Why are project management templates a must?

The tasks in project management are versatile so that the templates can be used for them. Such working aids help project managers and project teams to execute their projects in a structured, efficient and reliable manner. Templates are useful in project management for initiating, planning, controlling and finishing projects.

In a template, all necessary tasks of a project are recorded in writing. Point by point, everything is processed in a structured manner. Thus, the project progress can be easily tracked, obstacles to the project implementation can be identified early and need for action can be announced. Templates offer accordingly a overview and security for the upcoming task.

The use of checklists is also useful for tasks that rarely occur. In this case, they serve as a reminder. Who knows the contents of all project management methods by heart? Or which tasks he should take over from his colleague in his absence and what has to be observed?

What advantages do templates offer in project management?

The more complex the project, the more varied and extensive the tasks. Financial service providers can use templates in customer service or for internal tasks and projects. Although their area of application and content may vary, the benefits of templates in checklist format are always the same:

1. Large projects and complex tasks can be divided into manageable portions
2. Easily familiarize yourself with new tasks.
3. Different tasks are easier to delegate.
4. The workflow is predetermined, so the head remains free for other tasks.
5. The error rate when filling out decreases.
6. Nothing important is forgotten.
7. Checking off gives the good feeling of having done something.
8. Keeping track of things, the stress level decreases.
9. Workflows are controllable and documentable.
10. Valuable work aids for substitution in case of illness or vacation.
11. Time is saved at work.

By the way, templates do not have to be limited to project management. Checklists are also helpful for human resources tasks and employee feedback. A good example is the checklist for setting up a new workstation. Those responsible use it to go through the various steps to make sure nothing is forgotten and everything is working properly.

How do I create a template for project management?

Especially in project management, employees will often find themselves in the situation of having to create their templates from scratch for a new project. Often a brief search on the Internet helps. It is not uncommon to find numerous examples in template libraries, such as the one from Lumiform, that fit your own topic. These can be used immediately or require only a few modifications.

If it is not possible to find a suitable template for project management, a new one must be made. While there are few specific guidelines, that doesn’t mean that creating one is difficult. If you follow the following five tips, you will quickly and efficiently make a new template for your project:

1. Narrow down the topic
Before writing the first line for the template, the first thing to do is define the topic and the related tasks. It is worth taking notes in chronological order to collect all the necessary information for the template together. Besides, it is in this way with colleagues and superiors to discuss the content again.

2. Design simply
A template needs to request a range of data, yet it should be simply worded and structured. This enables the content of the template to be easily absorbed and understood. Therefore, only relevant information belongs in a template for project management.

3. Work error-free
A clear structure is just as important as error-free spelling and grammar. On the one hand, this improves comprehension, and on the other hand, it leaves a professional impression. Every new template should therefore be proofread and checked by another person.

4. Consider appropriate questions and answers
In addition to error-free sentences, thoughtful content, and good structure, selecting question and answer types is important to create a perfect template. For example, most people find it easier to respond to predetermined answers. This is a good reason to opt for multiple choice answers rather than blank answer boxes.

5. Perform test
In the best case, a new template should be used for a long time. It proves its effectiveness and efficiency best in practice. Likely, some errors will still occur during the first run. It’s a good opportunity to revise the template again and do a final test run.

Templates are not a panacea, they do not replace the know-how of project managers and their conceptual ideas. But they relieve and support in the everyday work. Especially career starters benefit from templates for the many different and new tasks. But also experienced employees benefit from templates for every project.

FAQ: Frequently asked questions about project management templates

How do I use templates in project planning and control?

In project management, there are numerous tasks where a lot of information needs to be collected and evaluated. Here it is always an advantage to have a template to work in a structured way and not forget anything important.

How do I update my templates in project management?

Even in project management, changes to templates are always necessary. Therefore, an existing template with outdated passages does not have to be created from scratch. Digital applications such as Lumiform allow changes to be made in only the necessary places. In addition, updates in digital templates can be accessed instantly.

Can I use templates to improve my project management?

Templates make it easier to evaluate data through their structured design. With a digital application like Lumiform, analysis is a breeze. You discover obstacles and problems faster and earlier and quicker. That way, you can react immediately and initiate measures.