and you must have the data to back up any claims or forecasting you make. As Brodsky explains, “Your business needs to be grounded on the realities of the market in your chosen location. Get the most recent data from authoritative sources so that the figures are vetted by experts and are reliable.”
• Set Clear Goals: Make sure your plan includes clear, time-based goals. “Short-term goals are key to momentum growth and are especially important to identify for new businesses,” advises Dean.
• Know (and Address) Your Weaknesses: “This awareness sets you up to overcome your weak points much quicker than waiting for them to arise,” shares Dean. Brodsky recommends performing a full SWOT analysis to identify your weaknesses, too. “Your business will fare better with self-knowledge, which will help you better define the mission of your business, as well as the strategies you will choose to achieve your objectives,” he adds.
• Seek Peer or Mentor Review: “Ask for feedback on your drafts and for areas to improve,” advises Brodsky. “When your mind is filled with dreams for your business, sometimes it is an outsider who can tell you what you’re missing and will save your business from being a product of whimsy.”

Outside of these more practical tips, the language you use is also important and may make or break your business plan.

Shaun Heng, VP of Operations at Coin Market Cap , gives the following advice on the writing, “Your business plan is your sales pitch to an investor. And as with any sales pitch, you need to strike the right tone and hit a few emotional chords. This is a little tricky in a business plan, because you also need to be formal and matter-of-fact. But you can still impress by weaving in descriptive language and saying things in a more elegant way.

“A great way to do this is by expanding your vocabulary, avoiding word repetition, and using business language. Instead of saying that something ‘will bring in as many customers as possible,’ try saying ‘will garner the largest possible market segment.’ Elevate your writing with precise descriptive words and you'll impress even the busiest investor.”

Additionally, Dean recommends that you “stay consistent and concise by keeping your tone and style steady throughout, and your language clear and precise. Include only what is 100 percent necessary.”

Resources for Writing a Business Plan

While a template provides a great outline of what to include in a business plan, a live document or more robust program can provide additional functionality, visibility, and real-time updates. The U.S. Small Business Association also curates resources for writing a business plan.

Additionally, you can use business plan software to house data, attach documentation, and share information with stakeholders. Popular options include LivePlan, Enloop, BizPlanner, PlanGuru, and iPlanner.

How a Business Plan Helps to Grow Your Business

A business plan — both the exercise of creating one and the document — can grow your business by helping you to refine your product, target audience, sales plan, identify opportunities, secure funding, and build new partnerships. 

Outside of these immediate returns, writing a business plan is a useful exercise in that it forces you to research the market, which prompts you to forge your unique value proposition and identify ways to beat the competition. Doing so will also help you build (and keep you accountable to) attainable financial and product milestones. And down the line, it will serve as a welcome guide as hurdles inevitably arise.

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24 of My Favorite Sample Business Plans & Examples For Your Inspiration

Published: February 06, 2024

Free Business Plan Template

The essential document for starting a business -- custom built for your needs.

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I believe that reading sample business plans is essential when writing your own.

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As you explore business plan examples from real companies and brands, it’s easier for you to learn how to write a good one.

But what does a good business plan look like? And how do you write one that’s both viable and convincing. I’ll walk you through the ideal business plan format along with some examples to help you get started.

Table of Contents

Business Plan Format

Business plan types, sample business plan templates, top business plan examples.

Ask any successful sports coach how they win so many games, and they’ll tell you they have a unique plan for every single game. To me, the same logic applies to business.

If you want to build a thriving company that can pull ahead of the competition, you need to prepare for battle before breaking into a market.

Business plans guide you along the rocky journey of growing a company. And if your business plan is compelling enough, it can also convince investors to give you funding.

With so much at stake, I’m sure you’re wondering where to begin.

• Outline your idea.
• Pitch to investors.
• Secure funding.
• Get to work!

You're all set!

Click this link to access this resource at any time.

Fill out the form to get your free template.

First, you’ll want to nail down your formatting. Most business plans include the following sections.

1. Executive Summary

I’d say the executive summary is the most important section of the entire business plan. 

Why? Essentially, it's the overview or introduction, written in a way to grab readers' attention and guide them through the rest of the business plan. This is important, because a business plan can be dozens or hundreds of pages long.

There are two main elements I’d recommend including in your executive summary:

Company Description

This is the perfect space to highlight your company’s mission statement and goals, a brief overview of your history and leadership, and your top accomplishments as a business.

Tell potential investors who you are and why what you do matters. Naturally, they’re going to want to know who they’re getting into business with up front, and this is a great opportunity to showcase your impact.

Need some extra help firming up those business goals? Check out HubSpot Academy’s free course to help you set goals that matter — I’d highly recommend it

Products and Services

To piggyback off of the company description, be sure to incorporate an overview of your offerings. This doesn’t have to be extensive — just another chance to introduce your industry and overall purpose as a business.

In addition to the items above, I recommend including some information about your financial projections and competitive advantage here too.:

Keep in mind you'll cover many of these topics in more detail later on in the business plan. So, keep the executive summary clear and brief, and only include the most important takeaways.

Executive Summary Business Plan Examples

This example was created with HubSpot’s business plan template:

This executive summary is so good to me because it tells potential investors a short story while still covering all of the most important details.

Image Source

Tips for Writing Your Executive Summary

• Start with a strong introduction of your company, showcase your mission and impact, and outline the products and services you provide.
• Clearly define a problem, and explain how your product solves that problem, and show why the market needs your business.
• Be sure to highlight your value proposition, market opportunity, and growth potential.
• Keep it concise and support ideas with data.
• Customize your summary to your audience. For example, emphasize finances and return on investment for venture capitalists.

Check out our tips for writing an effective executive summary for more guidance.

2. Market Opportunity

This is where you'll detail the opportunity in the market.

The main question I’d ask myself here is this: Where is the gap in the current industry, and how will my product fill that gap?

More specifically, here’s what I’d include in this section:

• The size of the market
• Current or potential market share
• Trends in the industry and consumer behavior
• Where the gap is
• What caused the gap
• How you intend to fill it

To get a thorough understanding of the market opportunity, you'll want to conduct a TAM, SAM, and SOM analysis and perform market research on your industry.

You may also benefit from creating a SWOT analysis to get some of the insights for this section.

Market Opportunity Business Plan Example

I like this example because it uses critical data to underline the size of the potential market and what part of that market this service hopes to capture.

Tips for Writing Your Market Opportunity Section

• Focus on demand and potential for growth.
• Use market research, surveys, and industry trend data to support your market forecast and projections.
• Add a review of regulation shifts, tech advances, and consumer behavior changes.
• Refer to reliable sources.
• Showcase how your business can make the most of this opportunity.

3. Competitive Landscape

Since we’re already speaking of market share, you'll also need to create a section that shares details on who the top competitors are.

After all, your customers likely have more than one brand to choose from, and you'll want to understand exactly why they might choose one over another.

My favorite part of performing a competitive analysis is that it can help you uncover:

• Industry trends that other brands may not be utilizing
• Strengths in your competition that may be obstacles to handle
• Weaknesses in your competition that may help you develop selling points
• The unique proposition you bring to the market that may resonate with customers

Competitive Landscape Business Plan Example

I like how the competitive landscape section of this business plan below shows a clear outline of who the top competitors are.

It also highlights specific industry knowledge and the importance of location, which shows useful experience in this specific industry. 

This can help build trust in your ability to execute your business plan.

Tips for Writing Your Competitive Landscape

• Complete in-depth research, then emphasize your most important findings.
• Compare your unique selling proposition (USP) to your direct and indirect competitors.
• Show a clear and realistic plan for product and brand differentiation.
• Look for specific advantages and barriers in the competitive landscape. Then, highlight how that information could impact your business.
• Outline growth opportunities from a competitive perspective.
• Add customer feedback and insights to support your competitive analysis.

4. Target Audience

Use this section to describe who your customer segments are in detail. What is the demographic and psychographic information of your audience?

If your immediate answer is "everyone," you'll need to dig deeper. Here are some questions I’d ask myself here:

• What demographics will most likely need/buy your product or service?
• What are the psychographics of this audience? (Desires, triggering events, etc.)
• Why are your offerings valuable to them?

I’d also recommend building a buyer persona to get in the mindset of your ideal customers and be clear on why you're targeting them.

Target Audience Business Plan Example

I like the example below because it uses in-depth research to draw conclusions about audience priorities. It also analyzes how to create the right content for this audience.

Tips for Writing Your Target Audience Section

• Include details on the size and growth potential of your target audience.
• Figure out and refine the pain points for your target audience , then show why your product is a useful solution.
• Describe your targeted customer acquisition strategy in detail.
• Share anticipated challenges your business may face in acquiring customers and how you plan to address them.
• Add case studies, testimonials, and other data to support your target audience ideas.
• Remember to consider niche audiences and segments of your target audience in your business plan.

5. Marketing Strategy

Here, you'll discuss how you'll acquire new customers with your marketing strategy. I’d suggest including information:

• Your brand positioning vision and how you'll cultivate it
• The goal targets you aim to achieve
• The metrics you'll use to measure success
• The channels and distribution tactics you'll use

I think it’s helpful to have a marketing plan built out in advance to make this part of your business plan easier.

Marketing Strategy Business Plan Example

This business plan example includes the marketing strategy for the town of Gawler.

In my opinion, it really works because it offers a comprehensive picture of how they plan to use digital marketing to promote the community.

Tips for Writing Your Marketing Strategy

• Include a section about how you believe your brand vision will appeal to customers.
• Add the budget and resources you'll need to put your plan in place.
• Outline strategies for specific marketing segments.
• Connect strategies to earlier sections like target audience and competitive analysis.
• Review how your marketing strategy will scale with the growth of your business.
• Cover a range of channels and tactics to highlight your ability to adapt your plan in the face of change.

6. Key Features and Benefits

At some point in your business plan, you'll need to review the key features and benefits of your products and/or services.

Laying these out can give readers an idea of how you're positioning yourself in the market and the messaging you're likely to use. It can even help them gain better insight into your business model.

Key Features and Benefits Business Plan Example

In my opinion, the example below does a great job outlining products and services for this business, along with why these qualities will attract the audience.

Tips for Writing Your Key Features and Benefits

• Emphasize why and how your product or service offers value to customers.
• Use metrics and testimonials to support the ideas in this section.
• Talk about how your products and services have the potential to scale.
• Think about including a product roadmap.
• Focus on customer needs, and how the features and benefits you are sharing meet those needs.
• Offer proof of concept for your ideas, like case studies or pilot program feedback.
• Proofread this section carefully, and remove any jargon or complex language.

7. Pricing and Revenue

This is where you'll discuss your cost structure and various revenue streams. Your pricing strategy must be solid enough to turn a profit while staying competitive in the industry. 

For this reason, here’s what I’d might outline in this section:

• The specific pricing breakdowns per product or service
• Why your pricing is higher or lower than your competition's
• (If higher) Why customers would be willing to pay more
• (If lower) How you're able to offer your products or services at a lower cost
• When you expect to break even, what margins do you expect, etc?

Pricing and Revenue Business Plan Example

I like how this business plan example begins with an overview of the business revenue model, then shows proposed pricing for key products.

Tips for Writing Your Pricing and Revenue Section

• Get specific about your pricing strategy. Specifically, how you connect that strategy to customer needs and product value.
• If you are asking a premium price, share unique features or innovations that justify that price point.
• Show how you plan to communicate pricing to customers.
• Create an overview of every revenue stream for your business and how each stream adds to your business model as a whole.
• Share plans to develop new revenue streams in the future.
• Show how and whether pricing will vary by customer segment and how pricing aligns with marketing strategies.
• Restate your value proposition and explain how it aligns with your revenue model.

8. Financials

To me, this section is particularly informative for investors and leadership teams to figure out funding strategies, investment opportunities, and more.

 According to Forbes , you'll want to include three main things:

• Profit/Loss Statement - This answers the question of whether your business is currently profitable.
• Cash Flow Statement - This details exactly how much cash is incoming and outgoing to give insight into how much cash a business has on hand.
• Balance Sheet - This outlines assets, liabilities, and equity, which gives insight into how much a business is worth.

While some business plans might include more or less information, these are the key details I’d include in this section.

Financials Business Plan Example

This balance sheet is a great example of level of detail you’ll need to include in the financials section of your business plan.

Tips for Writing Your Financials Section

• Growth potential is important in this section too. Using your data, create a forecast of financial performance in the next three to five years.
• Include any data that supports your projections to assure investors of the credibility of your proposal.
• Add a break-even analysis to show that your business plan is financially practical. This information can also help you pivot quickly as your business grows.
• Consider adding a section that reviews potential risks and how sensitive your plan is to changes in the market.
• Triple-check all financial information in your plan for accuracy.
• Show how any proposed funding needs align with your plans for growth.

As you create your business plan, keep in mind that each of these sections will be formatted differently. Some may be in paragraph format, while others could be charts or graphs.

The formats above apply to most types of business plans. That said, the format and structure of your plan will vary by your goals for that plan. 

So, I’ve added a quick review of different business plan types. For a more detailed overview, check out this post .

1. Startups

Startup business plans are for proposing new business ideas.

If you’re planning to start a small business, preparing a business plan is crucial. The plan should include all the major factors of your business.

You can check out this guide for more detailed business plan inspiration .

2. Feasibility Studies

Feasibility business plans focus on that business's product or service. Feasibility plans are sometimes added to startup business plans. They can also be a new business plan for an already thriving organization.

3. Internal Use

You can use internal business plans to share goals, strategies, or performance updates with stakeholders. In my opinion, internal business plans are useful for alignment and building support for ambitious goals.

4. Strategic Initiatives

Another business plan that's often for sharing internally is a strategic business plan. This plan covers long-term business objectives that might not have been included in the startup business plan.

5. Business Acquisition or Repositioning

When a business is moving forward with an acquisition or repositioning, it may need extra structure and support. These types of business plans expand on a company's acquisition or repositioning strategy.

Growth sometimes just happens as a business continues operations. But more often, a business needs to create a structure with specific targets to meet set goals for expansion. This business plan type can help a business focus on short-term growth goals and align resources with those goals.

Now that you know what's included and how to format a business plan, let's review some of my favorite templates.

1. HubSpot's One-Page Business Plan

Download a free, editable one-page business plan template..

The business plan linked above was created here at HubSpot and is perfect for businesses of any size — no matter how many strategies we still have to develop.

Fields such as Company Description, Required Funding, and Implementation Timeline give this one-page business plan a framework for how to build your brand and what tasks to keep track of as you grow.

Then, as the business matures, you can expand on your original business plan with a new iteration of the above document.

Why I Like It

This one-page business plan is a fantastic choice for the new business owner who doesn’t have the time or resources to draft a full-blown business plan. It includes all the essential sections in an accessible, bullet-point-friendly format. That way, you can get the broad strokes down before honing in on the details.

2. HubSpot's Downloadable Business Plan Template

We also created a business plan template for entrepreneurs.

The template is designed as a guide and checklist for starting your own business. You’ll learn what to include in each section of your business plan and how to do it.

There’s also a list for you to check off when you finish each section of your business plan.

Strong game plans help coaches win games and help businesses rocket to the top of their industries. So if you dedicate the time and effort required to write a workable and convincing business plan, you’ll boost your chances of success and even dominance in your market.

This business plan kit is essential for the budding entrepreneur who needs a more extensive document to share with investors and other stakeholders.

It not only includes sections for your executive summary, product line, market analysis, marketing plan, and sales plan, but it also offers hands-on guidance for filling out those sections.

3. LiveFlow’s Financial Planning Template with built-in automation

This free template from LiveFlow aims to make it easy for businesses to create a financial plan and track their progress on a monthly basis.

The P&L Budget versus Actual format allows users to track their revenue, cost of sales, operating expenses, operating profit margin, net profit, and more.

The summary dashboard aggregates all of the data put into the financial plan sheet and will automatically update when changes are made.

Instead of wasting hours manually importing your data to your spreadsheet, LiveFlow can also help you to automatically connect your accounting and banking data directly to your spreadsheet, so your numbers are always up-to-date.

With the dashboard, you can view your runway, cash balance, burn rate, gross margins, and other metrics. Having a simple way to track everything in one place will make it easier to complete the financials section of your business plan.

This is a fantastic template to track performance and alignment internally and to create a dependable process for documenting financial information across the business. It’s highly versatile and beginner-friendly.

It’s especially useful if you don’t have an accountant on the team. (I always recommend you do, but for new businesses, having one might not be possible.)

4. ThoughtCo’s Sample Business Plan

One of the more financially oriented sample business plans in this list, BPlan’s free business plan template dedicates many of its pages to your business’s financial plan and financial statements.

After filling this business plan out, your company will truly understand its financial health and the steps you need to take to maintain or improve it.

I absolutely love this business plan template because of its ease-of-use and hands-on instructions (in addition to its finance-centric components). If you feel overwhelmed by the thought of writing an entire business plan, consider using this template to help you with the process.

6. Harvard Business Review’s "How to Write a Winning Business Plan"

Most sample business plans teach you what to include in your business plan, but this Harvard Business Review article will take your business plan to the next level — it teaches you the why and how behind writing a business plan.

With the guidance of Stanley Rich and Richard Gumpert, co-authors of " Business Plans That Win: Lessons From the MIT Enterprise Forum ", you'll learn how to write a convincing business plan that emphasizes the market demand for your product or service.

You’ll also learn the financial benefits investors can reap from putting money into your venture rather than trying to sell them on how great your product or service is.

This business plan guide focuses less on the individual parts of a business plan, and more on the overarching goal of writing one. For that reason, it’s one of my favorites to supplement any template you choose to use. Harvard Business Review’s guide is instrumental for both new and seasoned business owners.

7. HubSpot’s Complete Guide to Starting a Business

If you’re an entrepreneur, you know writing a business plan is one of the most challenging first steps to starting a business.

Fortunately, with HubSpot's comprehensive guide to starting a business, you'll learn how to map out all the details by understanding what to include in your business plan and why it’s important to include them. The guide also fleshes out an entire sample business plan for you.

If you need further guidance on starting a business, HubSpot's guide can teach you how to make your business legal, choose and register your business name, and fund your business. It will also give small business tax information and includes marketing, sales, and service tips.

This comprehensive guide will walk you through the process of starting a business, in addition to writing your business plan, with a high level of exactitude and detail. So if you’re in the midst of starting your business, this is an excellent guide for you.

It also offers other resources you might need, such as market analysis templates.

8. Panda Doc’s Free Business Plan Template

PandaDoc’s free business plan template is one of the more detailed and fleshed-out sample business plans on this list. It describes what you should include in each section, so you don't have to come up with everything from scratch.

Once you fill it out, you’ll fully understand your business’ nitty-gritty details and how all of its moving parts should work together to contribute to its success.

This template has two things I love: comprehensiveness and in-depth instructions. Plus, it’s synced with PandaDoc’s e-signature software so that you and other stakeholders can sign it with ease. For that reason, I especially love it for those starting a business with a partner or with a board of directors.

9. Small Business Administration Free Business Plan Template

The Small Business Administration (SBA) offers several free business plan templates that can be used to inspire your own plan.

Before you get started, you can decide what type of business plan you need — a traditional or lean start-up plan.

Then, you can review the format for both of those plans and view examples of what they might look like.

We love both of the SBA’s templates because of their versatility. You can choose between two options and use the existing content in the templates to flesh out your own plan. Plus, if needed, you can get a free business counselor to help you along the way.

I’ve compiled some completed business plan samples to help you get an idea of how to customize a plan for your business.

I chose different types of business plan ideas to expand your imagination. Some are extensive, while others are fairly simple.

Let’s take a look.

1. LiveFlow

One of the major business expenses is marketing. How you handle your marketing reflects your company’s revenue.

I included this business plan to show you how you can ensure your marketing team is aligned with your overall business plan to get results. The plan also shows you how to track even the smallest metrics of your campaigns, like ROI and payback periods instead of just focusing on big metrics like gross and revenue.

Fintech startup, LiveFlow, allows users to sync real-time data from its accounting services, payment platforms, and banks into custom reports. This eliminates the task of pulling reports together manually, saving teams time and helping automate workflows.

"Using this framework over a traditional marketing plan will help you set a profitable marketing strategy taking things like CAC, LTV, Payback period, and P&L into consideration," explains LiveFlow co-founder, Lasse Kalkar .

When it came to including marketing strategy in its business plan, LiveFlow created a separate marketing profit and loss statement (P&L) to track how well the company was doing with its marketing initiatives.

This is a great approach, allowing businesses to focus on where their marketing dollars are making the most impact. Having this information handy will enable you to build out your business plan’s marketing section with confidence. LiveFlow has shared the template here . You can test it for yourself.

2. Lula Body

Sometimes all you need is a solid mission statement and core values to guide you on how to go about everything. You do this by creating a business plan revolving around how to fulfill your statement best.

For example, Patagonia is an eco-friendly company, so their plan discusses how to make the best environmentally friendly products without causing harm.

A good mission statement  should not only resonate with consumers but should also serve as a core value compass for employees as well.

Patagonia has one of the most compelling mission statements I’ve seen:

"Together, let’s prioritise purpose over profit and protect this wondrous planet, our only home."

It reels you in from the start, and the environmentally friendly theme continues throughout the rest of the statement.

This mission goes on to explain that they are out to "Build the best product, cause no unnecessary harm, and use business to protect nature."

Their mission statement is compelling and detailed, with each section outlining how they will accomplish their goal.

4. Vesta Home Automation

This executive summary for a smart home device startup is part of a business plan created by students at Mount Royal University .

While it lacks some of the sleek visuals of the templates above, its executive summary does a great job of demonstrating how invested they are in the business.

Right away, they mention they’ve invested $200,000 into the company already, which shows investors they have skin in the game and aren’t just looking for someone else to foot the bill.

This is the kind of business plan you need when applying for business funds. It clearly illustrates the expected future of the company and how the business has been coming along over the years.

5. NALB Creative Center

This fictional business plan for an art supply store includes everything one might need in a business plan: an executive summary, a company summary, a list of services, a market analysis summary, and more.

One of its most notable sections is its market analysis summary, which includes an overview of the population growth in the business’ target geographical area, as well as a breakdown of the types of potential customers they expect to welcome at the store. 

This sort of granular insight is essential for understanding and communicating your business’s growth potential. Plus, it lays a strong foundation for creating relevant and useful buyer personas .

It’s essential to keep this information up-to-date as your market and target buyer changes. For that reason, you should carry out market research as often as possible to ensure that you’re targeting the correct audience and sharing accurate information with your investors.

Due to its comprehensiveness, it’s an excellent example to follow if you’re opening a brick-and-mortar store and need to get external funding to start your business .

6. Curriculum Companion Suites (CSS)

If you’re looking for a SaaS business plan example, look no further than this business plan for a fictional educational software company called Curriculum Companion Suites. 

Like the business plan for the NALB Creative Center, it includes plenty of information for prospective investors and other key stakeholders in the business.

One of the most notable features of this business plan is the executive summary, which includes an overview of the product, market, and mission.

The first two are essential for software companies because the product offering is so often at the forefront of the company’s strategy. Without that information being immediately available to investors and executives, then you risk writing an unfocused business plan.

It’s essential to front-load your company’s mission if it explains your "Why?" and this example does just that. In other words, why do you do what you do, and why should stakeholders care? This is an important section to include if you feel that your mission will drive interest in the business and its offerings.

7. Culina Sample Business Plan

Culina's sample business plan is an excellent example of how to lay out your business plan so that it flows naturally, engages readers, and provides the critical information investors and stakeholders need. 

You can use this template as a guide while you're gathering important information for your own business plan. You'll have a better understanding of the data and research you need to do since Culina’s plan outlines these details so flawlessly for inspiration.

8. Plum Sample Business Plan

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Blog Business

15+ Business Plan Examples to Win Your Next Round of Funding

By Jennifer Gaskin , Jun 09, 2021

“If you fail to plan, you are planning to fail,” according to words of wisdom dubiously attributed to Benjamin Franklin. While there’s no solid evidence that Franklin actually coined this phrase, the sentiment rings true for any business.

Not having a solid plan makes it unlikely you’ll achieve the goals you seek, whether the goals are getting your to-do list done or launching a successful organization.

In the early stages of a company, that means developing things like pitch decks, business plans, one-sheeters and more. With Venngage’s Business Plan Builder , you can easily organize your business plan into a visually appealing format that can help you win over investors, lenders or partners.

Learn more about  how to create a business plan  so you can hit the ground running after reading through this list for inspirational examples of business plans.

START CREATING FOR FREE

Click to jump ahead:

Simple business plan example, startup business plan example, small business plan example, nonprofit business plan example, strategic business plan example, market analysis business plan example, sales business plan example, organization and management business plan example, marketing and sales strategy business plan example, apple business plan example, airbnb business plan example, sequoia capital business plan example.

While your business plan should be supported by thorough and exhaustive research into your market and competitors, the resulting document does not have to be overwhelming for the reader. In fact, if you can boil your business plan down to a few key pages, all the better.

CREATE THIS PLAN TEMPLATE

The simple, bold visual aesthetic of this  business plan template  pairs well with the straightforward approach to the content and various elements of the business plan itself.

Use Venngage’s My Brand Kit  to automatically add your brand colors and fonts to your business plan with just a few clicks.

Return to Table of Contents

An essential startup business plan should include a clear and compelling value proposition, market analysis, competitive analysis, target audience identification, financial projections, and a well-defined marketing and operational strategy.

For a typical startup, the need to appear disruptive in the industry is important. After all, if you’re not offering anything truly new, why would an investor turn their attention toward your organization. That means establishing a problem and the ways in which you solve it right away.

CREATE THIS PRESENTATION TEMPLATE

Whether it’s a full-scale business plan or, in this case, a pitch deck, the ideal way for a startup to make a splash with its plans is to be bold. This successful business plan example is memorable and aspirational.

In the Venngage editor, you can upload images of your business. Add these images to your plans and reports to make them uniquely your own.

All businesses start out small at first, but that doesn’t mean their communications have to be small. One of the best ways to get investors, lenders and talent on board is to show that you’ve done your due diligence.

In this small business plan example, the content is spread over many pages, which is useful in making lengthy, in-depth research feel less like a chore than packing everyone on as few pages as possible.

Organizations that set out to solve problems rather than earning profits also benefit from creating compelling business plans that stir an emotional response in potential donors, benefactors, potential staff members or even media.

CREATE THIS REPORT TEMPLATE

Simplicity is the goal for nonprofits when it comes to business plans, particularly in their early days. Explain the crisis at hand and exactly how your organization will make a difference, which will help donors visualize how their money will be used to help.

Business plans are also helpful for companies that have been around for a while. Whether they’re considering new products to launch or looking for new opportunities, companies can approach business plans from the strategy side of the equation as well.

Strategic business plans or strategy infographics should be highly focused on a single area or problem to be solved rather than taking a holistic approach to the entire business. Expanding scope too much can make a strategy seem too difficult to implement.

Easily share your business plan with Venngage’s multiple download options, including PNG, PNG HD, and as an interactive PDF.

One-page business plan example

For organizations with a simple business model, often a one-page business plan is all that’s needed. This is possible in any industry, but the most common are traditional ones like retail, where few complex concepts need to be explained.

This one-page strategic business plan example could be easily replicated for an organization that offers goods or services across multiple channels or one with three core business areas. It’s a good business plan example for companies whose plans can be easily boiled down to a few bullet points per area.

Especially when entering a saturated market, understanding the landscape and players is crucial to understanding how your organization can fit it—and stand out. That’s why centering your business plan around a market analysis is often a good idea.

In this example, the majority of the content and about half the pages are focused on the market analysis, including competitors, trends, pricing, demographics and more. This successful business plan example ensures the artwork and style used perfectly matches the company’s aesthetic, which further reinforces its position in the market.

You can find more memorable business plan templates to customize in the Venngage editor. Browse Venngage’s  business plan templates  to find plans that work for you and start editing.

Company description business plan example

Depending on the market, focusing on your company story and what makes you different can drive your narrative home with potential investors. By focusing your business plan on a company description, you center yourself and your organization in the minds of your audience.

This abbreviated plan is a good business plan example. It uses most of the content to tell the organization’s story. In addition to background about the company, potential investors or clients can see how this design firm’s process is different from their rivals.

With Venngage Business , you can collaborate with team members in real-time to create a business plan that will be effective when presenting to investors.

Five-year business plan example

For most startups or young companies, showing potential investors or partners exactly how and when the company will become profitable is a key aspect of presenting a business plan. Whether it’s woven into a larger presentation or stands alone, you should be sure to include your five-year business plan so investors know you’re looking far beyond the present.

CREATE THIS PROPOSAL TEMPLATE

With Venngage’s Business Plan Builder , you can customize a schedule like this to quickly illustrate for investors or partners what your revenue targets are for the first three to five years your company is in operation.

The lifeblood of any company is the sales team. These are the energetic folks who bring in new business, develop leads and turn prospects into customers. Focusing your energy on creating a sales business plan would prove to investors that you understand what will make your company money.

In this example sales business plan, several facets of ideal buyers are detailed. These include a perfect customer profile that helps to convey to your audience that customer relationships will be at the heart of your operation.

You can include business infographics in your plan to visualize your goals. And with Venngage’s gallery of images and icons, you can customize the template to better reflect your business ethos.

Company mergers and shakeups are also major reasons for organizations to require strong business planning. Creating new departments, deciding which staff to retain and charting a course forward can be even more complex than starting a business from scratch.

This organization and management business plan focuses on how the company can optimize operations through a few key organizational projects.

Executive summary for business plan example

Executive summaries give your business plan a strong human touch, and they set the tone for what’s to follow. That could mean having your executive leadership team write a personal note or singling out some huge achievements of which you’re particularly proud in a business plan infographic .

In this executive summary for a business plan, a brief note is accompanied by a few notable achievements that signal the organization and leadership team’s authority in the industry.

Marketing and sales are two sides of the same coin, and clever companies know how they play off each other. That’s why centering your business plan around your marketing and sales strategy can pay dividends when it comes time to find investors and potential partners.

This marketing and sales business plan example is the picture of a sleek, modern aesthetic, which is appropriate across many industries and will speak volumes to numbers-obsesses sales and marketing leaders.

Do business plans really help? Well, here’s some math for you; in 1981, Apple had just gone public and was in the midst of marketing an absolute flop , the Apple III computer.  The company’s market cap, or total estimated market value,  could hit $3 trillion this year.

Did this Apple business plan make the difference? No, it’s not possible to attribute the success of Apple entirely to this business plan from July 1981, but this ancient artifact goes to show that even the most groundbreaking companies need to take an honest stock of their situation.

Apple’s 1981 business plan example pdf covers everything from the market landscape for computing to the products that founder Steve Jobs expects to roll out over the next few years, and the advanced analysis contained in the document shows how strategic Jobs and other Apple executives were in those early days.

Inviting strangers to stay in your house for the weekend seemed like a crazy concept before Airbnb became one of the world’s biggest companies. Like all disruptive startups, Airbnb had to create a robust, active system from nothing.

As this Airbnb business plan pitch deck example shows, for companies that are introducing entirely new concepts, it’s helpful not to get too into the weeds. Explain the problem simply and boil down the essence of your solution into a few words; in this case, “A web platform where users can rent out their space” perfectly sums up this popular company.

Sequoia Capital is one of the most successful venture capital firms in the world, backing startups that now have a combined stock market value of more than $1 trillion, according to a Forbes analysis .

For young companies and startups that want to play in the big leagues, tailoring your pitch to something that would appeal to a company like Sequoia Capital is a good idea. That’s why the company has a standard business plan format it recommends .

Using Sequoia Capital’s business plan example means being simple and clear with your content, like the above deck. Note how no slide contains much copy, and even when all slides appear on the screen at once, the text is legible.

In summary: Use Venngage to design business plans that will impress investors

Not every business plan, pitch deck or one-sheeter will net you billions in investment dollars, but every entrepreneur should be adept at crafting impressive, authoritative and informative business plans.

Whether you use one of the inspirational templates shared here or you want to go old school and mimic Apple’s 1981 business plan, using Venngage’s Business Plan Builder helps you bring your company’s vision to life.

Project Management Business Plan Template

Written by Dave Lavinsky

Tow Truck Business Plan

You’ve come to the right place to create your Tow Truck business plan.

We have helped over 1,000 entrepreneurs and business owners create business plans and many have used them to start or grow their Tow Truck businesses.

Below is a template to help you create each section of your Tow Truck business plan.

Executive Summary

Business overview.

ProPlan Solutions is a startup project management company located in Santa Clara, California. The company is founded by Ron Henderson who has experience in project management, in addition to several years of experience in project management. Now, with the expertise of knowledge and business acumen, Ron has determined he can confidently start and effectively grow a successful ProPlan Solutions company. Ron believes his experience of strategic growth, marketing skills, financial capabilities, and wide and deep knowledge of program management practices will provide everything needed for long-term growth and profitability.

ProPlan Solutions will provide a comprehensive array of services for a wide variety of clients. ProPlan Solutions will be the complete solution, providing services and products to each client while supporting the strategic goals of the company. ProPlan Solutions will be the ultimate choice in project management for clients to ensure that every need of the customer is fully and completely met.

Product Offering

The following are the services that ProPlan Solutions will provide:

• Project planning
• Project initiation and actionable steps
• Streamline project processes
• Build project collaboration
• Guaranteed on-time completion of projects
• Stakeholder engagement
• Stakeholder initiation and communication
• Budgeting and resource allocation
• Risk assessment
• Rick management

Customer Focus

ProPlan Solutions will target all construction companies within the greater Santa Clara region. They will target project managers who work independently. They will target city government planning officials. They will target commercial building owners and stakeholders.

Management Team

ProPlan Solutions will be owned and operated by Don Henderson. He recruited his former administrative manager, Stanley Marshall, to be the administrative director in ProPlan Solutions. In addition, Don recruited Darlene Cooper to be the marketing director, overseeing all forms of marketing, including social media and other channels.

Don Henderson is a graduate of Ohio State University, where he earned a degree in Innovation. He has been instrumental in his former employment in leading a wide and diverse number of projects-in-process by employing his expertise, knowledge and capabilities learned while on the job for more than a decade. He believes his organizational skills and diligence will allow him to grow his clientele base and his team of employees to a long-term strategic goal.

Stanley Marshall is the former administrative manager where Don was formerly employed. Stanley is well-known for his ability to break every project or task into digestible bites to then put them all together with a 99.9% accuracy rate. Stanley will become the new administrative director, overseeing employees, organizational needs and the construction of projects that conform to timelines.

Darlene Cooper is a personal acquaintance of Don Henderson and, after observing her social media and public relations skills, he asked Darlene to join the new company as the marketing director. She will build the pipeline of potential clients by marketing the skills and capabilities of the leaders within ProPlan Solutions and the history of successful projects behind the executive staff.

Success Factors

ProPlan Solutions will be able to achieve success by offering the following competitive advantages:

• Friendly, knowledgeable, and highly-qualified team of ProPlan Solutions
• Comprehensive menu of services and products
• Streamlined project processes via proprietary software
• Project collaboration with all players
• ProPlan Solutions offers the best pricing in town. Their pricing structure is the most cost effective compared to the competition.

Financial Highlights

ProPlan Solutions is seeking $200,000 in debt financing to launch its ProPlan Solutions. The funding will be dedicated toward securing the office space and purchasing office equipment and supplies. Funding will also be dedicated toward three months of overhead costs to include payroll of the staff, rent, and marketing costs for the print ads and marketing costs. The breakout of the funding is below:

• Office space build-out: $20,000
• Office equipment, supplies, and materials: $10,000
• Three months of overhead expenses (payroll, rent, utilities): $150,000
• Marketing costs: $10,000
• Working capital: $10,000

The following graph outlines the financial projections for ProPlan Solutions.

Company Overview

Who is proplan solutions.

ProPlan Solutions is a newly established, full-service project management in Santa Clara, California. ProPlan Solutions will be the most reliable, cost-effective, and efficient choice for construction projects of all sizes within the Bay Area region. ProPlan Solutions will provide a comprehensive menu of project planning and completion services for any company or stakeholder to utilize. Their full-service approach includes a comprehensive slate of steps to completion and a guaranteed project completion date.

  ProPlan Solutions will be able to manage large and small projects from start to finish. The team of professionals are highly qualified and experienced in project initiation, processes, and completion with collaboration. ProPlan Solutions removes all headaches and issues of challenging projects and ensures all issues are taken care of expeditiously while delivering the best customer service.

ProPlan Solutions History

ProPlan Solutions is owned and operated by Don Henderson, a former project manager who has a wide and deep level of experience in multiple projects. Don has worked for a major management corporation for over ten years and he has the expertise across a wide variety of projects to effectively lead his teams to success in each project managed. Ron has gained the trust and commitment of three large technology-based companies in Santa Clara and is working to finalize the contracts at this time.

Since incorporation, ProPlan Solutions has achieved the following milestones:

• Registered ProPlan Solutions, LLC to transact business in the state of California.
• Has a contract in place for a 10,000 square foot office at one of the midtown buildings
• Reached out to numerous contacts to include ProPlan Solutions in their project planning.
• Began recruiting an executive staff of three persons and an administrative staff of four to work at ProPlan Solutions.

ProPlan Solutions Services

The following will be the services ProPlan Solutions will provide:

Industry Analysis

The project management industry is expected to grow over the next five years to over $7 billion. The growth will be driven by new technology that drives innovation and new projects that follow. There will be new risk assessments needed and timelines for project management could be more demanding, which would propel growth. This depends on the addition of software and application methods. The growth will also be driven by increasing demand for complex project management, particularly in the technology sector. The growth will be driven by small management projects combined for expediency and collaboration.

Costs will likely be reduced as software reduces the time and personnel needed when new tasks can be managed and completed by robotic or computer-driven technological solutions. Costs will likely be reduced as new constructs become adopted and the point of use becomes widened with many early adopters leading to full market adaptability that will reduce the cost per project.

Customer Analysis

Demographic profile of target market, customer segmentation.

ProPlan Solutions will primarily target the following customer profiles:

• Construction companies
• Technology-driven companies
• Independent project managers
• City or statewide planning officials
• Commercial building owners
• Collaborators and stakeholders of construction projects

Competitive Analysis

Direct and indirect competitors.

ProPlan Solutions will face competition from other companies with similar business profiles. A description of each competitor company is below.

The Rodgers Group

The Rodgers Group provides risk analysis and risk management during complex projects while in process. The risk analysis component is determined by Trenton Rogers, a skilled professional with ten years of expertise gained before he started The Rodgers Group. Potential risk assessments and projections will include changes in project scope, unforeseen challenges, and market competition. The Rodgers Group also manages mitigation strategies, preparing multiple “what if” scenarios for their client base.

EX Strategies

Started by London Breed in 2015, EX Strategies is focused on projects that involved exit strategies. In many cases, this requires lengthy and specific client consultations and care as the exit process can be lengthy. EX Strategies handles all potential exit strategies, including mergers, acquisitions, and transiting to a consulting model as needed. The market conditions and business goals of every business owner are determined prior to any constructions or projects get underway.

The Sustainable Assessment Company

The Sustainable Assessment Company specializes in projects that determine sustainability, no matter how large or small the project may be. Founded by Josiah Stein in 2020, the company focuses on the fact that most construction now contains sustainability plans and solutions. Therefore, the Sustainable Assessment Company looks forward and backward at new and existing organizations to determine viability of the initial plans and creates solutions that lead to higher-performing levels of sustainability. As many companies are committed to community engagement, along with social and environmental responsibility, the Sustainable Assessment Company supports and creates new constructs for success in these areas.

Competitive Advantage

ProPlan Solutions will be able to offer the following advantages over their competition:

Marketing Plan

Brand & value proposition.

ProPlan Solutions will offer the unique value proposition to its clientele:

Promotions Strategy

The promotions strategy for ProPlan Solutions is as follows:

Word of Mouth/Referrals

ProPlan Solutions has built up an extensive list of contacts over the years by providing exceptional service and expertise to their former clients. The contacts and clients will follow them to the new company and help spread the word of ProPlan Solutions.

Professional Associations and Networking

Industry associations will be joined and networking efforts will become an on-going effort at ProPlan Solutions. Trade associations in the national arena will also be joined. New technology trade associations will also be adopted, as companies seek the newest technology to apply the most effective innovations.

Website/SEO Marketing

ProPlan Solutions will fully utilize their website. The website will be well organized, informative, and list all the services that ProPlan Solutions provides. The website will also list their contact information and list a few of their largest projects completed successfully. The website will engage in SEO marketing tactics so that anytime someone types in the Google or Bing search engine “project management company” or “risk assessments near me,” ProPlan Solutions will be listed at the top of the search results.

The pricing of ProPlan Solutions will be moderate and on par with competitors so customers feel they receive excellent value when purchasing their services.

Operations Plan

The following will be the operations plan for ProPlan Solutions. Operation Functions:

• Don Henderson will be the owner and president of the company. Don will oversee all staff and manage client relations. Don has spent the past year recruiting the following staff:
• Stanley Marshall will be the new administrative director, overseeing employees, organizational needs and the construction of projects that conform to timelines.
• Darlene Cooper brings social media skills and public relations expertise to ProPlan Solutions. She will become the marketing director, building the pipeline of potential clients within the marketing skills and capabilities she carries.

Milestones:

ProPlan Solutions will have the following milestones completed in the next six months.

• 5/1/202X – Finalize contract to lease office space
• 5/15/202X – Finalize personnel and staff employment contracts for the ProPlan Solutions
• 6/1/202X – Finalize contracts for ProPlan Solutions clients
• 6/15/202X – Begin networking at industry events
• 6/22/202X – Begin moving into ProPlan Solutions office
• 7/1/202X – ProPlan Solutions opens its doors for business

Financial Plan

Key revenue & costs.

The revenue drivers for ProPlan Solutions are the fees they will charge to clients for their services. .

The cost drivers will be the overhead costs required in order to staff ProPlan Solutions. The expenses will be the payroll cost, rent, utilities, office supplies, and marketing materials.

Funding Requirements and Use of Funds

ProPlan Solutions is seeking $200,000 in debt financing to launch its project management company. The funding will be dedicated toward securing the office space and purchasing office equipment and supplies. Funding will also be dedicated toward three months of overhead costs to include payroll of the staff, rent, and marketing costs for the print ads and association memberships. The breakout of the funding is below:

Key Assumptions

The following outlines the key assumptions required in order to achieve the revenue and cost numbers in the financials and in order to pay off the startup business loan.

• Number of Projects Per Month: 15
• Average Revenue per Month: $25,000
• Office Lease per Year: $100,000

Financial Projections

Income statement, balance sheet, cash flow statement, tow truck business plan faqs, what is a project management business plan.

A project management business plan is a plan to start and/or grow your project management business. Among other things, it outlines your business concept, identifies your target customers, presents your marketing plan and details your financial projections. You can easily complete your Project Management business plan using our Project Management Business Plan Template here .

What are the Main Types of Project Management Businesses?

There are a number of different kinds of project management businesses, some examples include: Marketing project management, Construction project management, Engineering project management, and IT project management.

How Do You Get Funding for Your Project Management Business Plan?

Project Management businesses are often funded through small business loans. Personal savings, credit card financing and angel investors are also popular forms of funding.

What are the Steps To Start a Project Management Business?

Starting a project management business can be an exciting endeavor. Having a clear roadmap of the steps to start a business will help you stay focused on your goals and get started faster. 1. Develop A Project Management Business Plan - The first step in starting a business is to create a detailed project management business plan that outlines all aspects of the venture. This should include potential market size and target customers, the services or products you will offer, pricing strategies and a detailed financial forecast. 2. Choose Your Legal Structure - It's important to select an appropriate legal entity for your project management business. This could be a limited liability company (LLC), corporation, partnership, or sole proprietorship. Each type has its own benefits and drawbacks so it’s important to do research and choose wisely so that your project management business is in compliance with local laws. 3. Register Your Project Management Business - Once you have chosen a legal structure, the next step is to register your project management business with the government or state where you’re operating from. This includes obtaining licenses and permits as required by federal, state, and local laws. 4. Identify Financing Options - It’s likely that you’ll need some capital to start your project management business, so take some time to identify what financing options are available such as bank loans, investor funding, grants, or crowdfunding platforms. 5. Choose a Location - Whether you plan on operating out of a physical location or not, you should always have an idea of where you’ll be based should it become necessary in the future as well as what kind of space would be suitable for your operations. 6. Hire Employees - There are several ways to find qualified employees including job boards like LinkedIn or Indeed as well as hiring agencies if needed – depending on what type of employees you need it might also be more effective to reach out directly through networking events. 7. Acquire Necessary Project Management Equipment & Supplies - In order to start your project management business, you'll need to purchase all of the necessary equipment and supplies to run a successful operation. 8. Market & Promote Your Business - Once you have all the necessary pieces in place, it’s time to start promoting and marketing your project management business. This includes creating a website, utilizing social media platforms like Facebook or Twitter, and having an effective Search Engine Optimization (SEO) strategy. You should also consider traditional marketing techniques such as radio or print advertising.

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Didn't find what you are looking for.

The answer is simple.

It’s an informal business plan that can convince you that your idea makes sense to the outside world because you are investing your time, money, and everything into that idea.

To write a business plan, maybe you think you don’t need a step-by-step guide or a sample business plan . After all, some entrepreneurs achieved success without writing a business plan. With great timing, past business experiences, entrepreneurial ambitions, and a little luck, some entrepreneurs build successful businesses without even writing an informal business plan.

But the odds are greater than those entrepreneurs fail.

And that’s why writing a business plan will help you succeed .

The easiest way to simplify the work of writing a business plan is to start with sample business plans.

What is business plan sample?

Why you should refer a business plan example, who should use business plan examples, how to use sample business plans.

What is Business Plan Sample?

That’s why we created business plan examples to help you get started.

Use our 400+ business plan examples written for all industries and write your business plan in half of the time with twice the impact.

• Guidance on what to include in each section.  If you’ve never attended business school, you might never have created a  SWOT analysis   or a balance sheet before. Business templates that give guidance — in plain language — about what to include and how to fill in each section and create a complete and effective plan.
• A business plan is vital to get an investment.  If you’re seeking investment for your business, you’ll need to convince banks and investors why they should invest in your business . Lenders and investors will only risk their time and money if they’re certain that your business will be successful and profitable and they will get a great return on their investment.
• A business plan can help you prioritize.  A complete, well-balanced business plan is one of the most valuable tools in assisting you to reach your long-term goals. It gives your business direction, defines your goals, outlines out strategies to reach your goals, and helps you to manage possible bumps in the way.

Who should use Business Plan Examples?

Well Everyone, who wants to write a business plan should use these sample business plans. These plans apply to almost all industries.

We have created a library of professional sample business plans from a wide variety of industries to help you start writing your business plan with minimum effort.

Use our Upmetrics — business plan software that offers step by step guide to start writing your business plan , especially if you’re writing an informal business plan to get a bank loan or outside investment.

Our extensive sample business plans library includes  business plan templates  and  business plan examples  for almost all business industries.

Make your plan in half the time & twice the impact with Upmetrics.

How to use Business Plan Examples to write your own?

Having real-life and industry-specific business plan examples by your side can be incredibly resourceful to help you write a business plan from scratch. 

A well-planned structure helps you outline your plan, while content inspiration helps you set the tone for your business document. 

Let’s dive deep and understand how to use these examples effectively to write your business plan.

1. Use examples as a guide

2. understanding the structure.

Traditional business plans generally follow a similar structure. 

It starts with an executive summary followed by a company description, market analysis, product and services, sales and marketing strategies, operational plan, management team, financial plan, and appendix.

Using an example business plan is the best way to understand the structure and outline your plan. 

3. Gaining Inspiration

Reading industry-specific business plan examples can help you gain inspiration for your plan. You can gain insights on presenting your business idea, vision, mission, and values and persuade investors to invest in your idea.

4. Learning Industry-Specific Language

There’s no universal template for business planning that fits all. An industry-specific template can help you learn and understand the business language for your industry and the best way to communicate your message to your investors.

5. Identifying Key Elements

Reading business plan examples of similar businesses can help you identify the key elements and information to include in your plan. You can keep note of these and ensure everything necessary for investors to consider is present in your final draft.

6. Crafting Financial Projections

A financial plan is a critical component of your business plan, and a good business plan example can help you better understand how they project their financials which can be incredibly helpful while forecasting yours.

7. Refining Your Executive Summary

As mentioned earlier, your executive summary is a key factor influencing potential investors and lenders to invest or lend you money. Analyzing free business plan templates can help you optimize your executive summary to make it more brief, persuasive, and attention-grabbing.

8. Realizing What Works and What Doesn’t

Analyzing industry-specific and real-life examples can help you determine what works best and what doesn’t within your industry. Understanding these factors can help you avoid many significant pitfalls.

While business plan examples can be incredibly helpful in writing a plan from scratch, ensure your plan is customized for your business and sends out a unique message. Your business plan must reflect its unique idea, vision, and target market.

Using your Business Plan as a Management Tool

It’s essential to have a business plan, but it’s also crucial to keep it up to date as your business progresses. A business plan is not merely a document that you write once and forget after you get started. It’s a business road map and vision that you should develop as your business progresses and evolves. It’s also important to update your business plan regularly as your business situation and position change.

How Business Plan Software can help you?

We have created Upmetrics — business plan software to simplify the process of business planning.

Our financial forecasting module will create all the essential reports automatically. You just need to enter numbers and the application will do all the math to generate your financial reports. Later you can embed those reports into your business plan.

After completing your business plan, you can download your business plan in PDF or DOC file using Upmetrics. Also, you can share it online with investors or with other important people just by a quick link.

Ready to take the next step?

Now that you have a business idea and you know how to write a business plan, it’s time to go for it . Our business plan software will take you through each step outlined above in more detail so there are no surprises on your journey.

Simplifying Business Planning through AI-Powered Insights.

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After trying Upmetrics, I wish to highly recommend this app to anyone who needs to write a business plan flexibly and to a high standard.

Frequently Asked Questions

What is sample business plan, how do i write a business plan.

In business plan writing you will need to write the following sections into your business plan. These sections include an Executive Summary, Company Overview, Problem Analysis, The Solution, Market Analysis, Customer Analysis, Competitive Analysis, SWOT Analysis, Marketing Plan, Operations Plan, and Financial Plan.

Check out our article to learn how you can write these sections in detail for your business plan.

How long should my business plan be?

The length of your business plan depends on the type of plan you choose. There are one-page business plans that offer easy and practical planning. Then you have traditional business plans that usually vary from 20 to 50 pages. It’s worth noting that the quality of your business plan matters more than its length.

Should I hire someone to write my business plan for me?

Absolutely No, You as a business owner know all about your business idea, your business goals, target market and audience, and what you want to achieve by writing your plan. Don’t hire someone who doesn’t know what your readers will want, the reason is that, if you intend to raise funds, you are the best person that understands what investors will look out for in your business plan.

Consultants or  business plan writers  definitely can write a business plan but not better than you.

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550+ Business Plan Samples To Inspire Your Plan

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Use real business plan examples to jump-start your own plan!

Don’t start from scratch — get a headstart with 550 real business plan examples

How do you know what elements to include in your business plan, if you’ve never written one before? Looking at real business plan samples can help you visualize what a successful plan looks like, so you know what you’re aiming for before you get started. With LivePlan you’ll have access to over 550 free example business plans to use as a starting point.

Access our full library and browse real sample content for a broad range of businesses. You’ll see how others have written effective executive summaries, planned marketing activities, created financial forecasts , and more. Plus we’ll be right there to walk you through it .

Whether you run a dentist office or dog walking service, you’ll find examples of a business plan for every type of business.

Whether you’re a small- or mid-sized business, freelancer, nonprofit, or still figuring that out, we’ve got you covered.

LivePlan’s library of business plan samples has real business plans from 150 industries and growing. You can see the complete list here .

It’s OK if you can’t find an exact match to your business. You don’t need an exact match for a sample plan to be helpful. Instead, look for a plan that’s closely related to the type of business you’re starting. For example, if you want to start a vegetarian restaurant, a plan for a steakhouse will still be a great match.

While the specifics of your actual business will differ, the elements you’ll want to include in your restaurant’s business plan are similar—and they’re all included in LivePlan .

Real business plan examples to save you time

Read through as many sample business plans as you like to see how it’s done and get inspired. And if you really want to, you can even copy and paste sections to use in your own plan.

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How to create a goal-crushing project plan (+ 13 templates)

These project plan templates will prepare you for a smooth project..

If I learned anything from my borderline unhealthy obsession with "The Price is Right," it's that you can't underestimate the power of a good plan. Convinced I was just a hop, skip, and a "Come on down!" away from Showcase Showdown glory, I drafted a meticulous battle plan for how I would crush all the people who think a toaster oven costs the same as a Camry.

Even if the most meticulously laid plans are at the mercy of a capricious host with a skinny microphone, starting with a project plan template lays a foundation of order and direction in a world where the rules are made up and the points don't matter. (Wait, wrong show.)

In this post, I'll show you how the right project plan template can bring that same level of preparedness to your professional projects.

Table of contents:

What is a project plan template?

13 free project plan templates, who uses the project plan template, how to create a project plan in 7 steps, automate your project plan, what is a project plan.

A project plan is a formal document that details how a project will be executed by outlining the purpose, resources, scope, timeline, and deliverables required to complete said project. It guides teams on what the project is supposed to achieve, helps them communicate, keeps track of goals, decisions, and changes, and monitors progress.

The project plan isn't just a roadmap for how to proceed; it's also a vital tool for managing risk, ensuring clarity and transparency, and serving as a communication medium between all stakeholders. It provides a foundation for subsequent detailed planning, such as resource allocation and scheduling, and is essential for maintaining control over the project's progression.

Put simply: imagine trying to whip up a soufflé for the first time without a recipe. You might end up with a deflated mess and egg on your face (possibly literally). A project plan ensures you won't need a towel.

Zapier Interfaces , a no-code app builder, has a simple project plan template that lets you store data, create an interface for users to interact with, and set up workflows to automate the plan.

What does a project plan look like?

A project plan can take various forms, depending on the project's needs and complexity. It might be a comprehensive multi-page document detailing every phase, milestone, and activity or a succinct one-pager for smaller projects. Visual representations like a Gantt chart are often used to depict task sequences and dependencies, highlighting how different tasks interlink and the project's overall workflow.

Who crafts a project plan?

The project manager or a dedicated project planning team is responsible for crafting a project plan. This team must deeply understand the project's objectives, constraints, and the steps required to complete it successfully. Creating a project plan involves a series of strategic decisions, such as defining project phases and milestones, setting up timelines, and breaking the project into bite-size pieces, so the team doesn't choke on ambition.

A project plan template is a pre-formatted document that serves as a starting point for outlining the approach to a project. It typically includes sections for the project scope, objectives, timelines, resource allocation, risk assessment, and communication strategies (unless telepathy is in the budget).

These templates are vital, as they offer a structured framework ensuring consistency and thorough planning. They help avoid overlooking critical elements, streamline the planning process, and increase productivity, all while facilitating clear communication, aligning stakeholders, and setting a clear path to project completion. By using one, you're basically copying off the smart kid in class—you'll hit all the marks without having to think too hard.

Why reinvent the wheel when someone else has already done the heavy lifting for you? In a gracious act of charity, I present to you not one, not two, but 13 free project management templates. (Don't thank me too much—my design team made them.) Feel free to use them as is or, if you're feeling fancy, jazz them up with your own branding and visual elements.

1. Project proposal template

A project proposal template provides a standardized format for outlining a project's objectives, scope, methodology, and resources. Aimed at persuading stakeholders or clients to approve and fund the project, think of this project management plan template as your first date outfit—designed to impress, communicate your best attributes, and get a "yes" to that second date or, in this case, the green light on your project.

2. Project kickoff meeting template

A project kickoff meeting agenda is a guide that outlines the important topics to tackle during an initial meeting with project stakeholders to align goals, expectations, roles, and timelines for a new project. It's your project's pilot episode, where you introduce the cast of characters, set the scene, and tease the drama that'll unfold as your plan comes to life.

3. Project brief template

A project brief template is your project's elevator pitch on paper—a short, snappy document that tells everyone on the elevator (team members and stakeholders) why they should care about what you're doing before they reach their floor.

4. Gantt chart project plan template

A Gantt chart project plan template is a visual tool that outlines a project schedule, showing the start and finish dates of elements within the project and how they relate to each other over time. It's like a time-travel map for your project, visually plotting out your tasks in a way Doc Brown would appreciate.

5. Project communications plan template

A project communications plan template outlines the strategies, methods, frequency, and responsibilities for all communications within a project, ensuring no wires get crossed.

6. Business case template

A business case template is a bit like your project's resume. It highlights the skills (benefits), experience (costs), and special zing (risks and rewards) to convince the big bosses to hire (approve) your project.

7. Risk management project plan template

A risk management project plan template is designed to identify potential risks in a project, analyze their impact, and outline mitigation strategies to ensure project continuity. It's your project's horror movie survival guide, except instead of avoiding chainsaw-wielding maniacs, you're sidestepping budget blowouts and timeline traps.

8. Project activity template

A project activity template is like a chore chart for grown-ups, detailing who's doing what, where, and when—hopefully without the bribery of gold stars and ice cream.

9. Project budget allocation template

A project budget allocation template provides a structured approach to estimate the costs associated with various aspects of a project, helping to manage and distribute financial resources appropriately.

10. Project status report template

A project status report template summarizes a project's progress, risks, and issues, keeping stakeholders informed about its current state. It's basically your project's report card.

11. Resource management project plan template

A resource management project plan template helps plan, allocate, and schedule the resources needed to complete a project.

12. Project monthly monitoring template

A project monthly monitoring template is used to track the project's progression, financial status, and performance metrics systematically every month. It's like a monthly diary entry for your project but with fewer feelings.

13. Project change request template

A project change request template is a formal document that outlines a request for a change in the project, detailing the nature of the change, its impacts, and justification. This is the polite way of saying, "Hey, I know what we agreed on, but I've had a better (or more terrifying) idea, and here's a form filled out in triplicate about why we should do it."

A project planning template and the resulting project plan are used by a bunch of folks involved in the project's lifespan.

Project managers: Armed with a template and a dream, project managers are responsible for creating a clear and comprehensive project plan. They're constantly checking the plan like it's a newborn baby to make sure everything's on track and no one has accidentally dropped the project on its head.

Project team: These are the folks in the trenches who use the plan throughout the project execution phase. It helps them understand their roles, responsibilities, and timelines, providing a clear path to follow.

Subject matter experts: These are the brainiacs you call when you can't figure out how to fit that last puzzle piece. Their expertise helps in creating an accurate and feasible plan.

Stakeholders: These are the people, like clients and executives, who rely on the project plan for progress updates and a glimpse into the future of the project. It's as if they're trying to read tea leaves, discerning the fate of the project from the swirling patterns of tasks and deadlines.

Other departments: Depending on the nature of the project, departments like Finance, Marketing, or HR might also use the project plan template to align their activities with the project's scope and timeline.

The more these groups are involved in the plan creation and execution, the more collaborative and inclusive the project environment is. This effort also increases the likelihood of catching and rectifying any potential issues early in the project lifecycle, like a safety net made of collective brainpower and teamwork.

If you're the sort who likes to prep for a zombie apocalypse with a well-stocked pantry and a blunt object near every door, then you probably know the power of a good project plan. But drafting your own is a different story. These seven steps to banging out a project plan will make you feel like the boss of everything, including the undead.

1. Define the project scope and objectives

The project scope outlines the boundaries and limitations of the project, serving as a guideline to ensure the project doesn't deviate from its intended path. It helps in preventing scope creep, the sneaky goblin that eats your budget and poops out deadline delays.

Well-defined objectives offer a clear vision of what the project aims to achieve. They serve as a motivating factor for the project team, encouraging them to work toward a common goal. It's like gathering a group of first-graders and challenging them to build the world's tallest LEGO tower. Suddenly, their chaotic energy transforms into focused determination.

Additionally, objectives provide a benchmark against which you can measure the project's success. Making objectives as clear as my grandma's moonshine ensures that every decision and action taken aligns with the project's ultimate goals.

2. Identify key stakeholders and team members

Identifying key stakeholders and team members during project initiation is about as crucial as remembering to put on pants before leaving the house. Sure, you could wing it, but you'll likely encounter some uncomfortable situations and potential embarrassment along the way.

Stakeholders, like senior management and investors, have a vested interest in the project, and their input can be invaluable in shaping the project's direction. They provide resources, unique perspectives, and the uncanny ability to spot potential disasters from a mile away.

Team members are the fine folks who will bring your project plan to life, so make sure you know who's who and what they're responsible for. By doing this, you'll foster a sense of ownership and promote a collaborative work environment where everyone understands how their role contributes to the project's success.

3. Develop a work breakdown structure

A work breakdown structure (WBS) is a visual tool that breaks down all the work a project needs into smaller, more manageable parts. It's like that weird quote about eating an elephant. You wouldn't just shove the whole thing in your mouth, right? You'd start with small bites. The WBS is your fork and knife in this elephant-sized project feast.

Starting with the top level representing the overall project goal, each step down the hierarchy gets more detailed. The last level of the WBS is where you'll find measurable, actionable tasks.

4. Create a project timeline

Once all tasks have been created and organized in the WBS, you'll have to start estimating how long each task is going to take. It's a bit like guessing how many jelly beans are in the jar at a carnival, but with more spreadsheets. Assign a time frame to the project and create a schedule, making sure to include a buffer to account for any potential delays and prevent the plan from falling apart.

It's always wise to use a Gantt chart or another form of a project flow chart for time planning. That way, you can spot task dependencies quickly, track progress like a pro, and shuffle things around when the project gremlins inevitably throw a wrench in your plans.

5. Allocate resources and set a budget

Proper allocation of resources—be it human or material—is of the utmost importance in any project. Identifying these resources for each task helps ensure the project runs smoothly and efficiently.

When it comes to human resources, it's about assigning the right people to the right tasks based on their skills and expertise. Think of it as a less romantic, more productivity-focused version of Tinder: swipe right if their skills match the task at hand, swipe left if they think Excel is a brand of gum. Material resources involve physical supplies or equipment required to complete each task. Basically, if it's tangible and you need it to get the job done, put it on the list.

You've got to make sure your financial ducks are in a row, so you're not left scraping the bottom of the piggy bank. This means predicting all the expenses likely to be incurred—from salaries and equipment to software licenses and those pesky overheads. Just imagine a crystal ball, but instead of mysterious smoke, it's filled with receipts, invoices, and the occasional moth flying out of your wallet.

6. Identify risks and communication strategy

In order to effectively manage the project, it's important to identify potential risks and develop a communication strategy. Some challenges or threats that could arise include budget constraints, resource limitations, and unforeseen technical issues. Conducting a risk assessment is like planning a picnic and assuming it'll rain, there will be ants, and at least one seagull attack. Once you've got your list of potential project-ruining catastrophes, come up with a contingency plan to either stop them from happening or deal with them if they do.

You should also determine your communication strategy, whether through emails, seances, yelling across the room, or other means. Decide how often you'll check in and who needs to be in the loop.

7. Review, approve, and monitor

At this stage, all aspects of the project plan are reviewed and scrutinized to ensure that every detail has been considered, including whether Mercury is in retrograde. The approval process involves sign-offs from key stakeholders to ensure everyone is on the same page.

Once your project is up and running, keep those plates spinning with regular check-ins because if one crashes, everyone's going to hear it. If something isn't going according to plan, be ready to whip out your duct tape and make some adjustments.

While the seven steps outlined can set you on the path to a well-structured project plan, leveraging existing software can streamline the process. If Google Docs and Sheets aren't your jam, check to see if an existing app you use (like Notion or Coda ) has a template that might work for you, either built-in or from the community surrounding the app.

And once you've built out your project plan, you can use Zapier to automate workflows and connect your favorite apps. Learn more about how to automate project management , or take a spin at the Big Wheel with one of these pre-built workflows to automate the project plan templates above.

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Zapier is a no-code automation tool that lets you connect your apps into automated workflows, so that every person and every business can move forward at growth speed. Learn more about how it works .

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How to automatically create documents from a template

The best project management software for small businesses

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How to DIY Google Sheets Kanban boards (or use one of these templates)

21 project management templates to organize any workflow

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Based in New England, Allisa is a content marketer and small business owner who hopes to make the internet a more interesting place than she found it. When she’s not working, you can find her lying very still not doing anything.

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Project plan examples: how to write an effective plan (2024).

Key takeaways

• A project plan is a vital document in project management that outlines the project’s scope, objectives, and schedule.
• Effective project planning enhances resource management, mitigates risks, and improves project implementation and success.
• Project plans can vary in format, such as Excel spreadsheets, PowerPoint presentations, Gantt charts, and mind maps for brainstorming.

Jan. 8, 2024: Irene Casucian reviewed the information on this page for accuracy, refined the page layout, and added elements to improve the visual flow of information. She also created a downloadable project plan template.

In this article...

What is a project plan?

A project plan outlines the project’s scope, objectives, and schedule; it details what needs to be done, when, and by whom. The plan includes significant deliverables, methods to achieve them, team roles, stakeholder feedback, and milestones. This transparency makes sure everyone involved understands their role and how it contributes to the overall goal.

A project plan is the tangible output of the second phase of project management , project planning . This phase involves identifying and arranging each task necessary to cover the project’s scope, achieve deliverables, and meet the project’s goals. A comprehensive project plan developed in this phase is instrumental in tracking dependencies, staying updated on the status, and maintaining productivity throughout the project.

What are the key elements of an effective project plan?

A well-prepared project plan requires several key elements that will outline the project’s goals and define the stakeholders ‘ individual roles. Incorporating these key elements into a project plan is essential for effective project management and a higher success rate.

How do you create a project plan?

Step 1: define the project’s overall goals and objectives.

Identifying your project’s overall objectives and goals will help you measure the project’s success and keep your team aligned with the overarching mission. In this step, you should determine the desired outcome of your project that would represent its success.

By clearly understanding what the project aims to accomplish, project managers and teams can better identify the necessary tasks and establish the project scope . 

When defining your project goals, apply the SMART standards for a solid foundation. Make your objectives specific, measurable, achievable, relevant, and time-bound. This approach guarantees a clear, focused, and actionable framework for your project.

Step 2: Establish the project’s success criteria

To measure success effectively, align your success criteria with the project’s key deliverables and outcomes, and make sure they are based on its intended result. Confirm that these criteria are quantifiable and accurately reflect the impact and value your project aims to deliver. Such alignment is essential for accurately assessing the project’s performance and its effectiveness in achieving the intended results.

Step 3: Identify project milestones, dependencies, risks, and deliverables

To identify project milestones, break the project down into key tasks and outcomes and specify significant progress points or phase completions as milestones. Consider dependencies when establishing a realistic workflow. Additionally, identify potential risks that can impact task completion and define deliverables clearly as measurable results expected from each project phase.

Step 4: Assign roles and responsibilities to the team and stakeholders

Your project’s stakeholders include any individuals or groups related to the project. To assess if someone is a stakeholder in a project, determine how much they influence, impact, or have an interest in the project’s outcome. Consider if their involvement is direct, if the project’s results affect them, or if they can influence the project’s direction or success.

Examples of stakeholder groups include:

• Team members.
• Departments.
• Project sponsors.
• Contractors.

Once you have determined your stakeholders, you can define their roles and responsibilities. This can help you structure your project team, identify members who are directly responsible for its success, and make sure they are assigned the correct tasks to carry out the project appropriately.

When assigning roles and responsibilities, utilize a RACI chart (Responsible, Accountable, Consulted, Informed) to clarify the involvement of each stakeholder in the project. This provides clear communication and accountability and prevents overlaps or gaps in responsibilities.

Step 5: Create a schedule and set a timeline

Creating a schedule and timeline for each task can provide visibility into the execution process and keep each team member productive.

Consider how much time is required to complete each task necessary for your project milestones. You can even break down tasks into smaller subtasks to make them more manageable. However, be mindful of factors that can cause delays such as:

• Resource limitations.
• Task dependencies.
• Unforeseen risks.

When creating a project schedule, visual tools like Gantt charts and Kanban boards help you map out task dependencies and timelines. A useful project management tool you can use for this step is Trello. Trello offers an intuitive platform for creating Kanban boards. It allows easy visualization and management of tasks through customizable columns and cards for streamlined project workflow.

Step 6: Establish an estimated project budget

To generate an estimated project budget, you must consider all of the necessary project resources, including personnel, labor, materials, and equipment. Establishing a project budget will help you make wise spending decisions throughout the project execution phase to avoid overspending. 

Step 7: Plan for communication and collaboration

A communication plan should show how information is shared among stakeholders. For instance, in a software development project, the communication plan might specify that the development team shares a beta version of the software with the client for feedback every two weeks. It’s a systematic approach to making sure that the client receives consistent updates about the project’s progress. Having a communication plan in place will also outline the channels of communication and frequency to all necessary parties. 

Leverage collaboration tools , such as Slack , that integrate with your project management software to receive real-time updates and interactions among team members and stakeholders. 

Step 8: Document the project plan

Compile all related planning information and documentation as you plan your project. Some of these vital documents include: 

• Stakeholder analysis.
• Feasibility study .
• Business case.
• Work breakdown structure .

Having these reports in one place will serve as a reference during the project’s execution.

Utilize a centralized digital platform, like Sharepoint , where stakeholders can store, update, and access all project documentation. This approach serves as a reliable reference and streamlines the management and tracking of the project’s progress.

Learn more about Sharepoint and other document management tools in our video overview:

Free project plan template download

Project plan examples.

Using an appropriate project plan format is essential to keeping stakeholders well-informed. Here are some of the widely-used project plan formats: 

1.  Spreadsheets

Using spreadsheets for project planning is beneficial due to its simplicity and widespread use, especially suitable for small-scale projects with straightforward tasks. Its customizable nature is excellent for simple initiatives like office events or basic marketing plans.

However, a significant drawback of using spreadsheets in project planning is the limited visualization options. While spreadsheets can manage data, they fail to offer comprehensive visual representations essential for a holistic view of project progress. Lastly, the risk of human error in data entry and formula setup in spreadsheets is high and can lead to critical miscalculations affecting the entire project plan.

Try this software

For more complex projects, Smartsheet is an ideal upgrade. It merges the simplicity of a spreadsheet with advanced project management features such as real-time collaboration, automated workflows , and app integration. More than just a basic spreadsheet tool, Smartsheet is particularly effective for large-scale projects like detailed marketing campaigns or cross-departmental efforts, offering comprehensive task tracking and resource management in a user-friendly format.

2. Slideshow presentations

Slideshow presentations for project plans provide a visually engaging method to simplify complex information. They effectively break down project components into understandable segments, using visuals, charts, and bullet points to highlight key information and timelines for team members and stakeholders.

However, the downside is that slide shows can oversimplify complex projects and potentially leave out critical nuances. They also require significant preparation time and may not be the best medium for detailed, data-heavy projects.

Microsoft PowerPoint is an excellent choice for creating slide show presentations as part of project plans. It’s user-friendly and offers many templates and design tools. That’s why it’s suitable for beginners and seasoned professionals. PowerPoint’s ability to integrate with other Microsoft Office tools, like Excel for data representation, enhances its utility in project planning.

3. Gantt charts

Gantt charts create a clear visual timeline of a project’s schedule and progress by displaying various project elements’ start and finish dates. This approach helps identify potential bottlenecks and overlaps and facilitates better resource allocation and time management. However, Gantt charts can become cumbersome for complex projects with numerous tasks and dependencies.

Gantt charts are particularly effective in construction projects, event planning, and software development, where timelines and task dependencies are critical.

TeamGantt is an effective PM tool that creates clear visual timelines for project schedules and progress tracking. By allowing users to input various project elements, including tasks, milestones, and dependencies, and then assigning start and finish dates to each, TeamGantt generates an intuitive Gantt chart.

This chart visually represents the project timeline, displaying how different tasks and phases overlap and interconnect over the project duration. The color-coded bars and easy-to-read format make it simple to understand the sequencing of tasks and the project’s overall progress at a glance.

4.     Mind maps

Mind maps differ from other project visualization methods by showing a radial, non-linear format ideal for brainstorming and capturing the holistic view of a project. They emphasize the creative mapping of ideas and relationships. They promote the free flow of ideas and easy visualization of relationships between different aspects of a project. Mind maps can also help identify key components, dependencies, and potential challenges at the early stages of a project.

Moreover, using a mind map before presenting a Gantt chart can help ease the transition from creative brainstorming to detailed scheduling, resource allocation, and progress tracking.

Lucidchart is an excellent software solution for creating mind maps that can be converted into detailed reports. Its intuitive, drag-and-drop interface is ideal for conceptualizing project plans.

Lucidchart also stands out because it integrates with various tools like Google Workspace and Microsoft Office. This integration can facilitate the transition from a visual mind map to a comprehensive written report.

Components of project planning

Work breakdown schedule development.

Using a Work Breakdown Structure (WBS) in project planning offers distinct advantages and some drawbacks. The primary benefit of a WBS is its ability to break down a complex project into manageable components. It is then easier to allocate resources, assign responsibilities, and track progress. This hierarchical project decomposition guarantees that every part of the project is apparent.

However, the main disadvantage lies in its potential rigidity; a WBS can become overly prescriptive, limiting flexibility and adaptability to changes or unforeseen challenges. Additionally, creating a comprehensive WBS can be time-consuming, and if not done meticulously, it may lead to gaps or overlaps in project planning.

monday.com includes a work breakdown feature to help teams organize complex projects into manageable tasks. Each task is separated into more minor subtasks assigned to the appropriate individuals. The chart also displays additional information, such as the deliverables, end dates, and schedules based on interdependencies.

Project and documentation management 

Project and documentation management in project planning has its own advantages and disadvantages. With this process, you can make sure that all project-related documents are organized, up-to-date, and easily accessible. This approach is essential for maintaining consistency and clarity throughout the project lifecycle. Yet, the downside includes the possibility of information overload, where team members might get overwhelmed by the sheer volume of documents.

Agile teams use Jira for planning and managing their projects. Here, you can see some of the information regarding risks and dependencies compiled within Jira. This method of organizing this information can be helpful, as the platform can act as a single source of truth to keep team members updated on the status of specific tasks. It also makes it easy for teams to communicate with external stakeholders about factors impacting the project.

Benefits of creating a project plan

Effective project planning is the cornerstone of successful project execution. It involves several key aspects contributing to a project’s smooth functioning and success. Some of these benefits include:

Remember, an effective project plan is not just a document; it’s a strategic tool that integrates various critical elements to secure the project’s success.

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• Project planning |
• What is project planning? (Plus, 7 ste ...

What is project planning? (Plus, 7 steps to write a successful project plan)

Organize your projects with project plans to keep things on track—before you even start. A project plan houses all the necessary details of your project, such as goals, tasks, scope, deadlines, and deliverables. This shows stakeholders a clear roadmap of your project, ensures you have the resources for it, and holds everyone accountable from the start. In this article, we teach you the seven steps to create your own project plan.

Project plans are essential to keeping your project organized and on track. A great project plan will help you kick off your work with all the necessary pieces—from goals and budgets to milestones and communication plans—in one place. Save yourself time (and a few headaches) by creating a work plan that will make your project a success.

What is a project planning?

Project planning is the second stage in the project management process, following project initiation and preceding project execution. During the project planning stage, the project manager creates a project plan, which maps out project requirements. The project planning phase typically includes setting project goals, designating project resources, and mapping out the project schedule.

What is a project plan?

If you're still unsure about what a project plan is, here's how it differs from other project elements:

Project plan vs. work plan: A project plan and a work plan are the same thing. Different teams or departments might prefer one term or another—but they both ultimately describe the same thing: a list of big-picture action steps you need to take to hit your  project objectives .

Project plan vs. project charter: A project charter is an outline of your project. Mostly, you use project charters to get signoff from key stakeholders before you start. Which means your project charter comes before your project plan. A project charter is an outline of a simple project plan—it should only include your project objectives, scope, and responsibilities. Then, once your charter has been approved, you can create a project plan to provide a more in-depth blueprint of the key elements of your project.

Project plan vs. project scope: Your project scope defines the size and boundaries of your project. As part of your project plan, you should outline and share the scope of your project with all project stakeholders. If you’re ever worried about scope creep , you can refer back to your pre-defined scope within your project plan to get back on track.

Project plan vs. agile project: Agile project management is a framework to help teams break work into iterative, collaborative components . Agile frameworks are often run in conjunction with scrum and sprint methodologies. Like any project, an Agile project team can benefit from having a project plan in place before getting started with their work.

Project plan vs. work breakdown structure: Similar to a project plan, your work breakdown structure (WBS) helps you with project execution. While the project plan focuses on every aspect of your project, the WBS is focused on deliverables—breaking them down into sub-deliverables and project tasks. This helps you visualize the whole project in simple steps. Because it’s a visual format, your WBS is best viewed as a Gantt chart (or timeline), Kanban board , or calendar—especially if you’re using project management software .

Why are project plans important?

Project plans set the stage for the entire project. Without one, you’re missing a critical step in the overall project management process . When you launch into a project without defined goals or objectives, it can lead to disorganized work, frustration, and even scope creep. A clear, written project management plan provides a baseline direction to all stakeholders, while also keeping everyone accountable. It confirms that you have the resources you need for the project before it actually begins.

A project plan also allows you, as the person in charge of leading execution, to forecast any potential challenges you could run into while the project is still in the planning stages. That way, you can ensure the project will be achievable—or course-correct if necessary. According to a study conducted by the  Project Management Institute , there is a strong correlation between project planning and project success—the better your plan, the better your outcome. So, conquering the planning phase also makes for better project efficiency and results.

7 steps to write a project plan to keep you on track

To create a clear project management plan, you need a way to track all of your moving parts . No matter what type of project you’re planning, every work plan should have:

Goals and project objectives

Success metrics

Stakeholders and roles

Scope and budget

Milestones , deliverables , and project dependencies

Timeline and schedule

Communication plan.

Not sure what each of these mean or should look like? Let’s dive into the details:

Step 1: Define your goals and objectives

You’re working on this project plan for a reason—likely to get you, your team, or your company to an end goal. But how will you know if you’ve reached that goal if you have no way of measuring success?

Every successful project plan should have a clear, desired outcome. Identifying your goals provides a rationale for your project plan. It also keeps everyone on the same page and focused on the results they want to achieve. Moreover, research shows that employees who know how their work is contributing to company objectives are 2X as motivated . Yet only 26% of employees have that clarity. That’s because most goal-setting happens separate from the actual work. By defining your goals within your work plan, you can connect the work your team is doing directly to the project objectives in real-time.

What's the difference between project goals and project objectives?

In general, your project goals should be higher-level than your project objectives. Your project goals should be SMART goals that help you measure project success and show how your project aligns with business objectives . The purpose of drafting project objectives, on the other hand, is to focus on the actual, specific deliverables you're going to achieve at the end of your project. Your project plan provides the direction your team needs to hit your goals, so you can create a workflow that hits project objectives.

Your project  plan  provides the direction your team needs to hit your goals, by way of your project objectives. By incorporating your goals directly into your planning documentation, you can keep your project’s North Star on hand. When you’re defining your project scope, or outlining your project schedule, check back on your goals to make sure that work is in favor of your main objectives.

Step 2: Set success metrics

Once you’ve defined your goals, make sure they’re measurable by setting key success metrics. While your goal serves as the intended result, you need success metrics to let you know whether or not you’re performing on track to achieve that result. The best way to do that is to set  SMART goals . With SMART goals, you can make sure your success metrics are clear and measurable, so you can look back at the end of your project and easily tell if you hit them or not.

For example, a goal for an event might be to host an annual 3-day conference for SEO professionals on June 22nd. A success metric for that goal might be having at least 1,000 people attend your conference. It’s both clear and measurable.

Step 3: Clarify stakeholders and roles

Running a project usually means getting  collaborators  involved in the execution of it. In your project management plan, outline which team members will be a part of the project and what each person’s role will be. This will help you decide who is responsible for each task (something we’ll get to shortly) and let stakeholders know how you expect them to be involved.

During this process, make sure to define the various roles and responsibilities your stakeholders might have. For example, who is directly responsible for the project’s success? How is your project team structured (i.e. do you have a project manager, a project sponsor , etc.)? Are there any approvers that should be involved before anything is finalized? What cross-functional stakeholders should be included in the project plan? Are there any  risk management factors  you need to include?

Consider using a system, such as a  RACI chart , to help determine who is driving the project forward, who will approve decisions, who will contribute to the project, and who needs to remain informed as the project progresses.

Then, once you’ve outlined all of your roles and stakeholders, make sure to include that documentation in your project plan. Once you finalize your plan, your work plan will become your cross-functional source of truth.

Step 4: Set your budget

Running a project usually costs money. Whether it’s hiring freelancers for content writing or a catering company for an event, you’ll probably be spending some cash.

Since you’ve already defined your goals and stakeholders as part of your project plan, use that information to establish your budget. For example, if this is a cross-functional project involving multiple departments, will the departments be splitting the project cost? If you have a specific goal metric like event attendees or new users, does your proposed budget support that endeavor?

By establishing your project budget during the project planning phase (and before the spending begins), you can get approval, more easily track progress, and make smart, economical decisions during the implementation phase of your project. Knowing your budget beforehand helps you with resource management , ensuring that you stay within the initial financial scope of the project. Planning helps you determine what parts of your project will cost what—leaving no room for surprises later on.

Step 5: Align on milestones, deliverables, and project dependencies

An important part of planning your project is setting milestones, or specific objectives that represent an achievement. Milestones don’t require a start and end date, but hitting one marks a significant accomplishment during your project. They are used to measure progress. For example, let’s say you’re working to develop a  new product for your company . Setting a milestone on your project timeline for when the prototype is finalized will help you measure the progress you’ve made so far.

A project deliverable , on the other hand, is what is actually produced once you meet a milestone. In our product development example, we hit a milestone when we produced the deliverable, which was the prototype. You can also use project dependencies —tasks that you can’t start until others are finished. Dependencies ensure that work only starts once it’s ready. Continuing the example, you can create a project dependency to require approval from the project lead before prototype testing begins.  

If you’re using our free project plan template , you can easily organize your project around deliverables, dependencies, and milestones. That way, everyone on the team has clear visibility into the work within your project scope, and the milestones your team will be working towards.

Step 6: Outline your timeline and schedule

In order to achieve your project goals, you and your stakeholders need clarity on your overall project timeline and schedule. Aligning on the time frame you have can help you better prioritize during strategic planning sessions.

Not all projects will have clear-cut timelines. If you're working on a large project with a few unknown dates, consider creating a  project roadmap  instead of a full-blown project timeline. That way, you can clarify the order of operations of various tasks without necessarily establishing exact dates.

Once you’ve covered the high-level responsibilities, it’s time to focus some energy on the details. In your  work plan template , start by breaking your project into tasks, ensuring no part of the process is skipped. Bigger tasks can even be broken down into smaller subtasks, making them more manageable.

Then, take each task and subtask, and assign it a start date and end date. You’ll begin to visually see everything come together in a  cohesive project timeline . Be sure to add stakeholders, mapping out who is doing what by when.

Step 7: Share your communication plan

We’ve established that most projects include multiple stakeholders. That means communication styles will vary among them. You have an opportunity to set your expectations up front for this particular project in your project plan. Having a communication plan is essential for making sure everyone understands what’s happening, how the project is progressing, and what’s going on next. And in case a roadblock comes up, you’ll already have a clear communication system in place.

As you’re developing your communication plan, consider the following questions:

How many project-related meetings do you need to have? What are their goals?

How will you manage project status updates ? Where will you share them?

What tool will you use to manage the project and communicate progress and updates?

Like the other elements of your project plan, make sure your communication plan is easily accessible within your project plan. Stakeholders and cross-functional collaborators should be able to easily find these guidelines during the planning and execution phases of your project. Using project planning tools or task management software that integrates with apps like Slack and Gmail can ensure all your communication happens in one easily accessible place. 

Example project plan

Next, to help you understand what your project management plan should look like, here are two example plans for marketing and design projects that will guide you during your own project planning.

Project plan example: annual content calendar

Let’s say you’re the Content Lead for your company, and it’s your responsibility to create and deliver on a content marketing calendar for all the content that will be published next year. You know your first step is to build your work plan. Here’s what it might look like:

Goals and success metrics

You establish that your goal for creating and executing against your content calendar is to increase engagement by 10%. Your success metrics are the open rate and click through rate on emails, your company’s social media followers, and how your pieces of content rank on search engines.

Stakeholders and each person’s role

There will be five people involved in this project.

You, Content Lead: Develop and maintain the calendar

Brandon and Jamie, Writers: Provide outlines and copy for each piece of content

Nate, Editor: Edit and give feedback on content

Paula, Producer: Publish the content once it’s written and edited

Your budget for the project plan and a year’s worth of content is $50,000.

Milestones and deliverables

Your first milestone is to finish the content calendar, which shows all topics for the year. The deliverable is a sharable version of the calendar. Both the milestone and the deliverables should be clearly marked on your project schedule.

You’ve determined that your schedule for your content calendar project plan will go as follows:

October 15 - November 1: The research phase to find ideas for topics for content

November 2 - November 30: Establish the topics you’ll write about

December 1 - January 1: Build the calendar

January 1 - December 31: Content will be written by Brandon and Jamie, and edited by Nate, throughout the year

January 16 - December 31: Paula will begin publishing and continue to do so on a rolling basis throughout the year.

You’ll have a kick-off meeting and then monthly update meetings as part of your communication plan. Weekly status updates will be sent on Friday afternoons. All project-related communication will occur within a  project management tool .

How ClassPass manages project plans from start to finish

Kerry Hoffman, Senior Project Manager of Marketing Operations at  ClassPass , oversees all marketing projects undertaken by the creative, growth, and content teams. Here are her top three strategies for managing project plans:

Identify stakeholders up front: No matter the size of the project, it’s critical to know who the stakeholders are and their role in the project so you ensure you involve the right people at each stage. This will also make the review and approval process clear before the team gets to work.

Agree on how you want to communicate about your project: Establish where and when communication should take place for your project to ensure that key information is captured in the right place so everyone stays aligned.

Be adaptable and learn other people’s working styles: Projects don’t always go according to plan, but by implementing proper integration management you can keep projects running smoothly. Also, find out how project members like to work so you take that into account as you create your plan. It will help things run smoother once you begin executing.

Write your next project plan like a pro

Congratulations—you’re officially a work planning pro. With a few steps, a little bit of time, and a whole lot of organization, you’ve successfully written a project plan.

Keep yourself and your team on track, and address challenges early by using project planning software like Asana . Work through each of the steps of your project plan with confidence, and streamline your communications with the team.

Related resources

Unmanaged business goals don’t work. Here’s what does.

How Asana uses work management to drive product development

How Asana uses work management to streamline project intake processes

How Asana uses work management for smoother creative production

The All-in-One Project Plan Walkthrough with Examples

Learn how to create a project plan with our guide that uses actual examples (including Agile). Discover top tips, tools, and more.

Ask any good project manager‌, and they'll agree that a project won't succeed without a well-thought-out plan.

Could you imagine building the Burj Khalifa without a plan? How about putting someone on the moon?

Yet, according to a  PMI report , 45% of projects go over time and 38% over budget.

There seems to be confusion about what a project plan looks like and using one.

To help, we'll go over how to correctly create a project plan. We'll show you ‌examples you can use for your projects and give you tips to drive your plans to success.

What is a project plan?

A  project plan  is a document (and project artifact) that outlines a project's objectives and lays out the high-level process to get there. This includes the project goal, resources, and timeline. It's like a well-thought-out recipe for achieving a project's objectives.

The project plan is a result of  project planning  (the second phase of the PMBOK lifecycle). A project plan typically comes after (and draws information from) the  project  charter.

A good project plan includes the approach to the project ( Agile ,  waterfall , or hybrid) and other important information, which we'll go over later.

Usually, a project manager prepares a project plan, but it can also be prepared by a Scrum master, CEO, product manager, or project sponsor. The project plan then guides the project manager (or whoever is leading the project) through the project lifecycle to help them achieve success.

Project plan vs. project timeline

A project plan is a full-scale plan of attack for the project, outlining all the critical steps and elements.

A project timeline is a visual representation of the chronological sequence of tasks and milestones of the project.

‎The timeline is good for identifying dependencies, bottlenecks, or potential task conflicts. The timeline is created during the project planning phase, and it contains critical (time-related data) for the project plan.

Benefits of a well-structured project plan

A project plan has many benefits, but the most important one is that it helps you and your team execute the project.

What can you achieve with great project plans?

• The  Boeing 787 Dreamliner  flies thousands of people across the planet as a prime example of an effective project plan.
• The  London Olympics of 2012  owes its success to meticulous project planning.
• The first (and later) moon landings were the result of great project plans.

A project plan helps you define the initial project scope, resources, timeline, and goals. Once the project gets underway, you can compare progress against the baseline to identify deviations, delays, or scope changes.

A good project plan combines the different pieces of project management into a single document to offer a bird's-eye view of the entire project lifecycle.

Combining important project-related data in one document is also an efficiency hack, because, according to McKinsey, searching for this information piecemeal can eat up to  20% of an employee's time .

Furthermore, the clarity provided by a project plan around the important elements of a project prevents misunderstandings and aligns stakeholder expectations.

Key elements of a project plan

Simple or complex project plans contain several key elements. Each of these usually has a high-level description (or a matrix) since they are artifacts in their own right.

‎Here are the 10 key elements you need to include in your project plan:

• The  project objectives and scope  define what you aim to achieve and the boundaries of your project.
• A  task plan, work plan, or  work breakdown structure  (WBS) . These artifacts are breakdowns of your project into manageable project tasks.
• A  timeline and milestones (project schedule) . Outline when tasks should be completed, and milestones act as signposts to track progress.
• The  resource allocation.  Shows the people, time, money, and other resources your project will require.
• Risk assessment and mitigation strategies . A list of potential risks and plans to manage or mitigate their impact.
• A  communication plan.  Describes how you’ll keep in touch with everyone involved, about what, and the cadence.
• Project budget and cost estimates . The budget and cost estimates for each phase.
• The  quality control measures.  The quality standards for project deliverables and how they’ll be tested.
• Change management procedures  plan how changes will be evaluated, approved, and implemented while minimizing disruptions.
• A stakeholder matrix (such as a RACI chart).  Documents ‌key stakeholders, their roles, and influence on a project.

A basic project plan example

Finding a practical and adaptable example can be challenging with all the online project plan templates. Many templates lack the real-world practicality to make them useful.

Don't fret, we've laid out some practical project plan templates to help you create your own project plan.

Project Title:  New Product Launch Marketing Campaign

Project Objectives:

• Increase brand awareness for the new product by 30% within three months.
• Generate a minimum of 1,000 leads through the campaign.
• Achieve a conversion rate of 15% from leads to sales within six months.
• Design and execute an integrated marketing campaign encompassing digital and traditional channels to create maximum impact.
• Collaborate closely with the design team to make visually appealing and consistent campaign materials.
• Hire influencers within the target audience to amplify the campaign's reach and credibility.

Key Milestones:

• Week 1-2: Finalize campaign concept and design based on market research and creative inputs.
• Week 3: Obtain necessary approvals for the campaign materials from stakeholders.
• Week 4: Launch the campaign across selected digital platforms and traditional media.
• Week 6: Conduct a mid-campaign performance review to assess engagement and adjust strategies if necessary.
• Week 8: Evaluate campaign effectiveness against predefined objectives and KPIs.
• Week 10: Prepare and present a comprehensive campaign analysis report to stakeholders.

Key Deliverables:

• Finalized campaign concept and design based on market research and creative inputs by the end of Week 2.
• Approved campaign materials from stakeholders by the end of Week 3.
• Launched campaign across selected digital platforms and traditional media by the end of Week 4.
• Mid-campaign performance review conducted by the end of Week 6 to assess engagement and adjust strategies if necessary.
• Evaluation of campaign effectiveness against predefined objectives and KPIs by the end of Week 8.
• Comprehensive campaign analysis report prepared and presented to stakeholders by Week 10.

A. Marketing Team (4 members):

• Project Manager (Responsible for overall campaign coordination)
• Content Creator (Develops engaging written and visual content)
• Social Media Specialist (Manages online presence and engagement)
• Data Analyst (Monitors and analyzes campaign metrics)

B. Design Team (2 members):

• Graphic Designer (Creates campaign visuals and branding materials)
• Video Editor (Produces promotional videos)

Budget:  $50,000 for advertising, content creation, influencer partnerships, and other campaign-related expenses.

Risk Management & Suggestion:

1. Potential delays

• Proactively plan for design revisions and content creation challenges to avoid timeline disruptions.

2. Social media algorithm changes

• Monitor platform updates and have alternative promotional strategies ready to adapt to algorithm changes.

Communication Plan:

A. Weekly team meetings

• Held every Monday to review progress, address challenges, and ensure alignment among team members.

B. Bi-weekly stakeholder updates

• Stakeholders will receive updates on campaign performance and achievements every other Friday.

What to include in an advanced project plan

Going from a basic project plan to an advanced one involves adding some elements.

‎To adapt the basic project plan to an advanced one, add the following elements:

In scope and out of scope

Include a comprehensive breakdown of deliverables and outcomes for each project phase. Use a WBS or a product backlog to organize this information systematically.

Also, define (at a high level) what is outside the boundaries of your project. This clarification helps with scope confusion and sets realistic outcome expectations.

Risk management

While the basic project plan template has a risk management section, an advanced project plan goes into more detail.

You'll need a systematic risk assessment framework for risks across all dimensions. This includes probabilities and potential impacts of the risks and contingency plans for each.

You'll also need to outline a dynamic risk response strategy (that adapts as new risks emerge or existing ones evolve).

Stakeholder analysis

Expand your  stakeholder engagement  strategy with a stakeholder matrix. Detail how and when stakeholders will be engaged, adding decision points and regular progress updates.

Performance metrics

Define and track metrics and Key Performance Indicators (KPIs) for each task.

Metrics could include completion percentages, milestone achievements, and qualitative assessments.

An Agile project plan example

Agile project plans aren't as comprehensive up-front as those for  traditional project management methods  because of the nature of Agile.

The focus in Agile project planning is on iterative planning for Sprints (1–4 week-long work periods).

Here’s how an Agile project plan might look:

Project Purpose:  New Product Launch Marketing Campaign

Sprint 1:  Discovery and Concept

Duration:  2 weeks

Backlog Items:

1. Market research

• Collect data on target audience and competitors.

2. Concept brainstorm

• Collaborate with design and marketing teams to brainstorm campaign concepts.

3. Stakeholder alignment

• Meet with stakeholders to discuss initial campaign ideas.
• Capture changes and convey them to the project team.

Sprint 2:  Minimum Viable Campaign (MVC)

Duration:  3 weeks

1. MVC creation

• Develop a simplified version of the campaign with core elements.

2. Content creation

• Create initial content pieces for the MVC.

3. Feedback loop

• Share MVC with stakeholders for feedback and incorporate changes.

Sprint 3:  Iterative Improvements

1. Iterative enhancements

• Improve campaign elements based on stakeholder feedback and team insights.

2. Design refinements

• Collaborate with the design team to enhance visual components.

3. Early engagement

• Launch MVC to a limited audience and gather engagement data.

Sprint 4:  Refinement and Scaling

1. Scaling strategies

• Identify opportunities to expand the campaign's reach.

2. Content diversification:

• Create additional content pieces for different platforms.

3. Data analysis

• Analyze engagement data from the early engagement phase.

Sprint 5:  Adaptation and Optimization

1. Adapt to feedback

• Implement changes based on engagement data and stakeholder feedback.

2. Optimization strategies

• Refine campaign elements for maximum impact.

3. Influencer engagement

• Collaborate with influencers for increased reach.

Sprint 6:  Finalization and Reporting

1. Final touches

• Polish campaign elements and ensure consistency.

2. Performance analysis

• Analyze the campaign's impact on brand awareness, leads, and conversions.

3. Stakeholder presentation

• Present campaign results and insights to stakeholders.

Tips, tools, and techniques for creating your own project plan

Here are some practical tips, tools, and techniques to help you create accurate and useful project plans.

‎Reuse what you’ve already produced

Use existing resources like your project charter. Integrate the insights from your risk analysis to address potential pitfalls. Add details from your requirements assessment for a detailed view of what needs to be done.

Use visuals

Visuals can help the team and stakeholders digest and understand a project.

Use a risk matrix to visually depict potential risks, their likelihood, and their impact.  Gantt charts  offer an expansive view of task dependencies and timelines. A RACI (responsible, accountable, consulted, and informed) matrix defines roles and responsibilities.

Use project management software

Project management software can be a game-changer. These online platforms offer a centralized place to plan, collaborate, and track projects.

Some solutions include features like Gantt charts, timelines, and task allocation tools.

Put your project plan into action with Motion

After creating your project plan comes the next step: project execution.

To do this (and drive a successful project), it helps to visualize project plans using charts, schedules, or project boards. Motion can help you do just that with its comprehensive  project planning tools .

One is its Kanban board, which allows you to see and manage your project schedule. You can adjust tasks easily within the board, and the app will rearrange dependent work to compensate.

Even better, Motion can automate task allocation.

All you have to do is create the task, assign the dates and requirements, and Motion will allocate it to your team for you. It'll notify you immediately if it can't find the best time or foresees any delays.

This just means more time for you and your team to do the work (vs. administration).

Sign up for your  7-day free trial .

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What Is a Project Status Report, and How Do You Create One?

13 Time Management Techniques to Boost Your Productivity

Put motion to the test., tech and media companies are talking about motion.

Business Project Plan

When individuals decide to take on a new endeavor they start by mapping out what exactly it is that they want to do. People involved in business take value on all of their resources simply because starting a new project is basically a gamble they have to take. That is why before they even start to think about the future of a project, they start by carefully planning how to make a project into reality. You may also see plan samples .

Business Start-Up Project Plan Template

• Google Docs

Size: A4, US

With that in mind, businessmen simply do not start to take on a certain project without considering some important factors like the costs, duration, market, and so on. And even before they even start a plan, they go into extensive brainstorming activities in order to make sure that they have carefully covered and considered all factors that may affect their project. After which, they start on making their project plan. The basics about project plans and project planning will be thoroughly discussed to help you better understand its significance.

Purpose of a Project Plan

A project plan is an important aspect of any project since it can lead the project into success or into the complete opposite direction. It is an approved detailed document that is intended to guide, control, and execute a project. Its main purpose is to guide and control the direction and execution of the project in order to make sure that the main goal why the project was made is achieved.

Since it is basically a guide, it is accurate, complete, and as specific. It includes information regarding the project’s staffing, budgets, time lines, deadlines, goals, and measurements. It also provides individual and group objectives and instruction related to how each aspect of the project should be carried out. Just like a business plan, a project plan makes sure all those involved know how to run the project.

As you may know, it is important that there is a unified guide that will let all the individuals involved in the project know where the direction of the project should. Not only that, it makes sure that everyone is functioning under the same goal and to also make sure that what has been approved is followed diligently. In a way, the project plan controls the project by

• breaking down complex processes into a number of simpler components,
• providing clarity for obscure or ambiguous tasks in the project,
• providing a single point of reference for everyone involved in the project,
• enforcing analyses of the sequence and nature of events,
• providing a baseline which execution of the project can be compared to, and
• anticipating possible events and providing pre-planned means of avoiding them.

A project plan is a useful document that can help the project ensure its success. It helps those involved stay grounded on the same goal and makes sure that everyone is taking the mapped out path. This will help individuals better execute their tasks as well as control the direction where it should go.

Basic Business Project Plan Example

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Business Project Plan Example

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Project Work Plan Template Example

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Project Planning Template Example

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Education Project Plan Structure Example

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Health Bluetooth Event Tracker Project Plan Example

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Elements of a Project Plan

in order to be able to make an effective project plan, you need to know and understand what are the significant elements you should include in it. Hence, here are the elements that you need to include in a project plan:

1. Project Scope Planning

In any project, the stakeholders are informed about the expected outcome/s which is often called the project deliverables . These project deliverables depend on the project scope. Essentially, defining a project scope is like drawing a map. Just like a map, the project scope outlines the extent and boundaries of the project deliverables. It basically consists of the details regarding what the project should achieve as well as the specifics about the budget of time and cost that provisioned in order to produce the project deliverables before the project comes to a close.

2. Delivery Schedule Planning

After the project scope is determined and the work has been broken down into distinct work items or Work Breakdown Structure (WBS) is created, planning and creating the delivery timeline comes next. In every work item that has been identified in WBS, the project planner needs to determine the list of activities that should be performed.

There are commonly five steps needed to create an effective delivery schedule:

• Defining the tasks/activities.
• Sequencing the tasks/activities.
• Estimating the required resources.
• Estimating the each task duration.
• Developing the schedule.

3. Project Resources Planning

The project resources are essential in achieving the goal/s of the project. However, the resources are not only limited to the manpower that will make everything in the project work, it is also includes the materials and equipment required to the successful completion of the project. With that in mind, the project resources planning is generally concerned with people/staffing management.  There should be a solid human resource plan that will overlook on the people working on the project. The human resource plan generally answers to the following questions:

• What kinds of people are required to complete the project—necessary quantity, competencies?
• What should they do—roles and responsibilities?
• Whom will they report to? This means that the human resource plan will determine and document what are the specific requirements for each position that they need to fill. This will help ensure that the people working on the project are equipped with the right knowledge, skill set, experience, etc., that they will be handling once assigned to the project.

4. Project Cost Planning

In terms of the monetary needs of the project, the project cost planning is an exercise that helps to baseline the overall project budget in order to reach an agreement between the project stakeholders and project steering committee with regards to the project delivery schedule as well as the payment schedule. It will help determine the elements that will be used for he entirety of the project, this involves the monetary resources requirement (people, machinery, material, equipment, space, etc.) as well as the provisions for risk management (people, machinery, material, equipment, space, etc.)

It is expected that the project cost planning will include the cost estimates per activity that captures the cost implications of

• people, equipment, facilities, etc., required to complete given activity;
• inflation, exchange rates applicable for context of the activity.

It is also expected to include the factors considered for estimates that will help record how the cost is determined or what elements formed the basis of cost estimation, and this includes:

• What all assumptions are made?
• What all constraints are applied?
• What all parameters formed as a basis of estimate
• What is the confidence level of estimate? And Why?

5. Project Quality Planning

Project quality planning is concerned with identifying the quality requirement of the project. Basically, it has everything to do with what standards are supposed to be complied with and in what manner.

The quality plan is expected to highlight the following aspects:

• Quality Process and Policies
• Cost-Benefit Analysis
• Cost of Quality
• Quality Metrics
• Quality Checklist
• Control Charts

6. Supporting Plans

• Risk Management Plan – This plan deals with how risks will be handled should they are arise on the duration of the project. It explains the following along with necessary details that will make it understandable for everyone involved: the risk identification, risk assessment, risk responses, and risk management.
• Communication Plan – The communication plan helps ensure that appropriate channels are established in order to let correct information flow top-down as well as bottom-up manner.
• Procurement Plan  – This plan documents purchase policy with regards to purchase process, buy/lease/rent decisions, vendor selection, negotiation, financial concurrence, duration, legal concurrence, etc. It should also determine the roles authorized to make tendering process, financial and legal concurrence, and approval/rejection decision.

Project Execution Plan Example

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Project Planning Worksheet Example

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Project Plan Format Example

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How to Create an Effective Project Plan

Now that you have an idea on what are the essential elements that makes up a project plan, you should be able to make it for your business projects. However, in order to guide you even more, here are some steps to help you make an effective project plan:

• Explain the project plan to stakeholders and clearly discuss its key components.
• Clearly define the roles of responsibilities of everyone or every position involved in the project.
• Hold a kickoff meeting to gather the stakeholders in order to discuss all that the project entails.
• Develop a coherent and straightforward scope statement.
• Develop a scope baseline that comes from the deliverable of the WBS.
• Create the schedule and cost baselines.
• Create baseline management plans.
• Develop the staffing plan or human resource plan.
• Analyze project quality as well as the risks.
• There should be clear and efficient communication.

We hope that you have learned useful information with regards to planning project whether for your business or for your personal use. The examples given above can be your reference and guide when you start to develop you own project plan.

Text prompt

• Instructive
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Create a study plan for final exams in high school

Develop a project timeline for a middle school science fair.

Project team roles and responsibilities (with examples)

21 Mar 2023 By Jo Johansson

In this article 📖

Your project outcome is only going to be as good as the team behind it. There are no two ways about it—your project’s success depends on the skills, expertise, and experience of the project team you assemble.

That starts with an understanding of project team roles and responsibilities. 

And that’s exactly what we’re here to do today.

What is a project team?

A project team is a group of individuals brought together to work on a specific project or initiative. The team will include roles needed for project planning, development, and implementation.

The team members collaborate to achieve a set of predetermined goals as stated in the project scope . This could be the launch of a product or service, or delivering a new design or feature for a client. 

Each member of the team has a unique set of skills and responsibilities that contribute to the success of the project —ultimately, completing the project on schedule and on budget.  

Establishing a project team helps you ensure important projects have a dedicated group made up of various skills and experiences so the work can be completed as efficiently as possible. 

Team roles can be assigned to full-time or part-time employees, contractors, subject matter experts, or other external stakeholders.

Roles and responsibilities definition 

Roles and responsibilities are related concepts. This article will cover the roles of a project team (what specific positions and functions make up a project team), as well as the responsibilities (the duties and tasks tied to each specific role).

5 key project team roles and responsibilities

Every project has different requirements, so team structure can vary. But the five major roles in a project team are project sponsor, project manager, business analyst, resource manager, and project team member.  

Let’s dive into the roles and responsibilities of each, and how they work together.

1. Project sponsor: The person driving the vision

The sponsor is the in-house champion of a project, overseeing operations from a high level. This person works directly with the project manager, clearing any obstacles that threaten to stall the project and signing off on all major components. 

A member of senior management typically fills this role. A project sponsor’s responsibilities include the following: 

• Creating the project vision
• Earning buy-in from executive leadership
• Making critical decisions
• Approving the project budget 

2. Project manager (or leader): The person managing day-to-day operations

Project managers or leaders are responsible for day-to-day operations and ensuring the project is completed on time, on budget, and achieves its objectives. 

On a small project, the manager might oversee each team member. On a larger-scale project, they are more likely to oversee team leaders, who each manage their own group. 

The project manager is responsible for the following:

• Creating the project plan and schedule
• Recruiting project staff
• Managing the budget
• Managing the project schedule
• Delegating project tasks to team members
• Managing all project deliverables
• Communicating with upper management and other stakeholders

3. Resource manager: In charge of resource allocation and utilization

The resource manager is critical when putting together your project team. Now, if your project isn’t big enough to require a resource manager, you’ll simply have to act as one. So what does that mean exactly?

• Identify the right people for a project
• Match project team roles and skills with project needs
• Allocate and schedule the right resource within the project timeline and budget
• Stay on top of resource availability and utilization
• Monitor and optimize the use of resources throughout the course of the project to make sure it can be completed successfully

4. Business analyst: Makes sure you have the data you need

The business analyst is responsible for gathering and analyzing data related to the project. They help identify the project’s requirements and determine the best approach to achieve the project’s objectives. They work with stakeholders to ensure that the project’s deliverables meet the organization’s needs.

The business analyst ensures the project team has the technology and tools to do their jobs effectively. They might also recommend new tools for streamlining workflows and improving quality, such as resource scheduling software . 

A business analyst:

• Helps define the project and its goals
• Gathers technical requirements from team members
• Documents and analyzes project requirements
• Helps project team solve equipment management problems
• Tests solutions to ensure their effectiveness

5. Project team member (or project delivery team): Individual contributors assigned to different project tasks

Project delivery team responsibilities vary between projects and roles (which may include anything from developers and engineers, to designers and copywriters). 

At a high level, all project team members are assigned the tasks required to complete the project, and are responsible for: 

• Contributing to the project goals and objectives
• Completing individual tasks within the expected time frame
• Collaborating with other team members 
• Communicating with the project manager about roadblocks

Other roles in a project team

Some larger projects require additional project management roles and responsibilities to support the core project team. These may include: 

• An executive sponsor is a senior owner of the project (with more authority than the project sponsor) and the ultimate decision-maker
• A project owner is usually the person who proposed the project. They assist the project manager in ensuring successful implementation
• A project lead is someone who carries out a lot of the tasks of the project manager but doesn’t have as much experience or official qualifications
• A team leader is responsible for training team members and monitoring progress toward project objectives
• A functional manager’s responsibility can vary, but the primary function is to ensure the project team has the resources it needs, and address problems that slow down the project
• A program manager coordinates all projects related to a specific program and provides guidance to the project manager
• A subject matter expert (SME) has advanced knowledge of a specific area, practice, or process. They provide guidance and strategy to the project team
• A project coordinator or project management office (PMO) offers administrative support to the project team and establishes standards to ensure the team’s processes align with broader organizational goals
• Project stakeholders are people (internal or external to the project) who have an interest in and influence over the project. Their responsibilities and interests vary between (and even within) projects
• A steering committee includes senior-level stakeholders (such as the project sponsor) and company managers, and provides strategic support to help define business needs and achieve project outcomes

Project team roles and responsibilities example

Roles in a team project can get confusing (fast). So to demonstrate how project team roles work together, let’s use the example of an in-house marketing team undertaking a website redesign. 

Project sponsor: This is the person who “owns” the project. In this case, the Chief Marketing Officer (CMO) might decide the website needed an overhaul as part of a big rebranding initiative. For this project, the responsibilities of the project sponsor could look something like the following:

• Ensures the redesign aligns with strategic business goals 
• Assigns with the project manager
• Provides resources and support for the redesign
• Serves as an escalation point when problems arise

Project manager: This person oversees the execution of the project and manages the team. In this case, let’s say it’s the creative director. The project manager:

• Communicates with the sponsor and project team
• Sets milestones and deadlines
• Ensures the redesign stays on schedule and on budget
• Monitors the progress of the project

Resource manager: As the name implies, this person ensures the team has everything it needs to complete the redesign. In this case, let’s say it’s the chief information officer. 

• Identifies the best project team roles based on the project scope
• Plans and allocates people and resources ( meeting rooms , equipment , etc.)
• Monitors utilization throughout the project and tracks billable hours

Project team members: These are the folks responsible for executing the redesign. They report to the project manager. The following roles need to be assigned:

• Front-end and back-end engineers
• QA engineer
• UX/UI designer
• Visual designer

Project team role and responsibilities matrix

Because roles and responsibilities can vary between projects, it can be helpful to create a RACI project team matrix at the very beginning of the project to clarify the expectations of each position.

RACI stands for responsible, accountable, consulted, and informed. It helps define the roles within a project management team and then identifies who needs to be looped in or assigned to each task.

It’s simple really, if everyone knows their roles within a project team , your project is much more likely to run smoothly.

The project team roles and responsibilities table below shows an example RACI matrix for project sponsors, project managers, resource managers, and project team members, but can be expanded to include more roles and tasks.

Now that we know more about what project team roles to include in a project along with their different responsibilities, find out how you actually go about building your project team here.

Project team roles FAQs

How do you decide what roles are needed on a project team.

To define the team roles needed for your project, outline the goals and key deliverables of the project. Think about the skills you need to ensure those deliverables are high quality, and then match and assign team members accordingly.

What are the benefits of defining project team roles?

The benefits of clearly defined roles include: 

• Increase individual accountability 
• Reduce confusion and overlap
• Give team members a feeling of ownership and clarity around expectations
• Enable project managers to delegate tasks and assess team members’ performance
• Establish a structure for effective problem-solving and collaboration

Can required project roles vary from project to project?

They absolutely can, depending on the nature of the project, the team structure, and the availability of specific skills and expertise. What matters is that the responsibilities for each role are clearly defined before work begins on the project. 

What are the best practices when putting together a project team?

You’ll want to:

• Create a project scope
• Develop and follow a clear project plan 
• Identify the project team roles needed for your project, and schedule your resources
• Establish some core project team values 
• Encourage a collaborative project team culture 

What are the roles in a project team?

To summarize, the roles on a project team can include:

• Project sponsor 
• Executive sponsor 
• Project owner
• Project manager
• Project lead
• Team leader
• Project team member or project delivery team 
• Resource manager 
• Business analyst 
• Functional manager
• Program manager 
• Subject matter expert (SME) 
• Project coordinator or project management office (PMO)

Clearly defined project team roles mean a greater chance of project success

With the right project team, you’ve instantly increased the chances of project success (because let’s not forget— 70% of projects fail ). So you’ll want to invest in getting the right people on board from the get-go.

While it’s tempting to grab whoever’s available to get started faster and track against timelines, the wiser thing to do is to wait, assess, and carefully put together your team. As we said earlier—your project will be better for it.

Find the right people—faster—with Resource Guru

Whether you’re working with a big or small project team, resource management software can help find and allocate the right resources, monitor utilization, and create more accurate resource forecasting .

Try Resource Guru for free for 30 days . (No credit card required. No strings attached.)

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Jo Johansson

👋 I'm Jo, Senior Content Marketing Manager at Resource Guru. I spend my days creating educational content that helps people be more productive at work, so they can enjoy their time off work. Got any ideas or requests? Drop me a line at [email protected].

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