Free IT Project Plan Template: Simplify Project Management | Scribe
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Free IT Project Plan Template: Simplify Project Management

IT & Engineering
Create a clear IT project plan with our free template. It includes step-by-step guidance, timelines, workflows and space for visual tools and aids.
Last updated:
February 13, 2025
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Free IT Project Plan Template: Simplify Project Management

IT & Engineering
Create a clear IT project plan with our free template. It includes step-by-step guidance, timelines, workflows and space for visual tools and aids.
Last updated:
February 13, 2025

Use our comprehensive IT project plan template to develop a detailed outline for your next IT project’s budget, timeline and milestones. This roadmap aligns all stakeholders on the project’s deliverables and the workflows required to create them.

What’s an IT Project Plan?

An IT project plan provides a source of truth that sets everyone’s expectations regarding the timeline, deliverables and workflows involved in an upcoming initiative. 

The best time to write project plan documentation is after decision-makers approve a proposal, when you develop strategies to deliver on the agreed-upon goals. Typically, the overseeing project manager will write the plan since they have a high-level view of what’s entailed.

To outline these strategies effectively, the plan should include the following information:

  • Scope: A clear explanation of the project’s limitations and complexity. 
  • Timeline: Deadlines for each phase the project will progress through.
  • Stakeholders: A list of all the team members and decision-makers who are either involved in the project or have a vested interest in its success.
  • Budget: A clear description of the project budget, typically in a table that breaks down the costs of the resources required, such as headcount and equipment.
  • Work breakdown structure: A roadmap that visualizes how tasks fit together, organized by phases, milestones and dependencies.

What’s an IT Project Plan Template?

An IT project plan template provides an outline for all the details your planning document needs. This template will likely include headings and placeholder text for you to fill out with the project schedule, budget and scope. You can add to and tailor it as you discover new ways to meet your team’s unique needs.

There are several free types of project management planning templates available, so choose one that fits your team’s work style and structure. For example, this project plan template opts for an Agile approach, so it includes a section for the software you’ll use to create a Gantt chart or Kanban board.

How To Write an IT Project Plan: 7 Steps

Here’s a step-by-step process for filling out Scribe’s project planning template document.

1. Write an Overview

Create an overview that provides valuable context for the project plan. You don’t need to get into all the details, but mention significant milestones, workflows and goals. If your project is long-term and highly complex, use this overview to create a more intricate overview.

2. Establish the Scope

Describe the scope the project will need to maintain to meet the needs of the business while staying under budget. List any objectives that might present challenges to the scope. This information will help the team avoid scope creep, a common issue where new dependencies or tasks steadily increase the project’s complexity to an unsustainable level.

3. Identify Risks

Explain the risks the IT team can anticipate and include an implementation plan for mitigating them. Common risks for IT projects include:

  • Security breaches: As you update or add new software, you might create vulnerabilities in your infrastructure that bad actors can exploit.
  • Data leaks: Modifying your IT setup can have unintended consequences in allowlists and access controls that expose customer or team member information.
  • Outages: Hardware and software maintenance often requires bringing servers offline for extended periods. Make sure you have a rotation plan in place that ensures maximum uptime.

4. Determine a Project Budget

List all the costs the project will incur and the funds available. Prioritize items clearly so it’s easier to identify where you can make adjustments.

5. Project Management Plans

Describe how project managers will oversee the project and provide an initial timeline. Mention any software the team will use to track tasks, access important documents or report on their progress. If you’re using Agile methodologies, provide a link to the Gantt chart or Kanban board for tracking milestones.

6. Designate Communication Platforms

To reduce the likelihood of miscommunications, identify which platforms team members should use to collaborate and report progress. Also, establish a regular cadence for check-ins, meetings and status updates so everyone knows how often you expect them to communicate.

7. Project Completion

Describe the project’s desired end result, listing any deliverables that are absolutely required and stating those that can follow after. Mention any leeway that’s available in the timeline or budget that, if used, will still keep the project within expectations.

No items found.
Back to Gallery

Free IT Project Plan Template: Simplify Project Management

IT & Engineering
Create a clear IT project plan with our free template. It includes step-by-step guidance, timelines, workflows and space for visual tools and aids.
Last updated:
February 13, 2025

Use our comprehensive IT project plan template to develop a detailed outline for your next IT project’s budget, timeline and milestones. This roadmap aligns all stakeholders on the project’s deliverables and the workflows required to create them.

What’s an IT Project Plan?

An IT project plan provides a source of truth that sets everyone’s expectations regarding the timeline, deliverables and workflows involved in an upcoming initiative. 

The best time to write project plan documentation is after decision-makers approve a proposal, when you develop strategies to deliver on the agreed-upon goals. Typically, the overseeing project manager will write the plan since they have a high-level view of what’s entailed.

To outline these strategies effectively, the plan should include the following information:

  • Scope: A clear explanation of the project’s limitations and complexity. 
  • Timeline: Deadlines for each phase the project will progress through.
  • Stakeholders: A list of all the team members and decision-makers who are either involved in the project or have a vested interest in its success.
  • Budget: A clear description of the project budget, typically in a table that breaks down the costs of the resources required, such as headcount and equipment.
  • Work breakdown structure: A roadmap that visualizes how tasks fit together, organized by phases, milestones and dependencies.

What’s an IT Project Plan Template?

An IT project plan template provides an outline for all the details your planning document needs. This template will likely include headings and placeholder text for you to fill out with the project schedule, budget and scope. You can add to and tailor it as you discover new ways to meet your team’s unique needs.

There are several free types of project management planning templates available, so choose one that fits your team’s work style and structure. For example, this project plan template opts for an Agile approach, so it includes a section for the software you’ll use to create a Gantt chart or Kanban board.

How To Write an IT Project Plan: 7 Steps

Here’s a step-by-step process for filling out Scribe’s project planning template document.

1. Write an Overview

Create an overview that provides valuable context for the project plan. You don’t need to get into all the details, but mention significant milestones, workflows and goals. If your project is long-term and highly complex, use this overview to create a more intricate overview.

2. Establish the Scope

Describe the scope the project will need to maintain to meet the needs of the business while staying under budget. List any objectives that might present challenges to the scope. This information will help the team avoid scope creep, a common issue where new dependencies or tasks steadily increase the project’s complexity to an unsustainable level.

3. Identify Risks

Explain the risks the IT team can anticipate and include an implementation plan for mitigating them. Common risks for IT projects include:

  • Security breaches: As you update or add new software, you might create vulnerabilities in your infrastructure that bad actors can exploit.
  • Data leaks: Modifying your IT setup can have unintended consequences in allowlists and access controls that expose customer or team member information.
  • Outages: Hardware and software maintenance often requires bringing servers offline for extended periods. Make sure you have a rotation plan in place that ensures maximum uptime.

4. Determine a Project Budget

List all the costs the project will incur and the funds available. Prioritize items clearly so it’s easier to identify where you can make adjustments.

5. Project Management Plans

Describe how project managers will oversee the project and provide an initial timeline. Mention any software the team will use to track tasks, access important documents or report on their progress. If you’re using Agile methodologies, provide a link to the Gantt chart or Kanban board for tracking milestones.

6. Designate Communication Platforms

To reduce the likelihood of miscommunications, identify which platforms team members should use to collaborate and report progress. Also, establish a regular cadence for check-ins, meetings and status updates so everyone knows how often you expect them to communicate.

7. Project Completion

Describe the project’s desired end result, listing any deliverables that are absolutely required and stating those that can follow after. Mention any leeway that’s available in the timeline or budget that, if used, will still keep the project within expectations.

FAQs

How Do I Use This Template?
How do I use this template?

Click Use This Template at the top of this page to open the IT project plan template in Scribe. Then, click the Duplicate Page icon in the top right. Select which team you want the template saved to and whether to keep the linked Scribes. Click Duplicate, and the template will appear in your Scribe Dashboard within your chosen team. You can then open and edit it as needed.

Easily duplicate this template by selecting "Save This Page" in the top right corner. Once you go through a quick sign-up process, you'll find the template waiting for you in your Dashboard or under Favorites.

Why Do I Need an IT Project Plan Template?
What is Scribe?

An IT project plan template provides a reusable structure you can follow for every new undertaking. It’s a crucial part of the system you use when starting new projects. Your stakeholders will also find it helpful, as it describes how they should contribute to the project’s success.

Scribe is a tool that creates step-by-step guides - instantly! Download our free Chrome extension to start creating guides for any process.

What’s the Right Format for a Project Plan?
What is Pages by Scribe?

The most common project plan format is a single document that lays out the project scope, timeline and milestones. If you take this approach, you can write up your project plan in a presentation or even a webpage. Note that these formats may be less ideal for quick reference. They’re also more time-consuming to edit, whereas it’s faster to alter a simple document on the fly.

Create beautiful process documents with Pages - complete with Scribes, videos, texts, lists and more. Easily create your next training guide, onboarding plan or SOP with Pages. Or, better yet, use one of these templates to get started!