Module 4.2: Project planning basics
Project planning basics
In this module, you will learn how to plan and structure your project for smooth and successful delivery. A well-organised approach helps you stay clear on your goals, adapt when needed, and progress well. By setting clear milestones, defining roles, and thinking through key logistics, you’ll be ready to tackle challenges and keep your project on track.
This module will explore:
Breaking your project into clear phases with realistic deadlines
Initial planning for smooth delivery
- Clarifying team roles and responsibilities
Learning outcome:
By the end of this module, you’ll have a clear, structured plan that helps you stay focused, organised, and aligned with your project goals.
Introduction video
Set up your project for smooth delivery
A strong project plan doesn’t just outline tasks, it helps you manage time, people, and resources effectively. By keeping these elements in mind, you’ll avoid last-minute obstacles and make your project much easier to deliver.
A key part of this is having clear roles and decision-making structures, which keeps everything on track and running smoothly.
You’ll also need to plan the key steps for your project’s journey, thinking through what needs to happen, when, and who will do it.
Use this worksheet to map out your project’s key phases and planning steps before you get started.
Strong team management
Effective project delivery depends just as much on your people as your plan. Before jumping into action, take a moment to think about how your team is structured and how you’ll work together.
Key considerations:
Clear roles = smoother execution
Who is leading or supporting each part of the project? How will key decisions be made? Everyone needs to know who’s responsible for what.
Think beyond your core team
Who else can support your project - volunteers, community partners, mentors?
Simple structure = long-term success
Keeps it clear and provide detail without being overwhelming. The easier it is to work together, the more sustainable your project becomes.
Good project management isn’t about having a big team, it’s about making sure the right people are in place, and that everyone knows their role. A clear plan means smoother execution, better teamwork, and long-term success!
Use this activity to map out your team, their roles and responsibilities.
Don’t forget - Make it accessible and inclusive
When planning your project, it's also important to consider accessibility and inclusion.
Think about whether your venue, materials, and activities are suitable for everyone you want to reach, including people with mobility challenges, cultural or language differences, or varying levels of confidence or familiarity with your project topic.
As you plan, don’t forget to consider accessibility and inclusion. Ask:
- Is the space physically accessible for people of all abilities?
- Are your materials easy to understand, or available in multiple formats/languages?
- Will people feel culturally safe and welcome?
Planning for inclusion from the start ensures more people can take part and strengthens your project’s reach and impact.
Delivery details
Running through the details of the delivery day will help you think through all the things needed to run a smooth project. Often, we do this through developing a run sheet, where we go through the delivery minute-to-minute. Use the Project Run Sheet worksheet below to work through your program delivery details.