open · Strategy · 60–90 min · 2-10 people · medium energy
Project Planning
The Project Planning method helps teams proactively identify logistical needs, potential constraints, and key milestones before diving into a project. By visualizing the project's scope and timeline, teams can anticipate challenges and allocate resources effectively.
When to use Project Planning
Use this method at the beginning of a project to ensure the team is aligned on goals, timelines, and resource allocation, especially when dealing with complex projects or tight deadlines.
What it solves
Lack of clarity on project scope and timelines, leading to missed deadlines and inefficient resource allocation.
How to run Project Planning, step by step
- (10 min) Create a large calendar view (physical or digital) covering the project duration.
- (20 min) Mark key dates: deadlines, meetings, travel, team member unavailability. Discuss the implications of these dates.
- (20 min) Review the budget and available staff. Identify potential resource constraints and brainstorm solutions.
- (20 min) Determine knowledge gaps and plan for necessary research, interviews, or training. Define field visit plans and production needs.
- (Ongoing) Emphasize that the plan is a living document and will be updated as the project evolves.
Materials needed
- Pens
- Paper
- Post-its
- Calendar (physical or digital)
- Project management software (optional)
Facilitator tips
- Encourage open communication and collaboration during the planning process.
- Remind the team that the plan is a flexible guide, not a rigid constraint.
Common pitfalls
- Failing to account for unexpected delays or changes in scope.
- Not involving all key stakeholders in the planning process.
Variations
- Use a Gantt chart or Kanban board to visualize the project plan.
- Break down the project into smaller, more manageable tasks.
Running it online or hybrid
Use a shared digital calendar and project management tool like Asana or Trello to collaborate on timelines and tasks.
What it produces
A visual project plan with key dates, milestones, resource allocation, and potential constraints identified.
Origin
Adapted from Design Kit — source
Build a session around Project Planning
METODIC places Project Planning inside a complete, timed session plan — agenda, worksheets, facilitator guide and slides — matched to your group and goal.