Did you know that 59% of project managers are running up to 5 projects simultaneously? It may not seem like a lot of projects but when you think about the amount of time spent on the tedious tasks involved with each project, it starts to add up. 

One way to increase productivity and reduce time spent on these tasks is by implementing tools and templates. Most successful project managers utilize tools and templates as a way to help define goals and objectives within a PMO. An example of a PM tool could be software used to manage projects. 

Some of the most popular PM tools are Jira, Clickup, and the tool I’m most familiar with, Smartsheet. Templates are project documents like the project plan, RAID log, RACI matrix, change request, and requirements gathering. 

The type of templates a project manager uses will depend on the business needs. Inside the Women of Project Management membership, Ashley Shuler, our Chief Resource Manager, provides our members with various resources for their jobs or businesses each month. If you’re not a member yet, here’s the link to join. In “The Vault” there are many templates available to download for your use! Join today to get full access. 

If you’re a business owner or entrepreneur offering PM services, get ahead of the game by creating templates. Below are the top four reasons project managers use templates in managing projects. 

1.Templates reinforce the process of managing projects within an organization. 

A very important part of project management is establishing a baseline. As women in project management, we understand what baseline means when it comes to schedule and budget; having templates is a similar concept. Essentially standardizing the way project plans are completed helps create uniformity and easy-to-read documents across the organization. And just like a baseline, templates can also be changed depending on the needs of a specific project. 

In my previous role, I had a chance to help build a PMO. To begin the process I had to gather project artifacts from several functional departments and identify the commonalities. The end result was the creation of 10 project templates everyone could use within the organization. 

2. Helps to save time by having readily available project documents. 

Templates also save project managers time - especially when starting a new project. When all columns, automations, and formulas are already set in each project template, it takes time away from guessing. It creates more opportunities to be creative and not inundated with pre-work. 

Working on 5 or more projects simultaneously now becomes less tedious because templates provide the structure and sometimes the content from existing projects. Working for a large hospitality company where many of the restaurants are of a similar design and build, templates definitely come in clutch. Hours of time are saved on planning the project budget and schedule and more time is spent on executing. 

3. Enables efficient reporting & dashboard sharing.

Working for a larger organization comes with the expectation of portfolio, program, and project reporting. Having templates is a great way to automate reporting based on the selected fields within project templates. 

Data gathering is such a time-consuming task, so again, you’re spending a fraction of the time doing the same task by having templates. 

4. Reduces project risks. 

Risk management is a huge part of project management. It’s imperative to calculate risks effectively and efficiently to avoid wasting time and money. 

Having templates is a great way to do this. Utilizing a lessons learned template and a RAID log template will help to recognize the impact or likelihood of current or future project risks. 

By, Airess Rembert, PMP, Member of Women Of Project Management & Blogger at The Nerd Bae

“I created this community out of sheer desperation for myself! As a black woman in the project management industry, I craved a space that would support me in my career evolution as well as understand & support my unique perspective. I couldn’t find it, so I created it!” - Asya Watkins, MBA, 6σGB, PMP®

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