Introduction
Starting a project from scratch takes time. Do you need a charter quickly? A risk assessment spreadsheet? A timeline?
This library includes 15 ready-made templates that you can copy to Google Drive, download as PDFs, or customize in Excel. Each template:
- It already has the right structure
- It comes with sample forms
- And it's customizable (remove or add items as needed)
- Follows PMBOK and Agile best practices
Time saved: 10–20 hours per project.
The 15 Essential Templates
1. Project Charter
Purpose: Start a project (complete on one page).
Includes: Basic information, executive summary, business case, high-level scope, SMART objectives, key stakeholders, constraints and assumptions, approval.
2. Work Breakdown Structure (WBS)
Use: Break down a project into smaller tasks.
A hierarchical structure showing all project phases and their detailed activities, including estimated hours.
3. Schedule / Gantt Chart
Purpose: View activities, durations, and dependencies.
Includes critical path and identification of slack.
4. Risk Register
Purpose: To identify, assess, and monitor risks.
Table containing ID, risk, probability, impact, score, strategy, owner, and status.
5. Weekly Status Report
Purpose: To report progress to stakeholders.
Includes progress vs. plan, completed activities, upcoming activities, risks and blockers, and health metrics (SPI, CPI).
6. Change Control Log
Purpose: To track changes in scope.
Table containing ID, date, requester, description, impact, status, and decision.
7. Stakeholder Meeting
Purpose: To document meetings and decisions.
It includes topics discussed, decisions made, and responsibilities.
8. Budget and Forecast
Purpose: To monitor the project budget.
Table comparing budgeted, actual, final forecast, and variance by category.
9. Lessons Learned
Purpose: To document lessons learned at the end of the project.
What worked, what didn't work, and steps to take next time.
10. Kickoff Meeting Agenda
Purpose: To organize an initial meeting.
A detailed agenda with times, topics, speakers, and handouts.
11. Issue Log
Purpose: To track project issues.
Table containing ID, date, description, priority, owner, resolution, and closure date.
12. Resource Allocation
Purpose: View resource allocation.
People vs. Projects Matrix with Hours and Utilization Rate.
13. Quality Checklist
Purpose: To validate quality prior to go-live.
A comprehensive checklist that includes testing, coverage, documentation, training, and a rollback plan.
14. Communication Plan
Purpose: To establish communication with stakeholders.
Matrix showing stakeholders, frequency, format, content, and owner.
15. Project Closure Checklist
Use: Ensure complete closure.
Checklist of accepted deliverables, archived documentation, documented lessons learned, and recognized team.
Common Mistakes
- Mistake 1: Overly complex templates —a template with 50 fields that no one fills out. Solution: A minimal template (10–15 fields) that is actually used.
- Mistake 2: Templates that are never updated —A template created in 2020 that no one ever touches. Solution: Review templates annually and incorporate feedback.
- Error 3: Missing completed example – Blank, confusing table. Solution: Always include a completed example row.
Implementation Checklist
- 15 templates reviewed and customized to fit your situation
- Saved in an accessible location (Google Drive, Confluence, SharePoint)
- Consistent naming convention (e.g., “Charter_[Project Name]”)
- Version 1.0 (future: 2.0 based on feedback)
- Staff trained in how to use it
- Scheduled Review/Lessons Learned (Post-Project)
Glossary
| Term | Definition |
|---|---|
| Charter | Initial Project Authorization Document |
| WBS | Work Breakdown Structure (task breakdown) |
| Gantt | Gantt chart (tasks vs. time) |
| RACI | Responsible, Accountable, Consulted, Informed |
| Change Control | Formal Process for Changes to the Scope |
| UAT | User Acceptance Testing (end-user testing) |
| Issue vs. Risk | Issue = current problem. Risk = potential problem. |
| Lessons Learned | Documentation of what went right/wrong |
Final CTA
Get started with these templates today. Every hour you save on setup is an hour you can spend on execution. Schedule a session to customize templates for your company.
Upcoming readings:
PMO Setup Framework | The Definitive Guide to Project Management
