Project documentation: Definition and use cases

No one likes paperwork – especially project managers. However, most project management professionals prefer the documentation process over a lack of clear information and the ensuing confusion, errors, and missed deadlines. 

Project managers who know how to prepare documentation for a project set the stage for success. Here, we’ll explain how you can quickly record vital information for project stakeholders and team members, freeing up your time for the essential aspects of project management.

What is project documentation?

Project documentation is any formal paperwork generated throughout the project lifecycle. This includes correspondence defining or guiding the project team’s activities or providing information to invested stakeholders. It clarifies project schedules, requirements, and outcomes, saving leadership from headaches down the road. 

Here are some examples:

• Core project specifications

• Goals 

• Budgets

• Schedules

• Risk mitigation

• Updates

Various processes produce project documents, including project planning, cost management, and risk mitigation. These documents provide historical data to improve forecasts and workflows or guide the execution of future projects.

Some stages of development depend on specific documentation. For example, the execution phase can’t begin until a project management plan is complete and approved.

Documentation also provides transparency, aligns team members with shared project goals, and resolves conflicts. This ensures the group works cohesively, boosting productivity and improving outcomes.

Benefits of project documentation

Creating project docs may seem time-consuming, but the results are undeniable. Here’s how paperwork contributes to a successful project:

Tracks project tasks, progress, and accountability

Project management can monitor progress by thoroughly documenting project tasks and those responsible. This helps them determine whether deliverables are on track to meet milestones and deadlines. If not, leaders can step in to get the accountable parties back on track. Team members can also refer to docs to clarify accountabilities and ensure their work aligns with project goals, milestones, and timelines.

Enhances communication

When project management puts plans down on paper, they codify a project’s scope, requirements, and other essential factors. Stakeholders can review these documents to clarify necessary outcomes, schedules, and cost information. If anything changes, project managers update the relevant documents so stakeholders and team members can stay current. 

Establishes methodology

Organized, well-documented workflows promote project success. Docs often outline implementation methods and techniques so team members know what to expect. A team that’s aligned with a single source of truth can collaborate more efficiently while avoiding duplicated work and neglected tasks.

Mitigates risk

Project documentation records details from meetings, emails, and other communication channels in a single place, ensuring vital information remains accessible and nothing gets overlooked. It also improves the efficacy of retrospectives by providing a knowledge base of historical data to identify and mitigate risks.

Types of project documentation

Documentation takes many forms, each with a distinct purpose. Our essential project documentation list will set you on the path to project success.

1. Project proposal

The project proposal is the first step in launching an initiative. This document outlines the project’s main value proposition or business case, with the goal of convincing management and stakeholders that it’s worth pursuing.

2. Project charter

The project charter kicks off the project’s initiation phase by communicating the initiative’s scope, outlining its objectives, and identifying participating stakeholders. It also enumerates project tasks and who is responsible for each. 

Project charters provide vital documentation that team members can consistently reference as plans evolve.

3. Project plan

The project plan is more detailed than the project charter. It acts as a roadmap to itemize the following essential elements:

• Objectives

• Milestones

• Timelines

• Tasks

• Risks

• Resources

Typically, it incorporates secondary project documentation, such as:

• Work breakdown structure (WBS)

• Project schedule 

• Project scope statement

• Communication plan

• Risk register

• Stakeholder register

• Project budget

• Resource allocation plan

• Quality management plan

• Issue log

• Change management plan

• Status reports

The project plan is a living document that should be updated and revised throughout its lifecycle to reflect current conditions.

4. . Team charter

The project team charter documents how the working group operates, aligning team members on purpose and objectives. It lays the groundwork for communication and collaboration by establishing clear expectations and defining each team member’s roles and responsibilities.

5. Statement of work

The statement of work (SoW) builds on the project charter, providing detailed information about a project’s desired outcomes. It defines the terms and conditions while outlining the scope, timelines, and budgets. It also provides a complete description of the work required, sometimes taking the form of a work breakdown structure. 

An SoW also establishes quality standards and acceptance criteria for deliverables. This documentation often creates an informal contract when dealing with external clients.

6. Risk management plan

The risk management plan lists and analyzes potential risks and outlines the project team’s response. It tracks the likelihood of each threat and includes prevention measures and mitigation plans.

7. Project communication plan

Regular updates help a project team avoid miscommunications with stakeholders. The communication plan documents how the project manager plans to communicate information to various involved parties throughout the project lifecycle. It outlines the channels, frequency, and content of these communications.

8. Change management plan

Unstable market conditions may affect a project’s scope, budgets, or timelines. When the project plan changes, project management needs a plan to address it. The change management document acts as version control, outlining the change process and tracking alterations to the project scope over time. It also details the reasons behind an update, the requestor, and the team members responsible for delivery.

9. Project status report

Project status reports are a part of the communication plan that documents initiative health, tracks progress, and identifies risks or issues that may affect outcomes. Project management must deliver these status reports on a regular schedule. They tend to be brief and include only essential information.

Project documentation tips

Several common techniques can streamline the documentation process, whether you’re creating a project plan or a work breakdown structure. Here are some best practices:

1. Create a central repository

Team members shouldn’t have to waste hours hunting through Slack messages for a PDF. Project management software often provides a repository to collect all project documentation for easy reference. 

2. Describe the project process and stages

When creating project documents, leadership should provide detailed content descriptions and outline their process. This information facilitates categorization and creates project templates to expedite future documentation.

3. Organize based on stage and topic

Each phase of the project lifecycle requires different documentation. Organizing content within the repository based on project stages helps team members and stakeholders locate pertinent information.

4. Collaborate with team members

Project management should work with team members to outline and refine the documentation process. They can provide feedback regarding omissions and ways to update, improve, or clarify documentation.

5. Make documents searchable

Project managers should tag and index documents as part of publishing. Tagging helps interested parties locate relevant documents within the project management software.  

6. Commit to ongoing maintenance

Circumstances change, and documentation must reflect those updates. Otherwise, team members will work with inaccurate information and make easily avoidable mistakes. Regular reviews and version control ensure everyone is on the same page.  

Examples of project documents

We’ve compiled a few basic documentation examples for project managers. These templates for documentation will show you how to organize information and give you a head start on your next project.

Project charter

Statement of work

Team charter

Enhance your project documentation with Tempo

Tempo’s suite of project management software solutions helps streamline the documentation process. Strategic Roadmaps increases visibility into project plans, helping project managers identify which documents to create and when.

Portfolio Manager, our portfolio and project management solution, provides up to 500 GB of storage space, depending on your plan. This gives you room to store and organize essential documents like project plans, change management strategies, templates, and more.