100 Tasks for Every Project
Managing projects can feel overwhelming at first—what if you miss a crucial step? No worries!
To keep you on track, here’s a list of 100 essential project tasks, organized into key phases like planning, controlling, and communication. This structured checklist ensures you cover all critical aspects, helping you stay in control and drive your project to success.
I. Project Planning and Initiation
- Define the project scope
- Identify all project objectives
- Establish key deliverables
- Develop a project charter
- List all stakeholders
- Clarify stakeholder roles and expectations
- Conduct a stakeholder analysis
- Define project success criteria
- Outline the overall project timeline
- Define assumptions and constraints
- Document all project assumptions
- Validate project constraints (time, cost, scope)
- Determine regulatory or compliance requirements
- Outline necessary approvals
II. Task and Schedule Planning
- Create a Work Breakdown Structure (WBS)
- Break down deliverables into tasks
- Identify subtasks for complex activities
- Establish clear task descriptions
- Assign task owners or teams
- Determine task durations
- Review historical data for time estimates
- Identify task dependencies
- Define the critical path
- Determine lead times (starting tasks early)
- Determine lag times (adding buffers)
- Set project milestones
- Mark key approval points
- Outline phase completion dates
- Identify parallel and sequential tasks
- Set a project start date
- Set a projected end date
III. Resource and Cost Planning
- Allocate available resources
- Establish resource capacity
- Match skills to tasks
- Confirm team availability
- Review resource constraints
- Establish a resource allocation plan
- Set up cost estimates for each task
- Develop a project budget
- Create a cost baseline
- Plan for cost tracking and control
IV. Quality, Risk, and Change Management
- Define quality criteria for deliverables
- Develop a quality management plan
- Identify potential risks
- Create a risk register
- Define risk mitigation strategies
- Establish contingency plans
- Outline an issue resolution process
- Document change control processes
- Establish procedures for scope changes
- Define criteria for task completion
- Set up performance metrics
- Plan for periodic progress reviews
V. Communication and Stakeholder Management
- Develop a communication plan
- Set communication channels (email, meetings, etc.)
- Establish a schedule for stakeholder updates
- Define reporting templates and frequency
- Set up a project monitoring process
- Plan for regular status meetings
- Integrate feedback mechanisms
- Ensure alignment with organizational goals
- Check for alignment with client objectives
- Outline necessary training for team members
- Define roles and responsibilities clearly
- Establish a decision-making hierarchy
- Review communication protocols one last time
VI. External Coordination and Dependencies
- Identify external dependencies
- Plan for supplier or vendor coordination
- Establish deadlines for external deliverables
- Integrate relevant third-party schedules
VII. Tool Setup and Gantt Chart Specifics
- Confirm the availability of project tools
- Select appropriate Gantt chart software
- Test the project management tool before launch
- Customize the Gantt chart layout for clarity
- Use color coding to differentiate task types
- Ensure the Gantt chart includes a timeline
- Group tasks by project phases or categories
- Set up a hierarchical task structure
- Validate the chart with team leads
- Review the chart for overlapping tasks
- Ensure there are no scheduling conflicts
- Confirm the accuracy of task dependencies
- Double-check start and finish dates
- Verify milestone markers are clearly visible
- Include buffer periods for unforeseen delays
- Establish a clear process for updating the chart
- Document procedures for real-time schedule adjustments
- Ensure the Gantt chart reflects the critical path
- Review the chart against the project timeline
- Confirm that all dependencies are properly linked
VIII. Review, Approval, and Documentation
- Schedule a pre-launch review meeting
- Obtain sign-off from key stakeholders
- Confirm the approval process for schedule changes
- Review legal or contractual timelines
- Ensure compliance with industry standards
- Plan for post-project review sessions
- Document lessons learned for future projects
- Set up an archive for project documentation
- Verify the overall feasibility of the project timeline
- Perform a final review and secure project plan approval
