The Top Ten Benefits of Planning in Project Management

Project management refers to planning and overseeing the tasks necessary to achieve a goal. These goals can include implementing a new software system, merging two departments or analyzing the purchase of a subsidiary. The project manager gathers employees to create a project team. Together, the team creates a plan for completing the project.

The Planning Process Provides Direction

One of the challenges faced by project team members is the lack of knowing how to proceed. During the planning process, the project team determines what tasks need to be completed. The planning process provides direction for the team and its members.

The Planning Process Provides Accountability

During the planning process, the project manager and the project team assign the responsibility for completing each task to specific employees. The team benefits because one employee holds responsibility for each task and can be held accountable. When an employee realizes he reaps the rewards and the consequences of not completing his task, he places a higher priority on fulfilling his requirement.

Planning Means Adequate Resources are Considered

Many projects run out of resources before completion. Resources include both labor and finances. Planning requires the team to consider what resources it needs to finish the project and eliminate the potential of discontinuing the project for lack of resources.

Anticipation and Proactive Addressing of Problems

Many projects experience problems at different times before the project completes. These include losing employees, missing deadlines or running out of funds. By planning the project, the team can proactively address problems, reducing their impact on the project.

Shared Resources and a Fair Division

Many employees work on multiple projects simultaneously. These employees divide their time between the two projects and run the risk of having too much or not enough work. Planning allows the project leader to work out a schedule which maximizes the employee’s available time.

Employee Expertise and a Growing Knowledge Base

After employees plan their assignments, they can invest time developing the skills to complete their assignments. Some employees have the skills needed and increase those skills during the project. Other employees learn new skills. The company benefits from the growing knowledge base of its employees.

Reliable Predictions of Timelines and Budgets

Companies base decisions on the assumption that a specific project will be completed on time or within its financial budget. Project teams who spend time planning can reliably predict what it will cost in time or money to complete.

Employee Skill Discovery

When project team employees plan together, they learn which employees have skills necessary to complete various tasks. These skills may not appear on the employee’s work history but still contain value for the company. Without planning each task, the company may never realize these skills.

The Planning Process Provides Project Completion

Some projects get started and never finish. Without planning, project team members pursue their own ideas and forget about the project. Planning ensures that the team members know their role and that the project will be completed.

Review of Lessons Learned

While planning, the project team reviews the results of past projects. The team evaluates its successes and failures from past projects. This allows the team to keep the successful processes and eliminate the failures.