Micro Project Plan Example

ProjectConnections.
com Template Micro-Project Plan
INTRODUCTION: Micro-Project Plan Template and Example

The template content starts on the following page.
An example micro-project plan begins on page 5.
What This Is
A simple template for managing so-called micro-projects—short, usually low-cost, low-effort projects that
will take just a few days, or at most a few weeks, to complete. Examples of possible micro-projects
include short work projects, like designing and programming a new report or upgrading software on a few
computers in one workgroup, and ordinary life-projects like moving, selecting the right college, or planning
a family vacation (the example used for this document).
Why It’s Useful

When you're confronted with anything that leaves you wondering—even for a moment—what the next
step is, you have a project on your hands, and even small projects deserve to be managed. First and
foremost, this template demonstrates that it is possible, and even rational, to apply basic project
management to just about any project, as long as you don't go overboard.
Beyond that, this template will provide a useful outline for anyone looking to plan and "manage" a short-
term, low-effort project that doesn't warrant a full-out project plan. Taking the time to establish what you
want from a project—your objectives, flexibility, budget constraints, etc.—can help you achieve your goals
in surprising ways, and in spite of any obstacles that may leap into your path.
How to Use It
Ideally, your micro-project plan will serve only as a thinking tool, and a reminder to jot some quick
notes about what you're trying to accomplish and why. There should be no need to hold a formal meeting
or get plan approval for most projects of this type. (An exception may be when you're trying to convince a
manager that it's worth a little extra time on a pet project—a well thought-out plan can go a long way
toward making the case, and insuring that the new effort won't undermine existing deadlines or
objectives.)
You should be able to answer all these questions for yourself and your micro-project very quickly,
by having a few informal conversations and taking the time to think through the template. From the
perspective of others involved, it should look like things are falling into place fairly easily, and that you're
very organized—not like you're managing things and people within an inch of their lives. The example
plan in this document takes just 2-1/2 pages, and very little text.
Remember to seek out the lessons learned from previous projects. If you've done a similar project in
the past, review it quickly in your head. Have you incorporated all of the lessons you learned the last
time? If your previous project involved others, tap them on the shoulder and ask them for some brief input
as well. Yours is not the only memory of how that project went, and your version of events may not be the
most reliable. Don't discount any of your team members; they may contribute important insights.
When you've finished, review your plan. Does it still look feasible? Is it worth the effort now that you've
thought it all the way through? Make any necessary adjustments, then implement your plan by starting
with the first action item on your list and knocking them off one by one.
The template content is on pages 2-4.

A micro-project plan example is on pages 5-7.
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ProjectConnections.com Template Micro-Project Plan
Micro-Project Plan Template
VISION AND SCOPE

Capture a few notes about your overall goals and constraints. Single words and short phrases may be all
you need here.
Goal: What do you want to accomplish?
Key success factors: What actions or deliverables are critical to accomplishing this goal?
Key technology and features: What must be included in the deliverables?
Crucial Factors: Key elements you expect to be included in the project deliverables
Budget: In broad terms, what do you expect to spend?
Flexibility Matrix
Weigh your vision and your constraints and fill in the flexibility matrix. This will provide clarity as you fill in
the rest of your plan, and will guide you when you're forced to make choices.
Tradeoff
Critical Negotiable Flexible
Factors
Scope/Goal
Cost
Schedule
BUDGET AND EQUIPMENT

Adjust the budget table to suit your project's needs using "phases" or subdivisions that are useful for your
situation, and adding rows as necessary. This is one area where it doesn't pay to skip documentation—
write it down. It will help you avoid unanticipated costs later.
Projected Costs/Expenses
Equipmen
Rental Fees Gas t Food Totals
Phase 1 / Development
Item 1
Item 2
Phase 2 / Implementation
Item 1
Item 2
TOTALS
Tools and Equipment List

Is any special equipment required? This table may remind you of needed items that you might have
overlooked. If necessary, revise your budget and deadlines to account for any discrepancies.
Related Equipment, tool, or software Est. Cost Date Lead time Training
Task/Activity Needed needed?
Test Plan
If your project relies on the proper function of any particular piece of equipment or software (flashlights
and tent for a camping trip, a watertight canoe for a boating adventure, working DVD drives and license
codes for a computer upgrade), make a note of what you need to test, as well as how and when.
Test Item Purpose Who? Major Resource notes Dependencies

requirements
ACTIONS AND DEPENDENCIES
Milestones and Tasks

Outline the physical actions necessary to complete your project, who must do them, and by when. At this
point, you should have a quick timeline, and you may discover a few tasks you had forgotten.
Milestone Owner Baseline Date Completion Criteria/ Projected date and

Success Factors Status Notes
Dependencies
Record any peripheral dependencies that aren't really part of the main plan but that are required to
complete your project successfully. This should be a fairly short list. If you find yourself lost in a sea of
dependencies, you are probably over-planning a simple project or under-planning a complex project.
Revisit your vision to see which it is. If it really is that complex, consider treating your effort more like a
full-sized project.
Description Critical Date/ Issue Notes or Impact
Date Range
RISKS
Project Risk List

Review what you've done so far and compile a quick risk list. It may help to keep chanting, "What could
possibly go wrong?" as you review your work. Assume nothing. This will probably be your longest list for
most micro-projects, but don't go overboard. Stick to reasonable, foreseeable events that you should take
into consideration (DVD drive won't work, license codes are misplaced, tent leaks, etc.). How will you deal
with these potential setbacks? This isn't nearly as depressing as it sounds; thinking proactively about
risks and how you will react to them makes you feel better, not worse.
Risk Likelihood Potential Mitigation Actions Cost to Recover Trigger Date
Description Project Impact and Back-up Plan -Impossible / for switching
-Very High / to backup plan
- High / - Medium /
- Low
See the next page for an example of a micro-project plan in action.
Micro-Project Plan Example: A Camping Trip
VISION AND SCOPE

Goal: Unplug, refresh, and recharge before school starts
Key success factors:
 Completely unplug for 3-4 days.
 No stressing out allowed.
 View most or all of lunar eclipse under darkened skies.
Key technology and features: Telescope, camping gear, beach supplies. Need an SUV for carting
everything.
Crucial Factors: Low stress, reliable coffee supply, sand castles, lots of fun stargazing.
Budget: < $500, prefer <$200 for new "stuff." Campground $85, SUV $250.
Flexibility Matrix
Tradeoff
Critical Negotiable Flexible
Factors
Scope/Goal X
Cost X
Schedule X
Budget and Equipment plan: Next page

Actions, Dependencies, and Risks: Page 3
BUDGET AND EQUIPMENT
Projected Costs/Expenses
Equipmen
Rental Fees Gas t Food Totals
Travel
SUV Rental $ 250.00 $ 250.00
Campground fees $ 85.00 $ 85.00
Travel $40.00 $ 40.00
$ 375.00
Food
New dutch oven $27.00 $ 27.00
Dinner x 3 $10.00 $ 10.00
Breakfast x 3 $8.00 $ 8.00
Lunch x 4 $10.00 $ 10.00
$ 55.00
TOTALS $ 335.00 $ 40.00 $ 27.00 $ 28.00 $ 430.00
Tools and Equipment List
Related Equipment, tool, or software Est. Cost Date Lead time Training
Task/Activity Needed needed?
Pitch tent Tent! Stakes and tarp. --- Mon am --- Practice
Stargazing Scope, star maps, red light flashlight, $12 light Fri pm --- Yes
pointer $5 map
Sand castles Beach umbrella, towels & toys, etc. $10 ea Sat pm ---
Meals Groceries $28 Sun pm
Cooler. Small one? --- Sat pm ---
Block ice. Can we freeze our Sun pm 2 days if
own this time? we freeze it
Water, 4 days + extra Neg. Buy a 5gal? Mon am ---
Dutch oven for fix & forget food $30 Sat pm ---
Overview Test Plan
Test Item Purpose Who? Major Resource notes Dependencies

requirements
Tent Check seam seals, make Both Need room to Definitely will take both
sure no pests from storage pitch tent, fresh of us to put the tent
seam sealant up, will give us a good
chance to practice.
Telescope Make sure finderscope D Set up in daylight One-person effort, Scope should
working well and no debris to align good chance to still be
or moisture in lenses finderscope and practice scope setup collimated from
inspect again last time, but
double-check.
ACTIONS AND DEPENDENCIES
Milestones and Tasks
Milestone Owner Baseline Date Completion Criteria/ Projected date and

Success Factors Status Notes
Pick up SUV Both Sun. noon
Leave All Mon 11 a.m. Pack early. Stay calm.
Pitch tent Mon 3pm Stay calm. 
Telescope set up D Mon twilight Need stable mount, good sighting.
for viewing Worth buying a new finderscope?
Eclipse Viewing D Tues 2am Need warm drinks handy, camera
tripod, alarm. Fill a Thermos with hot
water before bed? Bring tea!
Checkout Thurs noon Everything clean and packed after
breakfast.
Return SUV Both Fri noon
Dependencies
Description Critical Date/ Issue Notes or Impact

Date Range
Beach toys and Sun. pm Need to make sure all are clean Can't build sand castles without
towels buckets
Canopy shelter Sat. pm Need to reduce sun exposure for Trying to keep costs down, but really
kids. need this for extended time outdoors.
Freeze jugs of Fri am Cheaper than buying ice, block ice Drink more milk! Buy it in half-gallons
water for cooler lasts longer for next couple of grocery trips.
RISKS
Project Risk List
Risk Likelihood Potential Mitigation Actions Cost to Trigger Date

Description Project Impact and Back-up Plan Recover for switching
-Impossible to backup plan
-Very High
- High
- Medium
- Low
Mattress Leaks Low Uncomfortable Double-check for leaks Low

campers before leaving, bring
thermal pads as
backup. Patch kits
Tent Leaks Low - only Soggy campers, Double-check seams Impossible but Sat am
matters if it sodden sleeping before leaving highly unlikely (Seam sealant
rains bags to occur needs 24
hours)
No firewood at Unknown No fire = no Backup source close Low, but Sun pm
park coffee! to park - look up local inconvenient
stores

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ProjectConnections.

com Template Micro-Project Plan

INTRODUCTION: Micro-Project Plan Template and Example

Why It’s Useful

The template content is on pages 2-4.

Micro-Project Plan Template

VISION AND SCOPE

BUDGET AND EQUIPMENT

Tools and Equipment List

Test Item Purpose Who? Major Resource notes Dependencies

ACTIONS AND DEPENDENCIES

Milestones and Tasks

Milestone Owner Baseline Date Completion Criteria/ Projected date and

Project Risk List

See the next page for an example of a micro-project plan in action.