Kickstart your project towards success with a simple agenda presentation. A properly structured project plan is at the core of successful project management. One could utilize an agenda presentation to convey to the user a given project plan. This blog walks you through the important steps to effectively structure your project plan using an agenda presentation.
Define Your Project Objectives
A clear, specific goal is the starting point in the structuring of a plan for a project. They should be clear, specific, and measurable. By clearly defining the objectives, better possibilities are obtained for keeping a project running, also offering some benchmark of success. The purpose of this section of your agenda slide is to clearly communicate the project’s goals and objectives to all stakeholders.
Fact: According to PMI, an organization with clearly defined project objectives is 20% more likely to meet such goals.
Identify Key Stakeholders
Who are the Stakeholders?
Identifying stakeholders is important because it encompasses all those who are going to be affected by the project. The list may include the sponsors of the project, the team members, the clients, and the end-users.
Stakeholder Analysis
A stakeholder analysis can be done to understand the needs, expectations, and possible project impact, and thus obtain information that is to be used in effective communication for the management of stakeholder expectations. Use this section in a presentation to introduce the key stakeholders involved in the project.
Stat: A PMI report indicates that when stakeholders are actively engaged in the project, they are 50% more likely to ensure project success.
Create a Project Timeline
Develop a Work Breakdown Structure
Work Breakdown Structure is the hierarchical decomposition of a project into smaller and more manageable parts, which facilitates organizing tasks and responsibilities within the same. Presenting a clear timeline using presentation helps in setting expectations for project milestones and deadlines.
Gantt Chart
One can represent this project in the agenda presentation with the help of a Gantt chart, which serves as a timeline for the project. It is a graphical representation of activities, their commencement and finish dates, and the duration of the activity for a time scale, and dependencies among the tasks.
Milestones
Define key milestones in your project. The milestones are important or significant events of the project timeline to track progress and provide the means of tracking the advancement of a project.
Stat: Well-defined timelines have a 60% higher tendency to finish on time.
Resource Allocation
Manpower Resources
Identify what team members a project needs and mention the roles with responsibilities. Ensure each member defines what tasks he will do and when the completion date is. Resource allocation using presentation helps to outline the resources required for the project.
Financial Resources
Budgeting is a very important part of planning the project. Identify the financial resources that are to be required for each of the phases in the completion of the project, such as Labour, Materials, and Contingency Funds.
Fact: It has been shown in one study by McKinsey & Company that proper allocation of resources can decrease costs associated with a project by up to 10%.
Risk Management
Risks are an inherent part of every project. Spotting potential risks early in the planning process will help you design mitigation strategies. The presentation helps in minimizing the impact of risks on the project.
Mitigation Plan
For each risk identified, develop a mitigation plan. The mitigation plan will outline specific steps or actions that will reduce either the impact or the chance of the risk happening.
Stat: Organizations with mature risk management practices are 30% more likely to bring their projects to completion.
Communication Using PowerPoint Agenda Slide
Writing a communication plan in the agenda presentation guarantees that it is well-informed and updated on changes in the project. This will help ensure transparency and keep all interested parties involved.
Internal Communication
Outline how the project team will communicate within itself. This holds meetings, progress reports, and collaborative tools.
External Communications
Describe how you’ll keep clients and other project sponsors current on your progress and changes.
Fact: Communication is the lifeline of a project management process. According to PMI, high performers communicate 80% more frequently and more effectively.
Review and Revise
This section will highlight that a project plan should regularly be reviewed and revised. In this way, you will present that continuous monitoring and improvement will secure the success of the project using a free PPT template presentation.
Regular Review Meetings
Hold regular review meetings to evaluate where in the project you are. This allows for adjustments and that the project stays on track.
Flexibility
Be prepared to re-plan the project if necessary. Flexibility means having the ability to adapt to change and other unforeseen obstacles.
Stat: Projects that have a scheduled review and revision are 40% more likely to meet their goals.
Conclusion
In general, an agenda presentation will afford substantial enhancement in clarity, organization, and communication of your project plan. By defining the objectives, identifying stakeholders, developing a timeline, allocating resources, managing the risk, planning the communication, and lastly, reviewing and revising regularly, you will have a solid project plan that sets up your team for success. Such planning can be executed with proper slides from sites like SlideEgg.
