{"id":45280,"date":"2022-07-18T12:40:20","date_gmt":"2022-07-18T12:40:20","guid":{"rendered":"https:\/\/staging-mondaycomblog.kinsta.cloud\/?post_type=pm&#038;p=45280"},"modified":"2026-03-30T01:48:06","modified_gmt":"2026-03-30T06:48:06","slug":"project-outline","status":"publish","type":"post","link":"https:\/\/monday.com\/blog\/project-management\/project-outline\/","title":{"rendered":"How to create a project outline: A step-by-step guide [+ template]"},"content":{"rendered":"<p>Have you ever made the mistake of launching head-first into a new <a href=\"https:\/\/monday.com\/blog\/project-management\/so-what-is-a-project-everything-you-should-know\/\">project<\/a> without setting aside time to work out a plan?<\/p>\n<p>In today&#8217;s busy world, it&#8217;s all too easy to look for shortcuts, dive right in, and hope everything will be OK.<\/p>\n<p>Unfortunately, as the saying goes, &#8220;hope is not a strategy.&#8221;<\/p>\n<p>So we should plan, right?<\/p>\n<p style=\"text-align: center;\"><div id=\"subscribe-cta-banner\">\n    <div class=\"subscribe-cta-banner-wrapper\">\n        <h3>Don\u2019t miss more quality content!<\/h3>\n        <div class=\"form-wrapper\">\n            <div id=\"subscribe-cta-banner-form-0\"><\/div>\n            <!--[if lte IE 8]>\n            <script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js.hsforms.net\/forms\/v2-legacy.js\"><\/script>\n            <![endif]-->\n            <script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js.hsforms.net\/forms\/v2.js\"><\/script>\n            <script>\n            hbspt.forms.create({\n                portalId: \"5945317\",\n                css: \"\",\n                formId: \"dbfb5b7f-21a2-4092-a3fb-0b6365ad349c\",\n                target: '#subscribe-cta-banner-form-0',\n                formInstanceId: 'hs-from-instance-0',\n            });\n            <\/script>\n            \n        <\/div>\n    <\/div>\n<\/div>\n\n<\/p>\n<p><strong>But does taking time to plan your project first actually increase your chance of success?<\/strong><\/p>\n<p>The science appears settled on this question. A few studies \u2014 the most recent in <a href=\"https:\/\/www.pmi.org\/learning\/library\/importance-planning-phase-project-success-6021\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">2012<\/a> \u2014 demonstrated that planning is a contributing factor to project success:<\/p>\n<p><strong>It doesn&#8217;t get much clearer than this&#8230;<\/strong><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-45287 size-full\" title=\"planning and project success graph\" src=\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/02\/image7-2.png\" alt=\"graph showing relationship between planning and project success\" width=\"432\" height=\"250\" srcset=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image7-2.png 432w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image7-2-300x174.png 300w\" sizes=\"(max-width: 432px) 100vw, 432px\" \/><\/p>\n<p>(<a href=\"https:\/\/www.pmi.org\/learning\/library\/importance-planning-phase-project-success-6021\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">Image Source<\/a>)<\/p>\n<p>Sadly it appears this is a lesson many are still to learn \u2015 less than <a href=\"https:\/\/www.ipma.world\/assets\/PM-Survey-FullReport-2019-FINAL.pdf\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">50%<\/a> of projects delivered meet stakeholder satisfaction<\/p>\n<p>So, at monday.com, we advise that before you launch full-speed into a project, you set aside some planning time first to create a high-level project outline.<\/p>\n<p>This article covers what a project outline is, the benefits, and how you can create one that anticipates obstacles and encompasses the total scope. Finally, we\u2019ll show you how to use monday.com to turn your outline into an invaluable <a href=\"https:\/\/monday.com\/blog\/project-management\/guide-to-project-management\/\">project management<\/a> plan.<\/p>\n<h2>What is a project outline?<\/h2>\n<blockquote><p>A project outline is the blueprint of your project. It\u2019s how you envisage your project will play out as work progresses.<\/p><\/blockquote>\n<p>Your <a class=\"wpil_keyword_link \" title=\"project plan\" href=\"https:\/\/monday.com\/blog\/project-management\/how-to-write-a-killer-project-plan-in-6-simple-steps\/\" data-wpil-keyword-link=\"linked\">project plan<\/a> describes how you intend to satisfy project deliverables, who\u2019s on the project team, and what resources you\u2019ll need.<\/p>\n<p>You can split your outline into logical phases depending on project size, then break them down into sub-items to give a clear picture of all the work involved. It\u2019s common for project managers to set out the full project scope, from start meeting to end deliverable.<\/p>\n<p>And no project outline is complete without anticipated timeframes for each phase and action, with important milestones stated in the plan along the way.<\/p>\n<p>You\u2019ll need to cover these essential elements at a minimum for your project outline. However, plans can be more detailed, containing information such as work approval processes and communication strategies too.<\/p>\n<p>One last thing: <strong>don\u2019t confuse a project outline with a project proposal.<\/strong><\/p>\n<blockquote><p>The project proposal is a business case for why a project is necessary; the project outline imagines how the work will get done.<\/p><\/blockquote>\n<p style=\"text-align: center;\"><div id=\"subscribe-cta-banner\">\n    <div class=\"subscribe-cta-banner-wrapper\">\n        <h3>Don\u2019t miss more quality content!<\/h3>\n        <div class=\"form-wrapper\">\n            <div id=\"subscribe-cta-banner-form-1\"><\/div>\n            <!--[if lte IE 8]>\n            <script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js.hsforms.net\/forms\/v2-legacy.js\"><\/script>\n            <![endif]-->\n            <script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js.hsforms.net\/forms\/v2.js\"><\/script>\n            <script>\n            hbspt.forms.create({\n                portalId: \"5945317\",\n                css: \"\",\n                formId: \"dbfb5b7f-21a2-4092-a3fb-0b6365ad349c\",\n                target: '#subscribe-cta-banner-form-1',\n                formInstanceId: 'hs-from-instance-1',\n            });\n            <\/script>\n            \n        <\/div>\n    <\/div>\n<\/div>\n\n<\/p>\n<h2>How do you write an outline for a project?<\/h2>\n<p>To create your project outline, you&#8217;ll first need to gather information. A good way of doing this is to ask yourself probing questions to draw out the critical data you need.<\/p>\n<a class=\"twitter-box\" arial-label=\"Tweet\" target=\"_blank\" onclick=\"window.open(this.href,'targetWindow','toolbar=no,location=no,status=no,menubar=no,scrollbars=yes,resizable=yes, width=800,height=450'); return false;\" href=\"https:\/\/twitter.com\/intent\/tweet?text=\">The 5Ws framework \u2015Who, What, When, Where, and Why\u2015 originated in ancient Greek philosophy as an analytical tool for getting to the heart of any matter.<span><\/span><\/a>\n<p>Having stood the test of time, it\u2019s an excellent method for constructing the skeleton of your project too.<\/p>\n<p>Here is a selection of questions that will draw out the key information you need to construct a project outline, broken into &#8220;Who,&#8221; &#8220;What,&#8221; &#8220;When,&#8221; &#8220;Where,&#8221; and &#8220;Why.&#8221;<\/p>\n<h3>&#8220;Who&#8221; questions:<\/h3>\n<p><strong>Who are the key stakeholders in the project?<\/strong><\/p>\n<p>The Project Management Institute <a href=\"https:\/\/www.pmi.org\/learning\/library\/stakeholder-analysis-pivotal-practice-projects-8905#:~:text=A%20formal%20definition%20of%20a,PMI%C2%AE)%2C%201996).\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">defines<\/a> a stakeholder as &#8220;<em>individuals and organizations who are actively involved in the project, or whose interests may be <\/em><em>positively or negatively <\/em><em>affected as a result of project execution.<\/em>&#8221;<\/p>\n<p>Defining who the stakeholders are at the outline stage enables you to build support and enthusiasm for the project. Once the project starts, the key players are invested in its success.<\/p>\n<p><strong>Who is the customer?<\/strong><\/p>\n<p>In project management, the customer usually is the one setting the parameters, deadlines, and budgets.<\/p>\n<p><strong>Who in my team is essential for this project?<\/strong><\/p>\n<p>Once you know who you are producing the work for, make a list of key team members whose participation is vital for the project\u2019s success.<\/p>\n<h3>&#8220;What&#8221; questions:<\/h3>\n<p><strong>What is the aim of the project, what does it need to deliver?<\/strong><\/p>\n<p>Sometimes it\u2019s easy to get lost in processes and procedures, so try and write succinctly the project\u2019s precise aim. Only <a href=\"https:\/\/www.ipma.world\/assets\/PM-Survey-FullReport-2019-FINAL.pdf\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">44%<\/a> of projects are likely to deliver on the initial stated goals. Start on the right foot with clear aims of what the deliverable is.<\/p>\n<p><strong>What is the measure of project success?<\/strong><\/p>\n<p>How will you know if you have done the job right? You need to understand how to quantify whether a project is a success or not. Though there may be a sliding scale of success in more complex projects or where you are breaking new ground.<\/p>\n<p><strong>What are the tools we need to execute the project?<\/strong><\/p>\n<p>Now we\u2019re getting into the nitty-gritty. List down the hardware and software tools you\u2019ll need to get the job done. You can separate by category here, like, communication, design, and processing, for example. Brainstorm every resource you\u2019ll need, from office space thru to paperclips.<\/p>\n<h3>&#8220;When&#8221; questions:<\/h3>\n<p><strong>When do we need to begin the project, and when is the final date for delivery?<\/strong><\/p>\n<p>Only <a href=\"https:\/\/www.ipma.world\/assets\/PM-Survey-FullReport-2019-FINAL.pdf\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">30%<\/a> of organizations are likely to deliver a project on time, so setting realistic timeframes is an aspect requiring careful thought.<\/p>\n<p><strong>When are the significant milestones due?<\/strong><\/p>\n<p>Once you have decided on the dates that bookend the project, go more in-depth and set the time frame for important milestones along the way.<\/p>\n<h3>&#8220;Where&#8221; questions<\/h3>\n<p><strong>Where should we base this project?<\/strong><\/p>\n<p>Does a geographic location come into play for the project? Is there an existing team in one of your business\u2019s locations that are ideally suited to take the lead?<\/p>\n<p><strong>Where have we undertaken a project like this before?<\/strong><\/p>\n<p>Don\u2019t overlook existing assets and organizational intelligence, which could increase your chance of successful project delivery.<\/p>\n<h3>&#8220;Why&#8221; questions<\/h3>\n<p><strong>Why are we choosing this project over doing something else?<\/strong><\/p>\n<p>Priorities shift, trends rise and fall, and initiatives that seem urgent can quickly become less critical. Take a moment to outline the reasons this particular project should take priority over all the other projects on your to-do list.<\/p>\n<p>This list of questions isn\u2019t exhaustive but can serve as a starting framework to prompt deeper thought when planning a project.<\/p>\n<p>If you need input from co-workers in the planning phase, why not thrash a few ideas around using the <a href=\"https:\/\/support.monday.com\/hc\/en-us\/articles\/360012931380-Collaborative-Whiteboard\" target=\"_blank\" rel=\"noopener noreferrer\">whiteboard<\/a> collaboration feature of monday.com?<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-45297 size-full\" title=\"Collaborate on your project outline\" src=\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/02\/image1-4.png\" alt=\"Screenshot of the whiteboard collaboration feature from monday.com\" width=\"1136\" height=\"599\" srcset=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image1-4.png 1136w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image1-4-300x158.png 300w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image1-4-1024x540.png 1024w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image1-4-768x405.png 768w\" sizes=\"(max-width: 1136px) 100vw, 1136px\" \/><\/p>\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started<\/a><\/p>\n<h2>What are the benefits of using a project outline?<\/h2>\n<p>Studies <a href=\"https:\/\/www.irjet.net\/archives\/V6\/i2\/IRJET-V6I2490.pdf\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">show<\/a> that the depth of project planning correlates closely with project success. And in a recent survey, <a href=\"https:\/\/www.pmi.org\/-\/media\/pmi\/documents\/public\/pdf\/learning\/thought-leadership\/pulse\/pmi-pulse-2020-appendix.pdf?v=f3ef13d4-2187-4818-a80e-dd8045157d97\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">31%<\/a> of respondents said that the chief cause of project failure was poor upfront planning, and <a href=\"https:\/\/www.pmi.org\/-\/media\/pmi\/documents\/public\/pdf\/learning\/thought-leadership\/pulse\/pmi-pulse-2020-appendix.pdf?v=f3ef13d4-2187-4818-a80e-dd8045157d97\" target=\"_blank\" rel=\"nofollow noopener noreferrer\">28%<\/a> felt failure was due to inadequate vision or goal.<\/p>\n<p>When you create a project outline, you are devising a reference point. Your team and the project stakeholders have a roadmap showing both the destination and journey needed to succeed.<\/p>\n<p>Of course, once you have a project outline that includes the individual action items, you can track how the project progresses.<\/p>\n<p>You can build up momentum as you tick off each item done. You can create a <a href=\"https:\/\/monday.com\/blog\/project-management\/project-tracker\/\" target=\"_blank\" rel=\"noopener noreferrer\">project tracker<\/a> to measure progress and keep on top of action items using monday.com.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-45302 size-full\" title=\"Using a project outline to track action items\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image5-4.png\" alt=\"Screenshot of monday.com's project tracker in action\" width=\"1016\" height=\"723\" srcset=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image5-4.png 1016w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image5-4-300x213.png 300w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image5-4-768x547.png 768w\" sizes=\"(max-width: 1016px) 100vw, 1016px\" \/><\/p>\n<p>Creating a formal project outline has the additional benefit of committing team members to the process.<\/p>\n<p>There is nothing that says &#8220;yes, we\u2019re really doing this&#8221; than a formal document with a <a class=\"wpil_keyword_link\" title=\"project timeline\" href=\"https:\/\/monday.com\/blog\/project-management\/project-timeline\/\" target=\"_blank\" rel=\"noopener\" data-wpil-keyword-link=\"linked\">project timeline<\/a> mapped out.<\/p>\n<p>Let\u2019s take a look at how you can create a project outline using monday.com.<\/p>\n<p style=\"text-align: center;\"><div id=\"subscribe-cta-banner\">\n    <div class=\"subscribe-cta-banner-wrapper\">\n        <h3>Don\u2019t miss more quality content!<\/h3>\n        <div class=\"form-wrapper\">\n            <div id=\"subscribe-cta-banner-form-2\"><\/div>\n            <!--[if lte IE 8]>\n            <script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js.hsforms.net\/forms\/v2-legacy.js\"><\/script>\n            <![endif]-->\n            <script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js.hsforms.net\/forms\/v2.js\"><\/script>\n            <script>\n            hbspt.forms.create({\n                portalId: \"5945317\",\n                css: \"\",\n                formId: \"dbfb5b7f-21a2-4092-a3fb-0b6365ad349c\",\n                target: '#subscribe-cta-banner-form-2',\n                formInstanceId: 'hs-from-instance-2',\n            });\n            <\/script>\n            \n        <\/div>\n    <\/div>\n<\/div>\n\n<\/p>\n<h2>How to create a project outline using monday.com<\/h2>\n<p>When you have gathered all the main points you need to create a project outline, it\u2019s time to formalize it. You can use monday.com to craft a visually appealing and practical project outline.<\/p>\n<p>monday.com is a Work OS \u2014 totally customizable to the way you operate. You can create an unlimited number of boards that can help you manage your business, control workflows, and get stuff done.<\/p>\n<p>To save you time when setting up a new board, we\u2019ve got loads of completely customizable <a href=\"https:\/\/monday.com\/templates\" target=\"_blank\" rel=\"noopener noreferrer\">templates<\/a> you can use as a starting point.<\/p>\n<p><strong>One template ideal for outlining a project is the <\/strong><a href=\"https:\/\/monday.com\/templates\/high-level-project-plan\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>high-level project plan<\/strong><\/a><strong>:<\/strong><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-45307 size-full\" title=\"Creating a project outline using monday.com\" src=\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/02\/image2-5.png\" alt=\"Screenshot of the high-level project plan template from monday.com\" width=\"1134\" height=\"426\" srcset=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image2-5.png 1134w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image2-5-300x113.png 300w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image2-5-1024x385.png 1024w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image2-5-768x289.png 768w\" sizes=\"(max-width: 1134px) 100vw, 1134px\" \/><\/p>\n<p>Start with the project outline you\u2019ve written, and map out the tasks you need to do on a week by week basis. Then add in the tasks to the relevant week in a logical order.<\/p>\n<p>Once you have your basic structure, monday.com\u2019s features really come into play\u2015<\/p>\n<p>Set ownership and team responsibilities, so everyone knows who\u2019s doing what. You can view work distribution among your team to make sure that no individual is overloaded with the <a href=\"https:\/\/support.monday.com\/hc\/en-us\/articles\/360010699760-The-Workload-View\" target=\"_blank\" rel=\"noopener noreferrer\">workload view<\/a>.<\/p>\n<p>View your project in a <a href=\"https:\/\/support.monday.com\/hc\/en-us\/sections\/360000130880-The-board-views\" target=\"_blank\" rel=\"noopener noreferrer\">variety of ways<\/a>, including Gantt chart, Timeline, and Kanban views. Helping you to manage your workload as your project progresses.<\/p>\n<p>Automate recurring tasks to make better use of your time and set task <a href=\"https:\/\/support.monday.com\/hc\/en-us\/articles\/360007402599-How-to-Set-Dependencies-on-monday-com\" target=\"_blank\" rel=\"noopener noreferrer\">dependencies<\/a>, so you do work in the correct order.<\/p>\n<p>Keep control of your and your team\u2019s valuable time using a variety of functions. Set alert reminders and deadlines to keep everyone on schedule and track the hour they work with a <a href=\"https:\/\/support.monday.com\/hc\/en-us\/articles\/360013805639-The-Time-Tracking-Widget\" target=\"_blank\" rel=\"noopener noreferrer\">time-tracking widget<\/a>.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-45312 size-full\" title=\"time-tracking dashboard\" src=\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/02\/image3-3.png\" alt=\"screenshot of time-tracking dashboard\" width=\"1919\" height=\"961\" srcset=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image3-3.png 1919w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image3-3-300x150.png 300w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image3-3-1024x513.png 1024w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image3-3-768x385.png 768w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/02\/image3-3-1536x769.png 1536w\" sizes=\"(max-width: 1919px) 100vw, 1919px\" \/><\/p>\n<p>Stick to the project budget using a variety of numerical columns. You can set an overall budget, add up project spend as you go along (including staff time), and calculate how much you have left using a <a href=\"https:\/\/support.monday.com\/hc\/en-us\/articles\/360001235445-The-Formula-Column\" target=\"_blank\" rel=\"noopener noreferrer\">formula column<\/a>.<\/p>\n<p>In short, monday.com has everything you need to put your shiny new project outline to work.<\/p>\n<h2>Ready to get outlining?<\/h2>\n<p>Don\u2019t let your project be the one that goes over budget, over deadline, and fail to meet its objectives.<\/p>\n<p>Increase your chances of successful project delivery instead by creating a project outline first.<\/p>\n<p>Gain a broad understanding of what you need to do using the 5Ws framework, then formalize it in a Work OS system like monday.com.<\/p>\n<p>We recommend you start using a project outline template that we call the high-level project plan to organize and execute your next project.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Have you ever made the mistake of launching head-first into a new project without setting aside time to work out a plan? In today&#8217;s busy world, it&#8217;s all too easy to look for shortcuts, dive right in, and hope everything will be OK. Unfortunately, as the saying goes, &#8220;hope is &#8230;<\/p>\n","protected":false},"author":68,"featured_media":46552,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"pages\/cornerstone-primary.php","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"How to create a project outline: A step-by-step guide [+ template]","_yoast_wpseo_metadesc":"Create a flawless project outline with our step-by-step guide. Learn to define scope, set timelines, and align your team\u2014plus, get a free monday.com template to start now.","monday_item_id":18041307309,"monday_board_id":0,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[13904],"tags":[],"class_list":["post-45280","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":{"lobby_image":false,"post_thumbnail_title":"","hide_post_info":false,"hide_bottom_cta":false,"hide_from_blog":false,"cluster":"","banner_url":"","main_text_banner":"","sub_title_banner":"","sub_title_banner_second":"","banner_button_text":"","below_banner_line":"","display_dates":"updated","landing_page_layout":false,"featured_image_link":"","use_customized_cta":false,"display_subscribe_widget":false,"custom_schema_code":"","post_date":"20220718","activate_cta_banner":true,"cta_banner_text":"<p><strong>Don\u2019t miss <\/strong> more quality content!<\/p>\n","sidebar_color_banner":"","custom_tags":false,"faqs":[{"faq_title":"FAQs","faq_shortcode":"FAQ_tag","faq":[{"question":"What is the difference between a project outline and a project plan?","answer":"<p>A project outline is a high-level, strategic summary of a project's key elements, like its goals, scope, and major milestones. It's the blueprint. A project plan is a much more detailed, tactical document that breaks down every task, assigns resources, sets specific deadlines, and describes the day-to-day execution.<\/p>\n"},{"question":"How detailed should a project outline be?","answer":"<p>A project outline should be detailed enough to give all stakeholders a clear understanding of the project's objectives, scope, and timeline, but high-level enough to avoid getting bogged down in minor tasks. Focus on major phases, key deliverables, and critical milestones rather than individual to-do items.<\/p>\n"},{"question":"Who is responsible for creating the project outline?","answer":"<p>Typically, the project manager is responsible for creating and managing the project outline. However, it should be a collaborative effort involving input from key team members, department heads, and other stakeholders to ensure accuracy and buy-in.<\/p>\n"},{"question":"Can a project outline change after the project starts?","answer":"<p>Yes, absolutely. A project outline should be a living document. It's common for outlines to be revised as the project progresses, new information becomes available, or priorities shift. The key is to manage these changes formally and communicate them to all stakeholders.<\/p>\n"}]}],"hide_time_to_read":false,"disclaimer":"","cornerstone_hero_cta_override":{"label":"","url":""},"sections":[{"acf_fc_layout":"content_1","blocks":[{"main_heading":"","content_block":[{"acf_fc_layout":"text","content":"<p>Have you ever launched head-first into a new <a href=\"https:\/\/monday.com\/blog\/project-management\/so-what-is-a-project-everything-you-should-know\/\">project<\/a> without a clear plan? In today\u2019s world, it\u2019s tempting to dive right in and hope for the best. But as the saying goes, hope is not a strategy. Taking the time to create a project outline first doesn\u2019t just feel responsible\u2014it\u2019s scientifically proven to increase your chances of success.<\/p>\n<p>Studies show that thorough planning is one of the most significant contributing factors to project success. Yet, a large number of projects still fail to meet their original goals. Before you launch full-speed into your next initiative, setting aside time to create a high-level project outline is the most important first step you can take.<\/p>\n<p>This guide will walk you through what a project outline is, why it\u2019s essential, and how to create one that sets you up for success. We\u2019ll also show you how to use monday.com to turn your outline into a dynamic and actionable <a href=\"https:\/\/monday.com\/blog\/project-management\/guide-to-project-management\/\">project management<\/a> plan.<\/p>\n<p><strong>TL;DR:<\/strong> A project outline is a high-level blueprint that defines a project\u2019s goals, scope, timeline, and resources. Creating one before you start is crucial for aligning teams, anticipating obstacles, and ensuring everyone is working towards the same definition of success.<\/p>\n"}]},{"main_heading":"What is a project outline?","content_block":[{"acf_fc_layout":"text","content":"<p>A project outline is the blueprint of your project. It\u2019s a high-level overview of how you expect the project to play out as work progresses, describing how you intend to satisfy deliverables, who\u2019s on the team, and what resources you\u2019ll need. Think of it as the skeleton that your more detailed <a href=\"https:\/\/monday.com\/blog\/project-management\/how-to-write-a-killer-project-plan-in-6-simple-steps\/\">project plan<\/a> will be built upon.<\/p>\n<p>You can split your outline into logical phases, then break them down into major tasks to give a clear picture of all the work involved. It should cover the full project scope, from the initial kickoff meeting to the final deliverable. And no project outline is complete without anticipated timeframes and key milestones. It\u2019s also important not to confuse a project outline with a project proposal. The proposal makes the business case for *why* a project is necessary, while the outline explains *how* the work will get done.<\/p>\n"}]},{"main_heading":"Why is a project outline essential for success?","content_block":[{"acf_fc_layout":"text","content":"<p>Research consistently shows that the depth of project planning correlates directly with project success. In fact, recent surveys from the Project Management Institute (PMI) reveal that poor upfront planning and inadequate vision are among the chief causes of project failure. When you create a project outline, you are creating a single source of truth for the entire project.<\/p>\n<p>Your team and stakeholders have a clear roadmap showing both the destination and the journey needed to get there. This formal document also commits team members to the process and builds momentum as you begin to track progress against the outlined goals. With a tool like monday.com, you can easily turn your outline into a visual <a href=\"https:\/\/monday.com\/blog\/project-management\/project-tracker\/\">project tracker<\/a> to measure progress and keep everyone aligned.<\/p>\n"},{"acf_fc_layout":"image","image_type":"normal","image":19588,"image_link":""}]},{"main_heading":"What are the key components of a project outline?","content_block":[{"acf_fc_layout":"text","content":"<p>A comprehensive project outline should include several key components to ensure everyone is on the same page. While the level of detail can vary, every effective outline should cover these core elements:<\/p>\n<ul>\n<li><strong>Project Goals and Objectives:<\/strong> Clearly state what the project aims to achieve and the specific, measurable outcomes you\u2019re working towards.<\/li>\n<li><strong>Scope Statement:<\/strong> Define the project\u2019s boundaries, including what is and is not part of the project. This prevents scope creep later on.<\/li>\n<li><strong>Key Deliverables:<\/strong> List the main tangible outputs that will be produced by the end of the project.<\/li>\n<li><strong>Timeline and Milestones:<\/strong> Create a high-level <a href=\"https:\/\/monday.com\/blog\/project-management\/project-timeline\/\">project timeline<\/a> with start dates, end dates, and major milestones to mark significant progress points.<\/li>\n<li><strong>Stakeholder List:<\/strong> Identify all key stakeholders, including the project team, customers, and sponsors, and define their roles and responsibilities.<\/li>\n<li><strong>Resource Allocation:<\/strong> Outline the necessary resources, including team members, tools, and software needed to complete the project.<\/li>\n<li><strong>Budget Overview:<\/strong> Provide a high-level summary of the estimated project costs and how the budget will be allocated.<\/li>\n<\/ul>\n"}]},{"main_heading":"How to write a project outline in 5 simple steps","content_block":[{"acf_fc_layout":"text","content":"<p>To create your project outline, you need to gather the right information. The classic 5Ws framework\u2014Who, What, When, Where, and Why\u2014is an excellent method for constructing the skeleton of your project. We\u2019ve reframed it into an actionable, step-by-step process.<\/p>\n<p><strong>Step 1: Define your project goals and objectives (The \u201cWhy\u201d)<\/strong><\/p>\n<p>Before anything else, understand why this project is important. What business goal does it support? Answering this question ensures the project has a clear purpose and should take priority over other initiatives on your to-do list.<\/p>\n<p><strong>Step 2: Identify the scope and deliverables (The \u201cWhat\u201d)<\/strong><\/p>\n<p>Clearly define the project\u2019s aim and what it needs to deliver. What does success look like, and how will you measure it? List the key deliverables and the criteria that will be used to approve them. This clarity is critical, as only 44% of projects are likely to deliver on their initial stated goals.<\/p>\n<p><strong>Step 3: Determine the timeline and key milestones (The \u201cWhen\u201d)<\/strong><\/p>\n<p>Establish a realistic start and end date for the project. With only 30% of organizations delivering projects on time, setting achievable timeframes is vital. Break the timeline down with significant milestones to track progress along the way.<\/p>\n<p><strong>Step 4: Assign stakeholders and team members (The \u201cWho\u201d)<\/strong><\/p>\n<p>Identify everyone involved. Who is the customer? Who are the key stakeholders whose interests will be affected? And which team members are essential for the project\u2019s success? Defining these roles early helps build support and ensures everyone is invested from the start.<\/p>\n<p><strong>Step 5: Outline required resources and budget (The \u201cHow\u201d)<\/strong><\/p>\n<p>List the hardware, software, and other resources you\u2019ll need to get the job done. This includes everything from office space to specific tools for communication, design, and development. Don\u2019t forget to consider existing organizational intelligence or assets from similar past projects that could increase your chances of success. If you need to brainstorm with your team, you can use a collaborative tool like monday.com\u2019s Whiteboard to map everything out.<\/p>\n<p><strong>Learn more<\/strong>: <a href=\"https:\/\/monday.com\/blog\/project-management\/project-description\/\">project descriptions<\/a> (how to turn ideas into approved projects)<\/p>\n"},{"acf_fc_layout":"image","image_type":"normal","image":19584,"image_link":""}]},{"main_heading":"Project outline example and template","content_block":[{"acf_fc_layout":"text","content":"<p>Once you\u2019ve gathered all the main points, it\u2019s time to formalize your project outline. Instead of a static document, using a dynamic Work OS like monday.com allows you to craft a visually appealing and practical outline that can evolve with your project. To save you time, we have plenty of customizable templates you can use as a starting point. The High-Level Project Plan template is ideal for outlining a project.<\/p>\n"},{"acf_fc_layout":"image","image_type":"normal","image":false,"image_link":""},{"acf_fc_layout":"text","content":"<p>You can start by mapping out the major phases and tasks on a week-by-week basis. From there, you can assign ownership, set dependencies so work is done in the correct order, and visualize your project in multiple ways, including Gantt, Timeline, and Kanban views.<\/p>\n<p><strong>Bring your project outline to life.<\/strong> Stop planning in static documents. Build a dynamic, collaborative project outline with monday.com\u2019s ready-to-use template.<\/p>\n"}]},{"main_heading":"How to create a project outline faster with AI in monday.com","content_block":[{"acf_fc_layout":"text","content":"<p>You can accelerate your planning process even further by leveraging artificial intelligence. The monday.com AI Assistant, built directly into the Work OS, can help you draft a comprehensive project outline in a fraction of the time. It\u2019s designed to handle the grunt work so you can focus on strategy.<\/p>\n<p>Here\u2019s how you can use it:<\/p>\n<ul>\n<li><strong>Generate tasks from goals:<\/strong> Simply describe your project\u2019s main objective, and the AI Assistant can suggest a list of relevant tasks and action items to include in your outline.<\/li>\n<li><strong>Summarize project briefs:<\/strong> Have a long document or email chain discussing the project? Use the Summarize AI Block to instantly extract the key points, goals, and requirements.<\/li>\n<li><strong>Draft initial sections:<\/strong> Use the AI Assistant to write first drafts of your scope statement, define objectives, or even outline a communication plan based on a simple prompt.<\/li>\n<\/ul>\n<p>By integrating AI into your workflow, you can create a more thorough and well-structured outline while saving valuable time.<\/p>\n"}]},{"main_heading":"Best practices for a bullet-proof outline","content_block":[{"acf_fc_layout":"text","content":"<p>Creating the outline is just the beginning. To make it truly effective, follow these best practices:<\/p>\n<ul>\n<li><strong>Keep it high-level but comprehensive:<\/strong> The outline shouldn\u2019t get lost in minor details. It should be easy to understand at a glance, but detailed enough to cover all critical project components.<\/li>\n<li><strong>Collaborate with your team:<\/strong> Don\u2019t create the outline in a silo. Involve key team members and stakeholders in the planning phase to gain valuable input and ensure buy-in from everyone involved.<\/li>\n<li><strong>Review and revise as needed:<\/strong> A project outline is a living document. Be prepared to revisit and adjust it as the project evolves, priorities shift, or new information becomes available.<\/li>\n<\/ul>\n"}]},{"main_heading":"Start your next project with a clear outline","content_block":[{"acf_fc_layout":"text","content":"<p>Don\u2019t let your next project be the one that goes over budget, misses its deadline, or fails to meet objectives. Increase your chances of success by creating a clear, comprehensive project outline first. By using a framework to understand what you need to do and formalizing it in a flexible Work OS like monday.com, you can build a solid foundation for execution.<\/p>\n<p>Ready to get outlining? Start with our High-Level Project Plan template to organize, track, and execute your next project with confidence.<\/p>\n"}]}]}],"show_sidebar_sticky_banner":true,"parse_from_google_doc":false,"show_contact_sales_button":"default","custom_header_banner":false,"menu_cta_override":{"label":"","url":""},"override_contact_sales_label":"","override_contact_sales_url":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to create a project outline: A step-by-step guide [+ template]<\/title>\n<meta name=\"description\" content=\"Create a flawless project outline with our step-by-step guide. 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