Templates in a Project Lifecycle
Some helpful tips on when to use all the project templates.
Introduction
Project templates are useful, consistent frameworks for keeping projects on track with internal (Vaudeville Ventures) and external (client) teams.
A template is a predesigned form or document that includes the key elements of that document. The templates can be edited to match the specific needs of the project or client but are good resources to refer to when first creating a document.
Some documents are created multiple times throughout a project (e.g. meeting notes, weekly updates), others are created once and tweaked throughout a project (e.g. kick offs) but all contribute to a well executed project and should all first be developed in line with Vaudeville Ventures’ standard templates.
Templates for Creating a Project
This template is a roadmap to start a new project.
An individual from business development (biz-dev) uses this template as a roadmap to start a new project from the point that VV takes on a project.
This template lays out the initial tasks for starting a project in a check-off format so that the biz-dev member can account for the creation and execution of the key elements to bring a project from consideration to the stage of working on deliverables. Once a project is staffed with an account and project manager, this Asana should be passed on to them from the biz-dev member
Read more about the Asana tool here.
Templates for Starting a Project
This template begins all projects.
Use this template to create an external document for a potential client on what a project with Vaudeville would entail. A “Project Proposal” overviews the purpose of the project, what VV will be doing during this project and by when, and immediate first steps. The proposal should be created by VV and agreed upon by the client before VV begins to work on the project.
This template is for when a project has first been confirmed.
Once a project’s main deliverables and the project’s due date are decided on by VV and the client, the project manager and account manager use this template to create a Project Plan. A “Project Plan” is a high-level outline of what work will be done each week to complete the project by its due date.
In Google Docs format, this template is best served for short to mid term (1-3 month) projects with clear deliverable objectives. This template can be adapted to different mediums (e.g. Asana, Google Sheets, ClickUp) for internal use and for projects with more complex deliverables or a longer timeline.
A proposal in this template should always exist, however, so it can be referenced throughout the project by internal or external groups, or tweaked if there are due date or deliverable changes.
This template is for when the deliverables of a project have been confirmed.
Once VV and the client have agreed on what VV will be creating or delivering throughout the course of a project, the project manager uses this template to create a “Project Timeline” that will be for internal reference and periodically shared with the client.
The project timeline will provide a longview look at deadlines for VV to finalize deliverables and when the client is expected to review them. This document can be changed throughout the life of the project dependant on due dates and deliverables that may change, and such updates may be shared with the client on a case-by-case basis of the client’s preference.
Templates for Confirming Project Structure
This template is for agreeing on the voice and aesthetic identity of projects with a creative element.
If the project requires Vaudeville to create a product or deliverable that will be used by the client with groups outside of the immediate core project members, the account manager and the design team use this template as an outline of key elements that need to be known before beginning such work.
Use this template first in conversation with the client to determine these key elements. Additional elements can be added depending on the needs of the project, but the client must approve the key elements within this template before creative work can begin.
This template is for when a confirmed project is beginning to be staffed.
After Vaudeville agrees to work on a project and the client has approved VV’s Project Plan, the project manager needs to create an “Internal Kickoff Deck.”
This is a high level understanding of the project, who in Vaudeville is working on the project and in what role, other staff members on/needed for the project, who on the client end is key for this project, and the project schedule as it is currently known.
It is important that the internal kick off deck is up to date in such a way that, if new people are staffed on the project, they can read this document as a current briefing.
This template is for when a confirmed project is beginning to be staffed and the internal working team prefers docs over decks.
This document serves the same purpose as the “Internal Kickoff Deck” but is formatted as a long form document rather than a deck. All information captured in the deck is mirrored in the “Internal Kickoff Doc” with minor changes.
This template is for when a confirmed project has been staffed, the project timeline has been confirmed, and right before work is started on a project’s deliverables.
Once a project’s internal kickoff document has been agreed on, the account manager uses this template to create a deck that will be shared externally with the client to to confirm what has been decided with respect to communication, the project’s scope, the project staff both internally and externally, and other key elements for completing a project.
All members of the internal staff on a project should agree on the kickoff deck’s contents before having it presented externally.
This template is for when a confirmed project has been staffed, the project timeline has been confirmed, and right before work is started on a project’s deliverables but the external working team prefers docs over decks.
This document serves the same purpose as the “External Kickoff Deck” but is formatted as a long form document rather than a deck. All information captured in the deck is mirrored in the “Client Kickoff Doc.”
Templates for Communicating During a Project
This template is for keeping track of what was said and who was in meetings.
The primary note taker on projects will use this template to create notes documents for all types of meetings throughout the life of the project: from the first ever meeting with the client to meetings with only the VV team, meetings between VV and clients, check-in meetings, and working sessions.
While the template can be adjusted, it is necessary to capture the high-level meeting information in this template (i.e. agenda, dial in, key takeaways, and action items) so there is no guessing on important takeaways from project conversation.
In “stand ups,” which are short meetings designed for project staff to discuss what they’ll be working on for the day, use the “Meeting Notes Template” primarily when the stand up involves external project members.
More information on note taking etiquette and practice can be found here.
This template is used by the project manager for keeping internal and external teams up to date on how a project is progressing.
A ‘Weekly Update’ should be made once a project has been confirmed and key project members internally and externally have been identified. This document should be used to keep the core team of the project aware of how the project is progressing and what still needs to be worked on.
This same template can be used to create a ‘Weekly Update’ document for only the internal team as well as the external.
Weekly updates to be sent externally should be first approved by the account manager.
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