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How To Create a Project Presentation: A Guide for Impactful Content

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Corporate, academic, and business meetings share one common factor: successfully delivering project presentations. This is one skill professionals should harness in terms of articulating ideas, presenting plans, and sharing outcomes through an effective project presentation.

In this fast-paced reality where new tools and frameworks make us question the human factor value, we believe there’s much to be said about how working towards building presentation skills can make a difference, especially for making a project stand out from the crowd and have a lasting impact on stakeholders. We can no longer talk about simply disclosing information, the manner in which the narrative is built, how data is introduced, and several other factors that speak of your expertise in the subject.

This article will explore the art of project presentation, giving insights to presenters to deliver a memorable project plan presentation. Whether you are new to this experience or a seasoned presenter, this article promises to give you valuable information on how to build and present a project presentation that resonates with your target audience and will convert into your expected results for the project. Let’s get started.

Table of Contents

  • Who is the audience of a project presentation?

Executive Summary

Project overview, the project process model, the project scope, the project resources, the project roadmap, the project activities plan, the project risks, quality control, project execution and monitoring.

  • The Project Team

What Is a Project Presentation?

A project presentation is a business activity that brings together stakeholders and team members to oversee a project from execution to completion. During a project presentation, one or two people present a document or slide deck with an overview of all the project’s details.

During a project presentation, the project manager highlights key data about the project initiation and planning activities, like the project scope, requirements gathering, a deliverable list, timelines, and milestones.

The first instance of a project presentation is right before the execution of the project itself. Then, during the project process life cycle, you present it again with timely updates and news about the progress.

Who is the audience of a project presentation? 

A project-related audience is made up of stakeholders – all individuals and entities that affect or are affected by the project’s existence.

Discuss the project presentation with team members that’ll work on the project so they know what’s at stake and what’s expected of them. They’ll need information like requirements, the roadmap, the work breakdown structure, and deliverables.

Stakeholders

Present your project to the stakeholders that can authorize resources and expenditures. Show them how the project will offer the solutions they want under the conditions they impose in a set amount of time. 

Stakeholders want to know details like project scope, budget breakdowns, timing calculations, risk assessments, and how you plan to confront these risks and be ready for changes. 

The Structure of a Project Presentation

Project presentations follow a standard structure covering all critical elements. Follow this guideline to ensure that you cover everything with the slides, the speech, and the discussion.

In the next section, we describe a project presentation structure you can build with SlideModel templates. As you will see, most sections in the structure are summaries or overviews of project management practices completed during initiation and planning. 

At the start of your presentation, add an executive summary . This section is meant to welcome the viewer to the presentation and give an idea of what’s to come. To differentiate your executive summary from the project overview that comes right after it, use the opportunity to place the project into context. 

In the executive summary, show how this particular project fits into the overall strategy for the company or the section it belongs to. If, for example, your project is about TikTok Marketing, offer information as to how it fits in the overall marketing strategy.

Continue the presentation with a project overview to show the audience what to expect. This section covers one slide or a combination of slides depending on the layout. The project overview slide serves as the introduction to a project presentation and what’s inside.

Include these items:

  • An Introduction with a brief background about the project. 
  • A short explanation of the project’s objectives and completion goals.
  • A quick overview of the timeline with start and end dates.

Project Overview representation in a Project Presentation

The project life cycle is the series of phases that a project goes through from its inception to its completion. The project process model is the group of knowledge areas, processes, and their relationships that will guide the activities along the project lifecycle. The next slide should display the chosen project process model and explain how it’ll be carried out along the different lifecycle phases. Project process models examples include Waterfall, Scrum, and V Model for software development, and Business Process Modeling Notation (BPMN) and Swimlane for general business-related projects.

Process models are important for the team to understand execution processes. Stakeholders need to see the process model to understand the systematic process of activities and how long they will take. 

Use one slide for the model, show only high-level components, and offer details during the presentation if the audience asks for them.

The scope is a crucial element of any project and needs its own section in the presentation. The scoping process begins with requirements gathering and includes the creation of a work breakdown structure , an analysis of what’s in and out of scope, plus validation and scope management plans. 

One or two slides are enough to highlight key scope details in a dashboard-style layout mirroring the information on your project scope statement. Preferably, place the scope slides towards the start of the project presentation close to the process model and project resources.

Stages of a Project Scope

Every project needs resources, and that assessment must be included in the project presentation as well. In a general sense, all resources are what make up the overall budget for the project. In turn, you’ll need to show a budget breakdown that shows high-level resources.

Like many aspects of a project presentation, what you include depends on the industry you’re working for. Construction projects use constructors, materials, machinery, etc. Software projects use programmers, designers, software licenses, computers, etc.

Budget breakdown slide in a project presentation

Time is the main resource of any project. During project planning, the project management team estimates the required effort needed to complete the defined scope. Using the Project Process Model, Scope, and Resources, a plan is built. Present a roadmap to highlight the expected time for project completion and where each milestone falls along that line.

Roadmaps can be constructed with an infinite variety of visual layouts, from highly creative and illustrative to structured formats resembling spreadsheets and tables with color-coded roadmaps across the cells. Use one slide to show the roadmap highlighting time estimates, constraints, and projections. For updated project presentations, mark where the project is on the roadmap at that particular moment in time.

Project roadmap

Every phase of the roadmap is broken down into action plans . Action plans list activities, their duration, allocated resources (human, material, and financial), and the relationship between activities.

Present your project activities plan with a Gantt Chart and a Costs Report. The Gantt Chart will show the activities to execute, how long they will take, and who (person or team) will be responsible for them. The costs reports will show how much the execution of activities will cost.

During the presentation, you’ll spend the most time on this section, as this is when and where your entire plan is outlined. To show more detail than the roadmap overview, use a few slides to show specific sections of the main Gantt chart and show key activities per phase or milestone.

Project activities plan

All projects present risks, and to control them, they must be identified, assessed, evaluated, and mitigated . Visualize your risk assessment with a risk matrix and include it in the project presentation. 

Use this slide to explain to stakeholders how you plan to mitigate the identified risks. Share with team members what’s expected of them in order to keep the risks under control. Risk management is a critical component of project management and something stakeholders will always be looking at.

Risk matrices formats

Controlling the quality of project deliverables is critical for positive project outcomes and continued success with the deliverable. This process is called quality control or quality assurance.

The project process model includes which quality control techniques the team will use and when. Some quality assurance (QA) techniques include statistical process control (SPC), Six Sigma, ISO 9000, and Total Quality Management (TQM). Use one slide to visualize the process and your plan to execute it.

Once the project starts, the project plan is a living entity and evolves over time. This section will need to be regularly updated with progress reports, performance KPIs, and status updates.

Across these slides, explain how activities will be monitored and deliverable outcomes measured. Show exactly how you will determine if the project is on course or has deviations. Visualize all execution activities with a Gantt chart to show the current progress. Use big numbers and data points to highlight performance metrics. Use a comparison slide to visualize the completeness percentage vs. planned progress and budget consumption vs. planned budget.

Explain all monitoring activities for the execution phase using a calendar or schedule that shows on what days activities will take place and who is involved.

powerpoint presentation software project management

The Project Team 

When presenting a project, include a stakeholder map to describe the management team, the sponsors, the main stakeholders, and the implementation team or teams. Depending on the size of the project, this will be an org chart or multiple org charts across a few slides.

Why is it important to present the project team to the stakeholders and vice versa? So that everyone involved knows the other parties and their responsibilities.

Another use for the team slide or slides is to present the next person who will speak during the project presentation. This gives the audience some background on that person’s role in the project.

Visual org chart of the project team

Case Study – Project Presentation Example

Using the structure we present above, we outlined a case study of a realistic project and how the project manager puts together the project presentation using SlideModel templates. The project presentation example is based on a complex project of building a bridge (Cline Avenue Bridge). For the educational purpose of this article, we are not delivering all the elements of the project presentation, as it is out of scope. Still, we illustrate the more representative slides of each section, show how to prepare a PowerPoint Presentation for a project and how simple it is to adapt the templates to the content that needs to be presented. As a disclaimer, all information we present is an adaptation and reinterpretation of the real project, modified by SlideModel to fit the use case learning goals. This information and presentation should not be considered a source of information related to the Cline Avenue Bridge Project.

In this slide, the presenter summarises the project highlights in a project charter style. The Project Manager can extend this introduction all over the project lifecycle, and the speech can jump from different knowledge areas without the need to change slides or get deeper into details. Specifically, in the Cline Bridge Project, the objective is narrated, the location is just mentioned and linked to a map for further details, and a set of important facts are presented (Building Information Modelling Process, Budget, Duration, Sponsor, and Constructor). Key Highlights of the final deliverable are listed (Segmental Bridge, Material Concrete, 1.7 miles of length and 46 feet of width)

Project Presentation Project Overview Slide

Process Model

The Process Model slide illustrates the framework for the project lifecycle, processes, planning, and execution. In this slide, the Project Manager will describe the model and how it is tailored to the specifics of the project. In this case, for the development and construction of the Cline Bridge, the builder has defined the use of BIM (Building Information Modelling) as the process model. During this slide, the presenter can describe the lifecycle phases (Design, Production, Construction, Operation, and Planning) and drill down one level over the knowledge practices involved. For example, the initial stage consists of “Design”, which has two main knowledge areas, Conceptual Design, and Detailed Design. The project manager is able to explain this definition without the need to outline detailed processes and activities within them.

building information modelling project process model

The Scope section of the presentation generally involves several slides, as the content layout is a list of “requirements.” Based on this fact, a table layout is suggested to make good use of space. It is important to avoid abusing the “list” and present the group of requirements rather than specific requirements. Otherwise, the project manager ends up transcribing the requirements document.

In this project presentation example, we present 10 groups of requirements traversing different stages of the project lifecycle. 

  • Design Standards: Bridge design must comply with local, national, and international design standards, including relevant engineering and safety codes
  • Load Capacity: The bridge must be designed to safely carry a specific maximum load, which would include the weight of the bridge itself, traffic, pedestrians, wind, and other factors.
  • Seismic Design: The design must account for seismic loads. 
  • Aesthetic Design: The bridge must be designed to meet certain aesthetic criteria aligned with the artists and architects.
  • Accessibility and Use Requirements: Requirements for pedestrian walkways, bike lanes, vehicle lanes, load restrictions for vehicles, clearance heights for boats if over a waterway, etc.
  • Regulatory Approvals: The project must secure all necessary permits and approvals from relevant local and national regulatory bodies.
  • Environmental Impact: The project must take steps to minimize its environmental impact during construction and the operation of the bridge, including implementing erosion and sediment controls.
  • Materials Simulation: Materials should comply with regulations and usage expectations for current and future expected requirements.
  • Site Preparation: The project must include preparation of the construction site, including any necessary land clearing or grading.
  • Foundations Construction: Foundations will need to support materials weight and traffic expected for the next 30 years.
  • Site Acquisition: Acquire site and terrain for building and logistics.

build bridge project presentation scope slide

Building a bridge involves a high level of resource usage. In an executive meeting of a project presentation, the recommendation is to structure this section as a Financial table with only one level of detail. Further details are delegated to specific resources and cost analysis presentations.

The resources list presented is:

  • Professional Services
  • Construction Labour
  • Quality Assurance
  • Contingency
  • Waste Disposal and Cleanup
  • Subcontractors

In order to break the style of table after table during the project presentation, we suggest using visual elements as icons and colors metaphorically related to each of the elements listed.

project presentation resources slide template

Project Roadmap

As explained earlier in the article, the project roadmap serves to offer a comprehensive overview of the significant milestones that will happen over the course of time. Given the magnitude of a bridge construction project and its prolonged duration, it is advisable, particularly for such extensive endeavours, to present a roadmap that aligns milestones with corresponding lifecycle phases in a discernible manner. This approach enables the audience to mentally envision the sequential progression of the construction process.

Aligned with previous slides, in the example we created a roadmap with the following high level milestones, and sub componentes:

  • Project Budgeting and Financing
  • Land Purchase & Renting
  • Conceptual Design
  • Detailed Design
  • Access Routes
  • Waste Disposal
  • Simulations
  • Materials Tests
  • Seismic Tests
  • Fabrication
  • Preparation of Modular Pieces
  • Build and Assembly
  • Test under Acceptance Criteria
  • Stress Test
  • Operation and Maintenance

As you can see, the Project Manager decided over a sequential roadmap, presented with little detail in timings, with start and end dates to picture dimension over the diagram.

project roadmap template case study build a bridge

Action Plan

In the bridge construction project of the example, there will be plenty of activity plans. All along the project several of these slides will be created and updated. The most suitable option for presentation tasks, durations, precedence relationship and resource allocation is the Gantt Chart Template. We present the first Quarter of the project, over the Conceptual Design Activities. 

As displayed in the PowerPoint Slide , the subtitle clarifies the number of slides that will be used for this purpose.

The activities presented are:

  • Site Analysis
  • Feasibility Analysis
  • Design Concepts
  • BIM Model Creation
  • Model Revision
  • Environmental Impact
  • Present Design

action plan conceptual design project presentation

Project Risks

Risk management is an iterative process all over the project life cycle. When presenting your projects, the risks will vary depending on the progress over the roadmap. For this specific example we decided to present the risks being discussed during the Ideation stage, where the developer is exchanging risks with contractors and the company that will build the bridge.

Our suggested layout for this kind of information is a simple table, where the risks are clearly readable and visible, while the description is a hint for discussion rather than an in depth explanation.

It is very important to classify the presented risks, at least with two dimensions; “Impact” and “Probability”. This will generate quality conversations around them. 

Outlined Risks during the Initiation Phase:

  • Design Errors
  • Construction Delays
  • Budget Overruns
  • Regulatory Changes
  • Site Conditions
  • Equipment Failures
  • Health and Safety Incidents

As the reader can spot, the risks outlined, are very high level, and each of them will trigger specific Risk Analysis Reports.

project presentations risks outline slide powerpoint template

The quality control section of the project presentation may vary depending on the quality process adopted. For large scale companies with a uniform portfolio of projects , it is common to see a continuous improvement quality model, which iteratively builds quality over the different projects (for example software companies) For construction companies like the example, the situation is not different, and the quality control model is aligned with the specific building process model. In this specific case, the project manager is presenting the quality control process to be applied over the BIM model and the Quality Control process to be followed for the physical construction of the bridge:

project presentation case study quality control BIM process model

Execution and Monitoring

During the project, several status meetings will be carried out. During the project presentation the manager can establish the pattern to be used along the project.

For this example, we set a basic progress dashboard where the project manager can present : 

  • The current timeline
  • Top 5 issues
  • Current Burndown
  • Top 5 risks.

project presentation case study PowerPoint dashboard

The art of project presentation goes beyond listing data in random slides. A project presentation is a powerful tool to align stakeholders and foster an environment of trust and collaboration over factual information.

With a structured approach, all members involved in the project design and execution can understand the direction that’s being taken and the importance behind certain decisions. We hope these insights can turn your project into a powerful presentation that inspires and deliver results.

powerpoint presentation software project management

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powerpoint presentation software project management

Building Better Software

The official website of o'reilly authors jennifer greene and andrew stellman.

powerpoint presentation software project management

Applied Software Project Management – Slides and Lecture Notes

This is part of the supporting material from our first book,  Applied Software Project Management , which was published by O’Reilly in 2005. You can see all of the material here: https://www.stellman-greene.com/applied-software-project-management/

These slides can be used by professors, teachers and trainers who have adopted “Applied Software Project Management” as a textbook. The PowerPoint files and their contents can be used (with attribution) in other presentations and publications.

There is one slide set for each chapter in the book.

  • 1 Lecture 1: Introduction to Applied Software Project Management
  • 2 Lecture 2: Software Project Planning
  • 3 Lecture 3: Estimation
  • 4 Lecture 4: Project Schedules
  • 5   Lecture 5: Reviews
  • 6 Lecture 6: Software Requirements
  • 7 Lecture 7: Design and Programming
  • 8 Lecture 8: Software Testing
  • 10 Lecture 9: How to diagnose and fix a troubled software project, part I
  • 11 Lecture 10: How to diagnose and fix a troubled software project, part II
  • 12   Lecture 11: Understanding Change
  • 13   Lecture 12: Management and Leadership
  • 14 Lecture 13: Managing an Outsourced Project
  • 15.0.1 Share this:

Lecture 1: Introduction to Applied Software Project Management

powerpoint presentation software project management

  • PowerPoint Presentation

Abstract: Many software organizations have problems delivering quality software that is finished on time and meets the users’ needs. Luckily, most software project problems have surprisingly few root causes, and these causes are well understood. Solutions to these problems have been discovered, explained, and tested in thousands of software organizations around the world. These solutions are generally straightforward and easy to implement. However, they are not always intuitive to people who do not understand project management, and that makes them difficult to introduce. It’s possible to make projects succeed by recognizing the common causes of project failure, and applying basic project management principles in order to address those causes. (This lecture corresponds to Chapter 1.)

Lecture 2: Software Project Planning

powerpoint presentation software project management

Using a Vision and Scope document to identify needs; Elements of a project plan.

Abstract: If a project manager does not really understand the context in which the software is being built, then the only thing that the project team sees is the urgency; they lose track of the needs. They can see the individual problems that they are working to solve, but they may lose track of the big picture. Unless the team understands the needs that drive the project, they may end up with a narrow focus, causing them to waste time addressing problems that are of little importance to the stakeholders. It’s easy to build great software that solves the wrong problems, but the only way to build the appropriate software is for everyone in the project to understand and agree on both why and how that software will be built before the work begins. That’s the purpose of project planning. (This lecture corresponds to Chapter 2.)

Lecture 3: Estimation

powerpoint presentation software project management

Helping the project team create realistic estimates.

Abstract: To someone who has never estimated a project in a structured way, estimation seems little more than attempting to predict the future. This view is reinforced when off-the-cuff estimates are inaccurate and projects come in late. But a good formal estimation process, one that allows the project team to reach a consensus on the estimates, can improve the accuracy of those estimates, making it much more likely that projects will come in on time. A project manager can help the team to create successful estimates for any software project by using sound techniques and understanding what makes estimates more accurate. (This lecture corresponds to Chapter 3.)

Lecture 4: Project Schedules

powerpoint presentation software project management

Creating, optimizing and tracking a project schedule.

Abstract: The project schedule is the core of the project plan. It is used by the project manager to commit people to the project and show the organization how the work will be performed. Schedules are used to communicate final deadlines and, in some cases, to determine resource needs. They are also used as a kind of checklist to make sure that every task necessary is performed. If a task is on the schedule, the team is committed to doing it. In other words, the project schedule is the means by which the project manager brings the team and the project under control. (This lecture corresponds to Chapter 4.)

  Lecture 5: Reviews

powerpoint presentation software project management

Different practices for reviewing work products.

Abstract: A review is any activity in which a work product is distributed to reviewers who examine it and give feedback. Different work products will go through different kinds of reviews: the team may do a very thorough, technical review of a software requirements specification, while the vision and scope document will be passed around via email and have higher level walkthroughs. Reviews are useful not only for finding and eliminating defects, but also for gaining consensus among the project team, securing approval from stakeholders, and aiding in professional development for team members. In all cases, the work product coming out of the review has fewer defects than it had when it was submitted—even though the author thought it was “complete” before the review. Every defect that is found during a review is a defect that someone did not have to spend time tracking down later in the project. (This lecture corresponds to Chapter 5.)

Lecture 6: Software Requirements

powerpoint presentation software project management

Eliciting requirements, creating a software requirements specification and controlling changes.

  • Handout: Requirements vs. Design

Abstract: Most software is built to meet the needs of someone other than the programmer. If those needs are going to be satisfied, the behavior of the software must be planned before the software is built. Software requirements engineering is the art and science of developing an accurate and complete definition of the behavior of software that can serve as the basis for software development. Like project management, programming, and testing, software requirements engineering encompasses a set of skills that require training and practice. Many projects are delayed (or fail completely) because development begins before anyone on the project team really understands how the software should behave. The solution to this problem is to take the time to gather and verify the software requirements — documentation that completely describes the behavior that is required of the software — before the software is designed, built, and tested. (This lecture corresponds to Chapter 6.)

Lecture 7: Design and Programming

powerpoint presentation software project management

Reviewing the design, refactoring, unit testing and project automation.

  • Handout: Refactoring and Unit Testing

Abstract: While many development problems originate outside of the programming team, there are some basic changes that the programmers can make that will improve the quality of the code they produce. Most teams, even ones with skilled and talented programmers, are vulnerable to the same design and programming problems. These problems can be addressed with a few basic tools and techniques—which can often be put in place entirely within the programming team, without involving anyone else in the organization. (This lecture corresponds to Chapter 7.)

Lecture 8: Software Testing

powerpoint presentation software project management

Test plans, test cases, defect tracking, automation and post-mortem reports.

Abstract: In software testing, quality is defined as “conformance to requirements.” Every use case, functional requirement, and other software requirement defines a specific behavior that the software must exhibit. When the software does not behave the way that the requirements say it must behave, that is a defect. This means that your software testers are responsible for figuring out whether the software that was produced by the team behaves in the way that the requirements it was built from say that it should. Throughout the entire software project, the team does many things to find and prevent defects. Once the software has been built, it’s time to look back and make sure that it meets the requirements. The goal of software testing is to make sure that the product does what the users and stakeholders need it to do. Software testers review the final product to make sure that the initial requirements have been met. (This lecture corresponds to Chapter 8.)

Lecture 9: How to diagnose and fix a troubled software project, part I

Lecture 10: how to diagnose and fix a troubled software project, part ii.

Abstract: There’s an old saying: “There’s only one way to be right, but a million ways to be wrong.” This is not necessarily the case with software projects. In practice, the vast majority of projects go wrong in one of a small number of ways. Throughout Part I of “Applied Software Project Management,” many scenarios are identified which highlight the most common causes of project failure. Lecture 9 shows how projects can fail due to problems with project planning, estimation, and failure to hold reviews. Lecture 10 shows project problems that are caused by poor requirements engineering practices, bad programming habits, or a lack of software testing. Both lectures cover many scenarios that typify how projects fail, and point to some of the tools, techniques and practices that project managers can use to fix them.

  Lecture 11: Understanding Change

powerpoint presentation software project management

Why change fails, and how to make your changes succeed.

Abstract: It would be nice if it were sufficient to understand why projects fail, and to know how to apply specific tools, techniques and practices to fix them. Unfortunately, that’s not enough. Building better software requires changing the way things are done in your organization, and change makes many people very uncomfortable. Project managers around the world have tried to implement straightforward improvements to the way they build software, only to find that they can’t convince the other people in their organizations to agree to discuss those changes, much less to actually alter the way their projects are carried out. It can be frustrating to see a problem, feel like you have the solution, and not be able to do anything about it. By understanding the most common ways that people respond to change and learning how to convince or reassure the ones who are resistant to change, it is possible to overcome these obstacles and successfully make the changes that your organization needs. (This lecture corresponds to Chapter 9.)

  Lecture 12: Management and Leadership

powerpoint presentation software project management

Managing your organization, team and project.

Abstract: In a sense, part of the job of the project manager is to serve as an information conduit. The project manager helps information flow from the team up to senior management in the form of project status and analysis information. It is his job to understand all of the work being done, so that it can be summarized to the people who make the decisions about the future of the project; they need this information to make informed and intelligent decisions. This requires that the project manager put a lot of effort into understanding what it is the team is doing and why they are doing it. The project manager cannot simply ask for estimates, fit those estimates in a schedule, and quiz the team on the percentage they’ve completed. He must understand what actions each team member is taking to complete the task, and what possible complications they are running into. The project manager is the only person looking at how the tasks interrelate; he is the only one with the perspective to see the problems and, ideally, fix them. (This lecture corresponds to Chapter 10.)

Lecture 13: Managing an Outsourced Project

powerpoint presentation software project management

Avoiding the common pitfalls that happen when working with an outsourced vendor.

Abstract: Managing projects is hard. Scope creeps, changes go uncontrolled, defects are introduced, schedules are delayed…and that’s all in your own organization, where your software engineering team is right down the hall. Imagine how difficult it is to get even these results when your team is in another organization in an entirely different building—and possibly in a city halfway around the world! When you hire a company outside your organization to build your software, you open up yourself, your project, and your organization to exactly these problems. (This lecture corresponds to Chapter 11.)

Lecture 14: Process Improvement

powerpoint presentation software project management

A formal software process can help the organization expand its capability.

Abstract: If you ask a dozen people on a software team to describe how the team should build software, you’ll get at least a dozen different answers—and most of those descriptions, if followed, will produce something. But what’s produced may not be very good: it may not be useful to the users, it may not be of very high quality, and the team may not be comfortable building, delivering, or maintaining it. A software process makes sure that everyone on the team agrees up front on how they will build software, while simultaneously ensuring that the software will be built in a way that works for the team and the organization. (This lecture corresponds to Chapter 12.)

All photos by Nisha Sondhe , except Lecture 7 by Steven Stellman .

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Free PowerPoint Project Proposal Templates

By Kate Eby | July 6, 2023

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An effective project proposal communicates a project’s objectives, strategies, timeline, and benefits. Use these PowerPoint project proposal templates to organize and convey this information, outline your plans, and inform stakeholders and sponsors.

Included on this page, you’ll find a one-page project proposal template , an IT project proposal template with an IT-specific cost breakdown , a software project proposal template , and more.

Project Proposal Template for PowerPoint

Project Proposal Template for PowerPoint

Download the Project Proposal Template for PowerPoint

Use this template's table of contents to outline your project proposal presentation. The template includes slides where you can elaborate on the problem, its context, and your proposed solution. A dedicated slide for listing project goals and benefits allows for a detailed spoken explanation during your presentation. A slide for listing deliverables lets you detail project outcomes and their success metrics. This template also features typical budget and timeline slides, where you can provide vital information for sponsors, project teams, and other stakeholders, but also includes editable tables for conveying complex budget and schedule information simply. A requirements slide allows you to outline required resources such as personnel, software, and equipment. Use this template to explain your project, persuade sponsors, and address their questions.

Detail your project’s executive summary, goals, deliverables, resources, and more with this collection of free project proposal templates . Outline key project information with a downloadable template from this collection of free project overview templates .

One-Page Project Proposal Template for PowerPoint

One-Page Project Proposal Example Template for PowerPoint

Download the Sample One-Page Project Proposal Template for PowerPoint Download the Blank One-Page Project Proposal Template for PowerPoint

Use this template to clearly and succinctly present standard project proposal information, such as the executive summary, project background, and objectives, but without the hassle of arranging slides. This one-page project proposal template provides a complete picture of your proposal at a glance. Communicate your proposal's budget estimate with a simple chart, then outline your project phases with their corresponding tasks and start and end dates. Use this template to list any potential risks alongside your mitigation strategies. The sample version of this template serves as a useful guide for creating and presenting your own one-page project proposal.

To present more detailed project timeline data to your sponsors, team, and stakeholders, check out this collection of free PowerPoint project timeline templates .

IT Project Proposal Template for PowerPoint

IT Project Proposal Template for PowerPoint

Download the IT Project Proposal Template for PowerPoint

Though this template includes standard project proposal content, such as goals, deliverables, budget, and timeline, it also features slides for including information that is unique to IT projects. Use this template to briefly list the project sponsor, owner, funding sponsor, facilitator, and other vital stakeholders, along with their specific roles. In the Scope of Work section, highlight how your project affects IT functions, processes, consolidation, and other systems. The project budget slide features estimates for IT-specific costs, such as technical staffing, training, hardware, and software investments. Use the timeline to communicate project task milestones and deadlines. 

Check out this collection of free project summary templates to highlight and share project details with sponsors and stakeholders.

Software Project Proposal Template for PowerPoint

Software Project Proposal Template for PowerPoint

Download the Software Project Proposal Template for PowerPoint

This project proposal template includes dedicated slides for software development aspects such as hardware compatibility, deployment, testing, and documentation. It allows you to inform your project sponsor, team, and stakeholders about potential software project obstacles, as well as industry, market, and budgetary risks. Use the timeline slide to create a succinct project overview, listing milestones and their corresponding deadlines. In the template’s budget section, present any required investments and their associated costs and structure. Additionally, this template provides space to highlight any training and support your software project might require.

Document project objectives, deliverables, workflows, and more with this collection of free project scope templates for various project types.

Examples of a PowerPoint Project Proposal

Many companies do not release project proposals to the public due to their sensitive or proprietary nature. However, other types of documents — such as project plans and business strategy outlines — resemble project proposals in structure and content. 

For example, this project plan from the New York State Department of Transportation details a plan for a major infrastructure project involving the replacement of several bridges, with strong attention to safety, environmental considerations, and minimizing impact on traffic and communities. Notice how the presentation contains an organized structure, a clear statement of goals and project scope, and helpful images.

Review alternative documents like this one to gain insights into the planning process, understand the rationale behind project decisions, and develop effective project proposals of your own.

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Project Management Presentation Templates

Streamline project planning and presentation with our 100% editable project management powerpoint templates and google slides themes. from gantt charts to task timelines, our designs simplify complex concepts. choose from a variety of designs, ace your project presentations, and impress your stakeholders today with our free slides.

Project management

  • Clarity and Structure: A well-organized project management slide template ensures that complex data and processes are presented in an easy-to-digest format.
  • Customization: With our 100% editable templates, you can tailor your presentation to match your brand or the specific requirements of your audience.
  • Visual Engagement: Our slides come adorned with creative infographics ranging from multicolor circles, hexagons, flower models, puzzles, and arrows, to triangles. These graphical elements not only beautify your slides but also make data interpretation simpler and more engaging.

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What are the project management presentation templates.

Project Management Presentation templates are the best presentation slides designed with awesome project background themes. These templates are the perfect choice for project presentations. Also, it can creatively represent the project data through impressive visual cues.

Where can we use these Project Management Presentation Slides?

These Project Management Presentation slides are perfectly fit for project presentations and depict the project management processes at different business organizations.

How can I make Project Management Template in a presentation?

Compared to experienced PowerPoint designers, creating a PowerPoint template may require a lot of work for beginners. Therefore, it is preferable to select well-designed ready-made templates from Slide Egg. For more creative PowerPoint design ideas, you can also visit our PowerPoint tips and tricks section.

Where can I find free PPT Templates?

Several websites provide free PPT presentation templates. But the most challenging aspect is picking the ideal template for your requirements. Therefore, ensure you only download templates from reputable websites like Slide Egg.

Who can use Project Management Templates?

All project managers and project leads can use these well-designed Project management templates. These templates are designed with excellent features to enhance your project work. Use these creative layouts to impress the audience.

Why do we need to use Project Management slides?

These Project Management slides are the best templates for creating a quick presentation. In addition, these templates are pre-designed to make your work effortless. Also, it holds colorful PowerPoint features to represent your work effectively.

Project Management Presentation Template

A project management presentation is used to describe your project in its entirety from the product itself down to process. Businesses can better explain their projects to key stakeholders with Beautiful.ai’s project management presentation example.  

Our customizable template has everything you need for a project management presentation like financial plans, organizational steps and project planning. A thoughtful project management presentation can help partners and collaborators align on project details to ensure all deadlines and expectations are met.  

Our project management template can also help you:

  • Share additional resources with key stakeholders
  • Act as a reference for project milestones and deliverables 
  • Answer any questions regarding your product or processes

Use our template to create an effective project management presentation

A project management presentation can help you better collaborate with other teammates, but not without a clear story and seamless flow. Whether you need to outline your goals or communicate financial resources with your team, you can quickly bring your visions to life with these effective project management slides:

Title Slide

Pro tips to create a successful project management presentation

As you use this template to craft your project management presentation, keep these do’s and don’ts in mind:

There’s a lot to cover in these types of presentations. Use graphics like timelines, scatter plots, or bar graphs to make information more digestible and don’t be afraid to include relevant photos or videos of the product.

Stick to one topic or idea per slide. If you try to add too much content to one slide, you’ll overwhelm your audience. The focus should always be on the project and how it’s being managed.

There’s a lot of work that goes into a new project, so give credit where credit is due. Include a section that highlights the team driving the project forward.

If you need additional slides to compare data, display tables, share pull quotes, or display word clouds, add them to your presentation.

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Project Management Infographics

Free google slides theme and powerpoint template.

Do you want to present your business or company data in an effective way? Go ahead and use these Project Management Infographics. They contain a lot of different designs: circular, arrows, paths… We have created them using yellow, orange, pink and purple hues and plenty of icons that you can edit.

Features of these infographics

  • Lots of creative designs of Project Management Infographics
  • 100% editable and easy to modify
  • 30 different infographics to boost your presentations
  • Include icons and Flaticon’s extension for further customization
  • Designed to be used in Google Slides, Microsoft PowerPoint and Keynote
  • 16:9 widescreen format suitable for all types of screens
  • Include information about how to edit and customize your infographics

How can I use the infographics?

Am I free to use the templates?

How to attribute the infographics?

Attribution required

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Project Management Powerpoint Presentation Slides

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Project Management Powerpoint Presentation Slides

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Presenting this set of slides with name - Project Management Powerpoint Presentation Slides. This PPT deck displays sixtynine slides with in depth research. Our topic oriented Project Management Powerpoint Presentation Slides presentation deck is a helpful tool to plan, prepare, document and analyse the topic with a clear approach. We provide a ready to use deck with all sorts of relevant topics subtopics templates, charts and graphs, overviews, analysis templates. Outline all the important aspects without any hassle.  It showcases of all kind of editable templates infographs for an inclusive and comprehensive Project Management Powerpoint Presentation Slides presentation. Professionals, managers, individual and team involved in any company organization from any field can use them as per requirement.

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Project management powerpoint presentation slides with all 69 slides:.

Our Project Management Powerpoint Presentation Slides have catchy designs. The enthusiasm they create is contagious.

Project Management Powerpoint Presentation Slides

Project Management involves planning, organizing, managing and controlling resources, tasks, and goals of a project to achieve specific outcomes. It entails understanding the project scope, defining the objectives, identifying risks, managing budgets and timelines, and executing tasks to ensure successful completion of the project.

A project scope and description helps define the boundaries, objectives, deliverables, and timelines of a project, and provides a framework for project planning and execution. It also serves as a guide for project managers to identify risks and develop strategies to mitigate them.

A work breakdown structure (WBS) is a hierarchical decomposition of the project into smaller, manageable components that are easier to manage and track. It is important because it helps break down complex projects into smaller, more manageable tasks, and allows project managers to assign responsibilities and timelines more effectively.

Risk management involves identifying, assessing, and mitigating risks that may impact project outcomes. It is important because it helps project managers anticipate and address potential problems before they occur, and develop strategies to minimize their impact on the project.

A project status report provides an overview of the project's progress, including completion status, budget, and timeline. It is important because it allows project managers to monitor the project's performance, identify potential issues, and take corrective action if necessary. It also helps stakeholders stay informed and engaged in the project's progress.

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5 Best Tools for Creating a Simple Gantt Chart

ProjectManager

Gantt charts are powerful planning tools in project management, but they’re also notoriously difficult to make. There is, however, a simple Gantt chart that can be made in a variety of ways that can be essential when scheduling a project.

Let’s look at what a simple Gantt chart is and why one would want to use it over the more dynamic Gantt charts. Then, we’ll explore the different tools that you can use to build a simple Gantt chart and offer some free simple Gantt chart templates to get you started.

What Is a Simple Gantt Chart?

A simple Gantt chart is a Gantt chart that doesn’t have as many functions as more advanced Gantt charts . You can think of it as a Gantt chart that you create on a spreadsheet. It will look very much like a Gantt chart, but won’t be interactive and, therefore, less powerful than Gantt chart software.

However, a simple Gantt chart might be just what you need to plan a project. It’s certainly better than trying to schedule work without one. A simple Gantt chart is relatively the same as a more dynamic one. It’s a horizontal bar chart that visually represents a project plan over time, listing all the project tasks and their start and end dates.

If you need more than a simple Gantt chart, try ProjectManager , an award-winning project and portfolio management software with powerful Gantt charts that do more without the difficulty of other digital Gantt charts. You can organize tasks, create milestones and assign tasks to team members, but that’s only the tip of the iceberg. We let you link all four types of task dependencies to avoid costly delays, filter for the critical path to identify essential tasks and you can set a baseline to track planned effort against your actual effort in real time. Get started with ProjectManager today for free.

ProjectManager's Gantt chart

Benefits of a Simple Gantt Chart

Whatever type of Gantt chart is right for you, using one is always helpful when planning your project . There are many advantages to using even a simple Gantt chart to schedule your tasks. Here are only a few reasons why.

  • Some Project Management Software Can Be Hard to Use: Gantt charts have a bad reputation. They can be hard to use, even Gantt chart software , especially when it comes to editing. Projects change fast and simple Gantt charts can be easier to edit than even digital ones. However, not all project management software is created equally. You’ll probably want to try it and see how they function in the real world.
  • A Simple Gantt Chart Can Be Implemented Easily: If you solely want a visual timeline to view your entire project from start to finish, then a simple Gantt chart is the right tool. All you have to do is list your tasks and the duration of each. It’s a lot easier than having to add resources, costs, dependencies, milestones and more. All of those things are helpful but add complexity you might not want.
  • Simple Gantt Chart Templates Help Project Managers Save Time: The effort of setting up a more dynamic Gantt chart might be unnecessary if your project is relatively simple. A simple Gantt chart can be created quickly and easily, saving you time to focus on the more important execution and monitoring of your project .

powerpoint presentation software project management

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Gantt Chart Template

Use this free Gantt Chart Template for Excel to manage your projects better.

What Tools Can Be Used to Create a Simple Gantt Chart?

If you’re ready to use a simple Gantt chart , there are several ways you can make one. Each of these methods has thas advantages and disadvantages, but overall provides you with the simple Gantt chart you need to schedule your work and get started on executing your project.

ProjectManager

ProjectManager is a project management software that makes it easy for users to build the Gantt charts they need for their projects. There are industry-specific templates in the software that can help you get started. You can also import CSV, Excel and even Microsoft Project files. In the case of MS Project, you can even export them back into MS Project, if you’re stuck using this expensive and complicated project management software. ProjectManager also lets you build a Gantt chart from scratch. There is a lot of functionality to these Gantt charts, but you can make a simple Gantt chart to meet your needs. Get started with a free Gantt chart template .

Simple Gantt chart in project management software

Microsoft Excel

Microsoft Excel is probably the most popular spreadsheet software. You can make a simple Gantt chart in Excel by following the steps outlined in this blog. With a simple Gantt chart for Microsoft Excel, you can organize all your project tasks, including when they start and when they’re due. The duration of each task is then shown in the visual timeline as a bar running horizontally across the chart. You can pinpoint milestones on the timeline and even indicate dependent tasks to a degree. However, you have to manually update it and Microsoft Excel documents aren’t great for collaborating.

Simple Gantt chart template for Excel

Microsoft Planner

Microsoft Planning is a tool offered in the Office 365 suite and is designed for work management. While Microsoft Planner doesn’t have a Gantt chart, there is a way to make a Microsoft Planner Gantt chart with ProjectManager. This involves the import and export function we talked about earlier. You can download your Microsoft Planner project as an Excel, CSV or MMP file and import it into ProjectManager. Then you can customize it as a simple Gantt chart and even export it back to Microsoft Planner after you’ve made whatever changes you needed to make.

Google Sheets

Another tool that can make a simple Gantt chart is Google Sheets, which is an online spreadsheet. The advantage of this tool over Microsoft Excel is that it’s collaborative. The simple Gantt chart lives online and there is only one document that is updated that everyone can view. Therefore, this is a more collaborative tool than a simple Gantt chart in a static spreadsheet. Read how to make a simple Gantt chart in Google Sheets .

Powerpoint is a very familiar software tool, at least in a business environment. Making a simple Gantt chart in PowerPoint is helpful because most people will know how to use the software. Also, you’ll find that PowerPoint is almost universally used throughout companies and industries. That means it’ll be easy to share this simple Gantt chart as most people are going to have PowerPoint on their computers. Follow the steps in this article to make a Gantt chart in PowerPoint . While it’s not project management software, it can be a helpful workaround for people who aren’t ready to upgrade to more dynamic Gantt charts.

Free Simple Gantt Chart Templates

If you don’t want to go through the effort of making a simple Gantt chart, you can use a Gantt chart template. We’ve created dozens of project management templates for Excel, Word and Google Sheets including Gantt chart templates that facilitate the process of setting up a Gantt chart. All you need to do is fill in the blanks. Templates aren’t ideal, but if all you need is a simple Gantt chart and you don’t want to build one from scratch, then these are a good option.

Gantt Chart Template for Excel

ProjectManager has over 100 free project management templates for Excel and Word that you can download. Some templates address every aspect of managing a project across many industries. This is a simple Gantt chart that lists all your tasks, start and end dates and then they’ll automatically populate a visual timeline.

Gantt Chart Template for Google Sheets

We’ve also created a free simple Gantt chart for Google Sheets to help you plan and schedule projects. Follow the link above and you’ll get a view-only simple Gantt chart template for Google Sheets. To use the simple Gantt chart, you’ll have to make a copy by clicking File at the top left-hand corner and then Make a Copy. You can also copy and paste the simple Gantt chart into a new Google Sheet.

Gantt Chart Template for PowerPoint

We’ve mentioned the popularity of PowerPoint. If you want to make your own, then follow the link earlier in the blog. But if you want to just get a simple Gantt chart, use the link above and after you’ve submitted your email you’ll get access to the Gantt chart template for PowerPoint.

ProjectManager Is the Best Gantt Chart Software

Of course, even a simple Gantt chart template, regardless of whether it’s in Excel, Google Sheet or PowerPoint, will only take you so far. They’re labor-intensive and require users to manually update them. That’s not the best solution for managing your projects. Even if you just want a simple Gantt chart, ProjectManager is a better option. Our Gantt charts can be as simple or dynamic as you need and they’re fully customizable, collaborative and track your progress in real time. Unlike templates, they can filter for the critical path and update in real time to give you an overview of your project’s progress.

Use Multiple Project Management Tools

Project managers love Gantt charts. They can track costs, have built-in work breakdown structures (WBS) , sync with timesheets, workload charts and more. But teams don’t need even a simple Gantt chart when executing their tasks.

That’s why we have multiple project views, including kanban boards , task lists, sheet and calendar views, so team members can use the tool that best suits their needs. All our project views are updated simultaneously, which means everyone is updated and working on the most current project data. That type of collaboration can’t be achieved with templates.

Manage Resources and Track Labor Costs

Another thing you can’t do with a simple Gantt chart is manage resources. Resources are anything you need to execute your tasks, such as your team. We allow you to set their availability, such as vacation, PTO and even global holidays for remote teams, which makes it easier to assign them tasks on our Gantt chart.

Then you can view the team’s allocation by visiting our color-coded workload chart. With team management software , it’s easy to see who is overallocated and you can balance the team’s workload right from the chart to keep them working at capacity and staying productive. We also have secure timesheets that streamline the payroll process and give managers a window into labor costs to help them stay on budget.

Related Gantt Chart Content

There’s a lot more to know about Gantt charts than how to create a simple Gantt chart. Our site publishes weekly blogs, tutorial videos and free templates. Here are some of the pieces we’ve posted that are related to Gantt charts.

  • Best Gantt Chart Software (Free & Paid Options Ranked)
  • Gantt Chart Alternatives for Project Management
  • Displaying the Critical Path on a Gantt Chart
  • Gantt Chart vs. PERT Chart vs. Network Diagram
  • Gantt Chart Dependencies: Understanding Task Dependency Types

ProjectManager is online project and portfolio management software that connects teams whether they’re in the office, out in the field or anywhere in the world. Teams can share files, comment at the task level and stay updated with email and in-app notifications. Join teams at Avis, Nestle and Siemens who use our software to deliver successful projects. Get started with ProjectManager today for free.

Click here to browse ProjectManager's free templates

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I Tried 10 AI Project Management Tools to See if They’re Worth It (Results & Recommendations)

Published: February 14, 2024

AI project management tools simplify decision-making, keep projects rolling, and streamline communications. Pick the right project management tool, and you could save hundreds — even thousands — per year.

women use ai project management tools

I started in digital project management nine years ago, and AI project management tools were unheard of. The project management role was different than it is today.

Project managers were doing a lot of manual admin and repetitive tasks while keeping everything together and bringing those all-important soft skills to clients and internal teams who were busy getting the job done.

It was a lot. If you’re reading this, you might still be working like that: more spreadsheets than you can bear to think about, project managers stressed with deliverables and shaky briefs, leaving the team to use their best guess.

Today, my workflow relies on AI tools to keep my clients and team happy.

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The tools take much of the project management, leaving me and the team with the mental capacity to do what humans do best: build and nurture relationships, send thoughtful updates, and deliver even faster than we could ten years ago.

With the right AI tool, your workflow could look more streamlined with happier staff at work.

Naturally, the AI project management tool you select will depend on how you want to use it, but this article should give you a solid guide for choosing the right AI project management tool for you.

I’ve included my review of each tool, how I found it, the AI features, the price, and who I think it’s best for.

What does AI project management software do?

Testing ai project management tools, the scenario, 10 ai project management software.

AI project management software can help manage and organize projects and teams.

They’re commonly used for automating routine tasks, managing production schedules, storing files against projects and tasks, and providing a central hub with all content related to a project.

With the rise of AI, you can automate workflows, remove decision fatigue with predictive analysis, bolster productivity, and essentially hire a digital assistant who’s there to support you every day.

Project management tools are worth every penny and will pay for themselves in productivity. But if you’re worried about budgets, plenty of brilliant free project management tools exist.

I’ve tested AI project management and many other marketing tools for years. I have to admit it: I love trying and testing tools.

It’s almost a problem because, in the digital world, it’s very easy to get overwhelmed by choice and distracted by the next amazing new development.

But I can’t see myself stopping anytime soon. In fact, I committed myself to try more tools in the future.

Embracing the development of new tools is a fast track to an easier life, a streamlined business, and a to-do list that is as satisfying as it is productive. And, in case you’re wondering, it’s not just me saying this.

Of those surveyed in Hubspot’s State of AI report , respondents estimated they save two hours and 24 minutes per day when using AI compared to not. Automating manual tasks is estimated to save two hours and 16 minutes per day.

The time saved using AI is significant. All you need to do is find the one that suits you and your needs, and I’ve run extensive tests to help you out.

When I’m testing AI project management tools, I want a tool that:

  • Feels intuitive to use.
  • Manages projects, tasks, and sub-tasks.
  • Makes my team feel happy (and not overwhelmed!).
  • Streamlines communications related to projects and/or tasks.
  • Has integration options so that my business can scale with the tool.

I judged the tools tested in this article by these factors:

  • How well the tool replicates or replaces human action.
  • AI functionality.

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The scenario is close to my actual life as a marketer. I run many projects with fully remote teams internally and externally (my team and the client’s team).

We all need to work harmoniously in a central location.

The project needs to be well structured with some flexibility for changes. All team members need to add comments, set tasks, and have some accountability tracking to keep the project moving.

Finally, the AI project management tools must take some elements of the project. These tasks must be monotonous, undesirable for the humans involved, and safe enough for AI intervention.

AI project manager software; Asana

  • Individuals get started for free (This is all I’ve needed in the past, but now I have outgrown it)
  • Starter package is $10.99 per user a month, billed annually
  • Advanced package is $24.99 per user a month, billed annually
  • Traditional project management without customization
  • Small teams and individuals

AI project management tools, ClickUp

How I Discovered Trello

Trello was a tool I used many years ago. It was the first project management tool I was introduced to in 2011. I used Trello to manage content as part of a small marketing agency.

How Trello Supported My Project Management

I still use Trello today. It’s in my project management arsenal, even with Asana for client projects.

I like Trello because it is simple. For clients who don’t have many projects, I turn to Trello. It’s intuitive and easy to use, people get on board with it quickly, and the free package is enough for how I use it.

I don’t think Trello suits companies looking to scale, but it's perfect for small projects or teams.

Strategy AI

Tello’s Strategy AI helps with general project management and productivity. You can use the software to control who sees what project, and projects or tasks are marked with priority to keep the team working on the most important tasks first.

Trello is one of the cheapest project management tools. It is also one of the most simple.

  • Get started for free
  • Standard is $5 a user per month, billed annually
  • Premium is $10 a user per month, billed annually
  • Enterprise is from $7.38 a user per month, depending on seat quantity, billed annually
  • Small teams
  • Individuals
  • Small and few projects
  • Content management

ai project management tools, Motion

How OneCal Supported My Project Management

While OneCal isn’t managing projects, it is keeping my workload manageable and the monotony of checking multiple calendars at bay. This means I can go to any calendar for an accurate display of what’s happening in all of my calendars.

Ultimately, it saves me a lot of time and rids me of calendar anxiety.

For those who don’t use Motion, OneCal also has a booking system.

Calendar Syncing

Once you’ve integrated OneCal with your calendars, you’ll have synced calendars everywhere .

Booking Links

You can set up a booking system so your meeting guests can book a slot in your calendar at a time that suits you (and them!).

With this system, you can set buffer times and avoid back-to-back meetings, and your guests can easily see available slots in their time zones.

  • Starter is just $4 a month billed annually (this is all I needed)
  • Essential $8.30 a month billed annually
  • Premium $25 a month billed annually
  • Anyone using multiple calendars or wanting to streamline the meeting booking process

AI project management tools, Notion

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software project management

Software Project Management

Mar 19, 2019

1k likes | 1.44k Views

Software Project Management. Lecture 3 Size and Cost Estimation. Overview. Different level of estimation Project Evaluation Introduction to Estimation Size Estimation Cost Estimation. Different level of estimation. Before decision to do a project The estimation is coarse

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Software Project Management Lecture 3 Size and Cost Estimation

Overview • Different level of estimation • Project Evaluation • Introduction to Estimation • Size Estimation • Cost Estimation

Different level of estimation • Before decision to do a project • The estimation is coarse • The estimation is in high level terms • Profit? Good to the organization? etc. • After decision to go ahead • More detailed size and cost estimations are required

Project Evaluation • A high level assessment of the project • to see whether it is worthwhile to proceed with the project • to see whether the project will fit in the strategic planning of the whole organization

Project Evaluation - Why • Want to decide whether a project can proceed before it is too late • Want to decide which of the several alternative projects has a better success rate, a higher turnover, a higher ... • Is it desirable to carry out the development and operation of the software system?

Project Evaluation - Who • Senior management • Project manager/coordinator • Team leader

Project Evaluation - When • Usually at the beginning of the project • e.g. Step 0 of Step Wise Framework

Project Evaluation - What • Strategic assessment • Technical assessment • Economic assessment

Project Evaluation - How • Cost-benefit analysis • Cash flow forecasting • Cost-benefit evaluation techniques • Risk analysis

Strategic Assessment • Used to assess whether a project fits in the long-term goal of the organization • Usually carried out by senior management • Needs a strategic plan that clearly defines the objectives of the organization • Evaluates individual projects against the strategic plan or the overall business objectives

Strategic Assessment (cont’d) • Programme management • suitable for projects developed for use in the organization • Portfolio management • suitable for project developed for other companies by software houses

SA – Programme Management • Individual projects as components of a programme within the organization Programme as “a group of projects that are managed in a coordinated way to gain benefits that would not be possible were the projects to be managed independently” by D.C. Ferns Journal of Project Management Aug. 1991

SA – Programme Management Issues • Objectives • How does the project contribute to the long-term goal of the organization? • Will the product increase the market share? By how much?

SA – Programme Management Issues (cont’d) • IS plan • Does the product fit into the overall IS plan? • How does the product relate to other existing systems?

SA – Programme Management Issues (cont’d) • Organization structure • How does the product affect the existing organizational structure? the existing workflow? the overall business model?

SA – Programme Management Issues (cont’d) • MIS • What information does the product provide? • To whom is the information provided? • How does the product relate to other existing MISs?

SA – Programme Management Issues (cont’d) • Personnel • What are the staff implications? • What are the impacts on the overall policy on staff development? • Image • How does the product affect the image of the organization?

SA – Portfolio Management • suitable for product developed by a software company for an organization • may need to assess the product for the client organization • Programme management issues apply • need to carry out strategic assessment for the providing software company

SA – Portfolio Management Issues • Long-term goal of the software company • The effects of the project on the portfolio of the company (synergies and conflicts) • Any added-value to the overall portfolio of the company

Technical Assessment • Functionality against hardware and software • Thestrategic IS plan of the organization • any constraints imposed by the IS plan

Economic Assessment Why? • Consider whether the project is the best among other options • Prioritise the projects so that the resources can be allocated effectively if several projects are underway

Economic Assessment (cont’d) How? • Cost-benefit analysis • Cash flow forecasting • Various cost-benefit evaluation techniques • NPV and IRR

EA – Cost-benefit Analysis • A standard way to assess the economic benefits • Two steps • Identify and estimate all the costs and benefits of carrying out the project • Express the costs and benefits in a common unit for easy comparison (e.g. $)

EA – Cost-benefit Analysis (cont’d) • Costs • Development costs • Setup costs • Operational costs

EA – Cost-benefit Analysis (cont’d) • Benefits • Direct benefits • Assessable indirect benefits • Intangible benefits

EA – Cash Flow Forecasting • What? • Estimation of the cash flow over time • Why? • An excess of estimated benefits over the estimated costs is not sufficient • Need detailed estimation of benefits and costs versus time

Income Expenditure EA – Cash Flow Forecasting (Cont’d)

EA – Cash Flow Forecasting (Cont’d) • Need to forecast the expenditure and the income • Accurate forecast is not easy • Need to revise the forecast from time to time

Cost-benefit Evaluation Techniques Example

Cost-benefit Evaluation Techniques • Net profit = Total income – Total costs • Payback period = Time taken to break even • Return on Investment (ROI)

Cost-benefit Evaluation Techniques – NPV Net present value (NPV) • It is the sum of the present values of all future amounts. • Present value is the value which a future amount is worth at present • It takes into account the profitability of a project and the timing of the cash flows

Cost-benefit Evaluation Techniques – NPV (cont’d) • Discount rate is the annual rate by which we discount future earning • e.g. If discount rate is 10% and the return of an investment in a year is $110, the present value of the investment is $100.

Cost-benefit Evaluation Techniques – NPV (cont’d) • Let n be the number of year and r be the discount rate, the present value (PV) is given by

Cost-benefit Evaluation Techniques – NPV (cont’d) • Issues in NPV • Choosing an appropriate discount rate is difficult • Ensuring that the rankings of projects are not sensitive to small changes in discount rate

Cost-benefit Evaluation Techniques – NPV (cont’d) • Guidelines: • Use the standard rate prescribed by the organization • Use interest rate + premium rate • Use a target rate of return • Rank the projects using various discount rates

Cost-benefit Evaluation Techniques – NPV (cont’d) • Disadvantage • May not be directly comparable with earnings from other investments or the costs of borrowing capital

Cost-benefit Evaluation Techniques – IRR • Internal Rate of Return (IRR) • The percentage discount rate that would produce a NPV of zero • A relative measure

Net Present Value($) 9000 6000 Discount rate (%) 3000 0 8 9 10 11 12 -3000 Cost-benefit Evaluation Techniques – IRR (cont’d)

Cost-benefit Evaluation Techniques – IRR (cont’d) • Advantages • Convenient • Directly comparable with rate of return on other projects and with interest rates • Useful • Dismiss a project due to its small IRR value • Indicate further precise evaluation of a project • Supported by MS Excel and Lotus 1-2-3

Estimation • Why? – to define the project budget and to ‘refine’ the product to realize the budget • Who? – the manager • What? – size and cost • When? – always • How? – techniques and models

Issues related to Estimation • Difficult to make accurate estimation • Better to have previous data and analyze the actual values against their estimates so that you know how accurate you are • Even better to have previous data of the whole organization so that you know how accurate the estimation method, if any, used within the organization is

Positive Attitude Towards Estimation • Use your estimation as a guide to manage your project • From time to time, you need to revise your estimation based on the current status of the project

Estimation Approaches • Expert judgement • Ask the knowledgeable experts • Estimation by analogy • Use the data of a similar and completed project • Pricing to win • Use the price that is low enough to win the contract

Estimation Approaches (cont’d) • Top-down • An overall estimate is determined and then broken down into each component task • Bottom-up • The estimates of each component task are aggregated to form the overall estimate • Algorithmic model • Estimation is based on the characteristics of the product and the development environment.

Size Estimation • Problems related to size estimation • Size Estimation Model • Function Point Analysis (FPA)

Problems related to size estimation • Nature of software • Novel application of software • Fast changing technology • Lack of homogeneity of project experience • Subjective nature of estimation • Political implications within the organization

Function Point Analysis (FPA) • Developed by A. Albrecht in IBM • Aim: To estimate the LOC of a system LOC of system = FP of system × LOC-per-FP of the language

Function Point Analysis (cont’d) • Idea: Software system consists of five major components (or, external user types) • External input types • External output types • Logical internal file types • External interface file types • External inquiry types

Function Point Analysis - Steps • Identify each instance of each external user type in the proposed system • Classify each instance as having high, medium or low complexity • Assign the FP of each instance • FP of the system = sum of FP of individual components

Function Point Analysis

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