7 Essential Project Documents [+ Templates]
Use these project document templates to store and share key project information.
With any successful project comes no shortage of documents. They house all the project expectations, objectives, and resources. If you have a question about the project, pay a visit to the documents. If they are filled out completely, your answer should live there.
Project documents should be clear and concise. At Guru, we start all our project documentation from these templates. They speed up the prep phase of a project so we can get to working on the project itself faster. We recommend exploring these 7 templates for your project documents.
Why are project documents important?
They're a single source of truth
Most projects have many moving pieces and stakeholders involved. This can make it challenging to track and deliver important information. You can use project documents as a single location where all important project documentation can live. No more wasted time searching for answers.
They can be easily updated with the most recent information
When you've declared your project documents as the one-stop destination for all project information, you can rely on them to provide updates to stakeholders. Pro tip: consider using Guru to set alerts at regular intervals to review the project documents and ensure all its information is up to date.
They outline project objectives
Set the stage for success by clearly outlining the project's objectives and needs. When stakeholders start here, they get a full grasp on the scope of the project and understand where their tasks live within the overall project life cycle.
They declare who is responsible for each task
When they work hand-in-hand with your project management plan, your project documents make note of who is responsible for what and when in the process these tasks need to take place. Develop a clear delineation between tasks to understand how each individual's responsibilities play into the larger picture.
7 essential project documents
1. Project brief
Consider the project brief as the bird's-eye view of the project. It should include a description of the project, what it is hoping to accomplish, who is involved, and how success will be measured. You can get as specific here as needed for your project. It's a great place to start getting your bearings, brainstorming, and scoping out the project.
2. Stakeholder communications
To align with being a single source of reliable information, try utilizing a project template that includes stakeholder responsibilities and communications. Don't let information get lost in Slack or email.
3. Cost management plan
The budget is a huge factor to consider when developing your project. If possible, try to allow some room for adjustments as there will likely be factors that arise which you didn't anticipate.
4. Performance metrics
Instead of only referencing this template at the end of the project, consider using it to track performance metrics throughout the project's life cycle. This will help inform if you're on track to meet your goals or if adjustments are needed.
5. Project update
To keep stakeholders and company leadership informed, consider using a project update template to share information. The template has sections where regular updates can be added. Remember to check in with status updates on a regular basis to keep stakeholders informed.
Here is how PetDesk keeps teams informed of project updates:
6. Change management
If all projects always went perfectly according to plan they'd be too easy. There are always places where you'll have to make adjustments and troubleshoot errors. You can account for these revisions in a change management plan. This template can be used to detail how the project will proceed if changes are necessary.
7. Project resources
Consider this template the one-stop for all information related to the project. This template may or may not be necessary depending on the scope of the project. Use it as a reference library with links to necessary information and keep it available to all stakeholders.With any successful project comes no shortage of documents. They house all the project expectations, objectives, and resources. If you have a question about the project, pay a visit to the documents. If they are filled out completely, your answer should live there.
With any successful project comes no shortage of documents. They house all the project expectations, objectives, and resources. If you have a question about the project, pay a visit to the documents. If they are filled out completely, your answer should live there.
Project documents should be clear and concise. At Guru, we start all our project documentation from these templates. They speed up the prep phase of a project so we can get to working on the project itself faster. We recommend exploring these 7 templates for your project documents.
Why are project documents important?
They're a single source of truth
Most projects have many moving pieces and stakeholders involved. This can make it challenging to track and deliver important information. You can use project documents as a single location where all important project documentation can live. No more wasted time searching for answers.
They can be easily updated with the most recent information
When you've declared your project documents as the one-stop destination for all project information, you can rely on them to provide updates to stakeholders. Pro tip: consider using Guru to set alerts at regular intervals to review the project documents and ensure all its information is up to date.
They outline project objectives
Set the stage for success by clearly outlining the project's objectives and needs. When stakeholders start here, they get a full grasp on the scope of the project and understand where their tasks live within the overall project life cycle.
They declare who is responsible for each task
When they work hand-in-hand with your project management plan, your project documents make note of who is responsible for what and when in the process these tasks need to take place. Develop a clear delineation between tasks to understand how each individual's responsibilities play into the larger picture.
7 essential project documents
1. Project brief
Consider the project brief as the bird's-eye view of the project. It should include a description of the project, what it is hoping to accomplish, who is involved, and how success will be measured. You can get as specific here as needed for your project. It's a great place to start getting your bearings, brainstorming, and scoping out the project.
2. Stakeholder communications
To align with being a single source of reliable information, try utilizing a project template that includes stakeholder responsibilities and communications. Don't let information get lost in Slack or email.
3. Cost management plan
The budget is a huge factor to consider when developing your project. If possible, try to allow some room for adjustments as there will likely be factors that arise which you didn't anticipate.
4. Performance metrics
Instead of only referencing this template at the end of the project, consider using it to track performance metrics throughout the project's life cycle. This will help inform if you're on track to meet your goals or if adjustments are needed.
5. Project update
To keep stakeholders and company leadership informed, consider using a project update template to share information. The template has sections where regular updates can be added. Remember to check in with status updates on a regular basis to keep stakeholders informed.
Here is how PetDesk keeps teams informed of project updates:
6. Change management
If all projects always went perfectly according to plan they'd be too easy. There are always places where you'll have to make adjustments and troubleshoot errors. You can account for these revisions in a change management plan. This template can be used to detail how the project will proceed if changes are necessary.
7. Project resources
Consider this template the one-stop for all information related to the project. This template may or may not be necessary depending on the scope of the project. Use it as a reference library with links to necessary information and keep it available to all stakeholders.With any successful project comes no shortage of documents. They house all the project expectations, objectives, and resources. If you have a question about the project, pay a visit to the documents. If they are filled out completely, your answer should live there.
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