How to Write a Project Outline

Writing a solid project outline takes thought, communication, and planning. As you write it, your primary activity will be to collect and assemble information that defines the project. Make time to gather feedback and revise the document before submitting it. 

Before you get started, create a timeline and completion checklist to keep yourself on track. While the time it takes to write the outline varies per project, plan enough time to collect information, populate the document, and review it before the submission date. 

You can use an existing project outline template to get started or create your own from scratch. Follow the steps in the order we’ve listed below, or do them in the order that makes the most sense for your project. For any step, be sure to get feedback and contributions from team members. 

Here is a step-by-step guide to writing your project outline:

1. Add Basic Information: Start by filling in the project title, basic information, author, and version date at the top. 
2. Identify Key Stakeholders and Team Members: Determine and recruit the best possible members for the team, and record their names, roles, and responsibilities. You may need to ask for recommendations from trusted colleagues. List all team members, sponsors, stakeholders, clients, and customers who will at some point be affected by the project. Confirm with each team member that they understand their role.
   
   For team members and stakeholders, Verzuh shares that it’s helpful to include information about the “time team members will spend (for example, if they’re on the project part-time) and, in addition to key stakeholders, helpful information such as who’s paying and who’s the executive sponsor, specific clients, or internal customers.” 
3. Summarize the Project: Write a brief overview that helps the reader understand the project and how it creates business value. The summary can be as short as two or three sentences. 
   
   Verzuh reminds us that “projects are meant to deliver business value. The PM’s job is to keep an eye on business value and keep all stakeholders moving toward business value. The project summary is important because it creates the context.” 
4. Articulate Project Goals: Take time to specify the aims of the project. What does it need to deliver? Why does it need to deliver it? How will this project achieve that goal? Write the goal succinctly, and include any background rationale for the project decisions. Keep the goal at a high level, and make sure it connects to the overall business goals.
   
   Example: Increase our social media presence in order to triple inbound website traffic within the next fiscal year.
5. Determine Project Objectives: First, brainstorm objectives based on the goal. Write down what the project will improve, reduce, remove, or optimize. Then write down how your team will make these improvements and how they will measure their success. While SMART goals are a common framework, Verzuh recommends using it as a guide, rather than adhering exactly to the framework. Here are some sample objectives, based on the previous goal:
   • Example 1: We will launch four campaigns per quarter for each existing social media channel, increasing impressions and views by a factor of 10.
   • Example 2: Our engagement will increase an average of 80 percent per quarter, per channel, tracked by click rate and number of user comments. 
   • Example 3: We will drive campaign messaging based on user feedback collected from the previous quarter’s campaign in order to increase site retention by 25 percent each quarter and decrease bounce rate by 20 percent.
     
     Pro Tip: Verzuh says, “Think of the project summary and project objectives as the North Star to return to and ask, ‘Are we still on track with these?’”
6. Define the Scope and Deliverables: According to Verzuh, “Scope and deliverables go hand in hand. The scope is written as a verb. The deliverable is the noun that results.” Clarify what scope of work is within the project boundaries and what is outside. It is especially important to detail what is out of scope. 
7. List Required Resources: Provide a broad overview of any required resources, including people, facilities, costs, equipment, time, or information. You don’t need to get too detailed during this step. Once the project is approved, you’ll expand on your initial estimation. Cite any supporting background information, such as historical data or comparisons to previous projects, as evidence. 
8. Draft a Project Timeline: Select a project start date and an estimated completion date. Then add the major milestones between the two dates. “Put whatever milestone you know about, and put your background for how you came up with that timeframe,” says Verzuh. “For example, if your timeline states that the planning and strategy need to be done by X date, include how you came up with that number.”
   
   Consider using Verzuh’s questions as prompts:
   • What if we don’t get it done by the decided date?
   • Will that be a problem if we go past the date? Is there a penalty for missing it?
   • Is there a business reason for having it done by that time?
   • How does it sync up with your purpose statement? 
9. Identify Project Constraints and Assumptions: Consider all constraints within which the project needs to be accomplished. Use the six constraints as you consider what factors might impact your project. 

1. Next, list the assumptions, or what your team believes to be true. For example, what do you expect to rely on or hold to be true about time, staff, resources, costs, or equipment?
   
   In this section, also consider and include any significant risks that will impact or interfere with the project’s success.
2. Note the Costs: You do not need a detailed budget, but it is helpful to include costs. Verzuh suggests writing “something basic so that it’s acknowledged, such as ‘We expect to spend X amount on personnel.’” 
3. Get Feedback: If you haven’t already, ask team members and stakeholders to review the document or pertinent sections. Be receptive to their perspective, and be open to making changes. 
4. Review and Revise: Read through the document, and modify any language that is unclear. Make final revisions based on your review and the feedback from the previous step. Take your revisions back to team members to get input on the adjustments. Repeat until you have crafted a high-quality document. 
5. Present the Outline: If you are required to present the outline, enter the meeting prepared with a presentation deck. Practice discussing the project outline with colleagues. Anticipate any questions that might occur during the presentation.