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How To Create Project Task List In 3 Steps

Project Task List

A project is a group of tasks that you have to complete on time. To deliver projects, project teams execute and finish tasks. That is why the base of any project is a project task list.

Estimating and carrying out large projects is tough. Make them too small, on the other hand, and you’ll wind up micromanaging a project. So, how can you strike a balance and make a to-do list?

What is a project task list?

A task list is a list of prioritized tasks that you (or your team) must perform to finish a project.

A task list includes the specific tasks you allocate to a project as well as the deadlines for their completion.  Create these lists at the start of a project. And they must get approval from the whole team as well as the stakeholders.

A task list can serve as a short checklist for a tiny job. A task list is commonly associated with a project and resource timeline for work-related projects. This ensures that resources are available when needed to complete a task and finish the project.

Benefits of a project task list

Faster delivery: Breaking down a project into tasks allows you to distribute them to different team members and get them all completed at the same time. And in this way, it facilitates faster delivery.

Reduced risk: Breaking down a project into tasks reduces risk as well. For example, even in the case of a particular task delay, the entire project does not compromise.

Improved efficiency: Work gets done when your team knows exactly which tasks are important and how much time you have for their completion. Therefore, an accurate project task list saves your time and helps you work systematically.

Long-term motivation: It’s difficult for a team to stay enthusiastic over time. A team can track its progress and motivate itself by checking off tasks.

Project time tracking: Stakeholders and clients can track the status of a project as they get finished. It also gives you the chance to get feedback regularly.

How to make a project task list?

Breaking down a project into tasks, as simple as it may look, can be overwhelming. Use the methods below to make a task list, whether you’re a newbie project manager or an experienced professional.

Step# 1: Establish project scope

The project scope determines the contents of the project.

It describes the project’s deliverables and specifies the project’s goals. Project managers usually select tasks based on the priorities and limits of the project’s stakeholders. And, according to the project liabilities.

So, a project scope document help establish the contents of a project. Before beginning execution, all stakeholders must agree upon this scope document.

Step #2: Create a work breakdown structure (WBS)

You can design a task breakdown structure once you determine the project scope (WBS).

Break down the project into phases to construct a WBS. Release each part of a project at the end of each step. Splitting the project into smaller deliverables is a simple technique to identify project phases. For this reason, good project management software is useful.

Step #3: Break the work phase into tasks

Now, after you determine work phases, you can further break each phase into individual tasks. For each task, you can also consider the task’s characteristics. These include the estimated effort and responsible team members.

Best guidelines for making a task list

Dependencies and the client’s priorities should be used to prioritize phases and activities.

Each task should take between 4 and 40 hours, depending on your business. You’ll lose control of your ability to track task progress if you go any further. You’ll waste time micromanaging projects if you go any lower.

A task should be simple enough to estimate, assign, and track as a general rule. Implement time tracking software to evaluate and monitor the progress of all the tasks so that you can make changes as soon as you go out of track.

Carry out task estimation based on previous experience or input taken from experts.

Alma Reed is an author and researcher dedicated to enhancing productivity. She is deeply interested in areas such as time management, increasing productivity, and fostering healthy routines. Through her writing, she aims to assist people in boosting their job performance and attaining an ideal balance between work and life.

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