THE 10 ESSENTIAL PROJECT DOCUMENTS YOU NEED! - EXPLAINED WITH EXAMPLES | BEGINNER FRIENDLY

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There are so many different project management documentation that you could encounter on a project, but in this video I'm breaking down (with examples) the TEN most essential for successful project delivery. In this video I'll include
- When these documents will be created (project life cycle)
- What they are used for
- What are the key elements required to create a good one
Hope it helps defunk the funk !
Let's get it poppin
Time Stamps
0:00 Intro
1:36 1. Business Case
4:49 2. Project Charter
7:20 3. Project Schedule
8:43 4. Project Budget
9:33 5. Risks and Issues Log
11:09 6. Change request Document
13:41 7. Defects Log
15:22 8. Exec Status Report
17:19 9. Lessons Learned Log
19:05 10. Project Closure Document
#projectmanagementdocuments #projectmanagement #projectmanager
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[@abbyohla1]

Before my very first test/ assessment for a project manager position, I watched this video a couple of times, this was exactly what I was tested on! I got the job and apparently I smashed it! I thought you will like to hear how helpful and impactful you truly are. Thank you so much.

[@pitolinmotion]

Amazing ! Congratulations honey ! And glad the video was helpful. Go smash it in your new role 🎉🎉🎉

[@abbyohla1]

@@pitolinmotion thank you Ire 😊

[@reyyajayi208]

Dear Ire, I go round KZbin a lot and have watched several tens of videos on project management. I just wanted to say that you provide the most practical, honest, and comprehensive information in your videos; unlike anything else here. Also, the amount of joy and enthusiasm that goes into the making of your videos makes it even more interesting. So, THANK YOU!

[@pitolinmotion]

🤗🤗🤗 this is so nice and kind of you to say. Thank you! I hope you keep enjoying my vids :)

[@ElizabethObuks]

This is GOLD! God bless you for this video.. Your videos are so informative and easy to understand.. I cannot wait for the 2023 content!! Please (if you can) include a day in the life so we can learn the best ways to plan our days and know what a more typical day looks like.. Thank you once again xx

[@pitolinmotion]

Thank you girly! And yes I will do! I’m so sorry for the wait. It’s been on my to do list for too long. Truth is, I really just don’t know how to vlog😭😭😭 and I don’t want it to be boring for you guys. Wish me luck though x

[@ElizabethObuks]

@@pitolinmotion Sis you've got this! And even if the vlog is 5 and a half minutes we'll take it lool! As my mum would say, beggars can't be choosers and every minute, I'm sure, will be gold. I trust you!x

[@pitolinmotion]

@@ElizabethObuks love that. My mum says that too: great women ❤️

[@WishesCameThrough]

No, this is beyond Gold. You are blessed! Honestly miles better than any Coursera PM course

[@abbyohla1]

@@pitolinmotion before I had my very first test/ assessment for a project manager position I watched this video a couple of times, this was exactly what I was tested on, I got the job and apparently I smashed it! I thought you will like to hear how helpful and impactful you truly are. Thank you so much

[@kittyologyful]

I haven't done project management or studied it in awhile and your videos have been great refreshers and even a confidence boost that reminds me that I can do this.

[@pitolinmotion]

Amazing! Glad you feel this way. And thanks for watching my videos !

[@Sethereum]

Project Managing is a definitely a muscle that needs to be flexed or it atrophies to an extent.... But, muscle memory always exists.... I've been using your videos as a "workout" after a hiatus and during a recent job hunt. Thank you for your knowledge sharing and clear formats!

[@pitolinmotion]

Yerp totally agree with this! But glad my vids are also helping, you’ll be back up to speed in no time ;)

[@katherinerogacion2466]

This is very helpful. As an Enterprise Service Delivery Manager, I was told that I will own the Project Management in the tech startup company I am working for right now. You just helped me identify the essential project documents that I need to have (there is a lot of PM documentation that I went thru to identify which ones I would essentially need ). Thanks for this video. We need more of this.

[@pitolinmotion]

🙌🏾🙌🏾 thanks for watching and happy this helps 🫶🏾

[@oladeinde1]

This is an excellent resource for project managers. Documentation is very important to project managers. Well done Ire!

[@pitolinmotion]

Thank you 🎉

[@HeavenlyKingdomProjectManager]

I agree. You took it from top to bottom. Appreciate the time and effort!

[@sammylotus8941]

Literally, binge watching all your videos. Well explained & informative. Thanks!

[@pitolinmotion]

🤗🎉 glad then are helpful . Thank you

[@lindoskyi]

Me too. I found it today and I've been here for 1hr plus now

[@Flossie__5]

Incredibly helpful. Thank you SO much 🌟

[@pitolinmotion]

You are welcome!

[@BG-db8uw]

Love This! Keep Up the Good Work Love!

[@pitolinmotion]

Thank you 🥺🥺🥺🤗 And I shall certainly try!

[@tiaclc4653]

Happy I've discovered your page! Very helpful x

[@pitolinmotion]

Yayyyyy! 🤗🤗💜💜 thanks for watching girly, and happy it’s helpful x

[@conceptsbyun]

Thank you for such a lovely video and description of these docs.

[@pitolinmotion]

🎉✨🙏🏾 thank you

[@user-jn7mz2iw5i]

Love your delivery and how you explain all these concepts. Thank you!!!

[@pitolinmotion]

✨🙌🏾 thank youuuuu

[@dankirk6096]

Thank you. This is helpful.

[@pitolinmotion]

🤗

[@robynwilson8476]

This video is so so so helpful!! so happy I found your channel. I'm new to PM and seeing that project schedule makes so much sense! thank you ♥

[@pitolinmotion]

👏🏾👏🏾👏🏾❤️❤️ loving it. And so happy the Content is helping. Welcome to the Pm gang 👊🏾

[@ifiruledtheword]

So useful!! Thanks again, Pitol 🥰

[@pitolinmotion]

☺️

[@viviancalender453]

Fantastic video. I'm glad I stumbled upon it. Looking forward to viewing others.

[@pitolinmotion]

Thank you for watching 🎉🎉

[@JonteBurke]

Greatly appreciate the time you take in creating this content for us.

[@pitolinmotion]

Thank you so much 🤗💜

[@annashlyakhova2358]

Thank Ire for this video, it`s very helpful for me. Merry Christmas and a Happy New Year :)

[@pitolinmotion]

Thank you! Happy new year in advance !

[@JustChieko]

I absolutely love your teaching style!

[@pitolinmotion]

Thank you 🤗

[@kennyanaedozie4126]

You are an absolute star. Very resourceful.

[@pitolinmotion]

Thank you 🤗

[@sneakstitch]

You always come through with the goods for the PM girlies 🙏🏾

[@pitolinmotion]

💁🏾‍♀️💁🏾‍♀️💁🏾‍♀️💁🏾‍♀️ thank you sis…. I’m a try to keep them coming

[@DineshKumar-gi7wv]

This is awesome. Very informative. Thank you

[@pitolinmotion]

You are welcome. Thank you !

[@sundayolatunji8652]

This content is such a great pocket reminder and a good summary for upcoming professionals like me.Thank you!

[@pitolinmotion]

Thank you for watching 🤗

[@vickyejeh_micah5736]

This is a much needed video.

[@pitolinmotion]

🤗🤗🤗

[@bondstreet2300]

Really appreciate your vids, thank you

[@pitolinmotion]

You are welcome! And thanks for watching 🙌🏾🎉🤗

[@bhajarangcranes739]

Thank you So much, U are my Guru From today. It's 1yr ago, I found today. Thank you so much 😊

[@pitolinmotion]

🤗 honoured

[@Msempresstika]

I’m a year into studying Project Management and this video is GOLDDD!!! Probably more like diamonds 😅 I was so overwhelmed with the amount of documentation needed but this video really simplified some things for me!!! Thank you so much! You definitely just gained a new subscriber!!!

[@pitolinmotion]

🤗🤗🤗🤗 you are honestly the sweetest. Thank you for the kind words and thanks for the sub!

[@Rimamari19]

I'm truly grateful to have found your channel. Your content is incredibly helpful and wonderfully detailed.

[@pitolinmotion]

Thank you ☺️☺️

[@everythingisfake7555]

Great video, very informative and great energy, thank you

[@pitolinmotion]

Thank you 🤗🤗🤗

[@sandraifejika3695]

the beauty of your videos is the fact that they are actually 'beginner friendly' to say the least. It provides a layman with the actual work a project manager typically does and in simple terms without inundating your audience loads of theoretical jargon. thank you

[@pitolinmotion]

Thank you !!! I just think about to where I first started. And just want to provide something that will help people just starting out

[@patsymurrell5692]

Just stumbled across your video. Very informative, great delivery and best of all fun to watch. You have taken what could be sometimes a dry, boring subject and sprinkled so seasoning on it and made it deliciously engaging. I give you a thumbs up - two thumbs up if I could. I look forward to watching more of your project management videos.

[@pitolinmotion]

What a compliment ✨🙌🏾 thank you very much ! And thanks for watching my videos and supporting the channel :)

[@tay5024]

This really helped me. Thanks!!!

[@pitolinmotion]

👏🏾☺️ thank for watching too!

[@advicewithalex6076]

Thank you so much for this

[@m77ast]

Pitol - Im actually really really proud of you. You are killing this project management tin. As a fellow hard working Nigerian - I am really really proud. This will probably fly over many peoples heads but for me. This is lit 🙂

[@ifeomanwulu741]

Super helpful!

[@pitolinmotion]

Thank you 🤗🤗

[@anasousa3264]

Great video !!!

[@pitolinmotion]

Thank you 🙌🏾

[@kmarge006]

Another super helpful one! 🤩 I recently completed Agile PM certifications & its interesting to learn the similarities & difference in the documentation between the traditional PM & Agile PM. This is an excellent vid for knowing how to tailor Agile methodologies in the traditional PM. Thanks my dear for sharing ❤

[@pitolinmotion]

🤗🤗🤗

[@adamknight5089]

Thank you so much, this is great for a beginner to project management

[@pitolinmotion]

🙌🏾

[@davidkelo6492]

Thank you so much. I am a HR Officer. As a non project Officer I am task by the CEO of the institution I am employed to Do a special HR Project to automate the HR business process into the HRIS system. I am lost and don't know where to start. I am the initial stage. You have inspired me a lot. Honestly an angel sent to touch some ones life and put a smile in my heart. Thank you

[@pitolinmotion]

Aww such lovely words 🤗🤗 thank you so much. I do hope my videos help you to navigate your project

[@rapidkid11]

i love your videos!!

[@pitolinmotion]

🤗🤗🤗🤗🤗 thank you! And I super appreciate the support fr

[@dziggy983]

Thank you so much for this video and detailed explanation of it 🤝🤗👋

[@pitolinmotion]

Thank you ☺️

[@dziggy983]

​Hello again. Could you be so kind to give me an example for "SUMMARY PROJECT STATUS_process Impacted". Thank you very much in advance. ​@@pitolinmotion

[@MonkiDMani0509]

Great video! Just 3 months into starting off as a graduate PM

[@pitolinmotion]

👌🏾 that’s the best way into project management imo! All the best :)

[@anacarolinarossi8392]

Loving all these videos!! Could you make one about resource planning/allocation ? Or is there already a video about this topic? Many thanks again!!

[@pitolinmotion]

Thank you ! There isn’t really much I can put in a video around that. Is there something specific you would like to address ?

[@chsh14]

Like everyone said. This is really good. One more "this is really good" to add to your bucket for those days when you may feel like, "Is posting this video even worth it." I have been dabbling in PM part-time for a couple of months and will actually go in for an internal interview (my first ever PM interview) to potentially switch to a PM role. The dabbling means I've actually seen and created content across all the deliverables mentioned. This video allows me to mentally structure the experiences I've and go into the interview with a clear map on what key topics and even propose potential departmental improvements. If the PM team had all the deliverables highlighted like you have, it would have made the last couple of months foray into PM world easier.

[@pitolinmotion]

Thank you ! And glad your me making progress in the PM field. Sometimes it is harder to get started when the organisation does have a formal Pm structure. But sounds like you’re defo getting the hang of it :)

[@AmeiInteriors]

New subscriber here 👋🏽

[@pitolinmotion]

Thank you! I appreciate it ☺️

[@vchgs2872]

Same! Loving the content.

[@Benson.BereTV]

Gold gold gold. Hope you become more successful. Im starting out my career as a PM now. Ive been a supervisor and coach before. But this is my first time as a PM. Ny mentor said i was already doing PM. Im not really sure if i could over with the new linggos.

[@pitolinmotion]

Thank you 😊 and dw about the lingo, you’ll pick it up on the job!

[@sonyacalef8639]

I've been doing IT project management for close to 30 years and your content hits the nail on the head very precisely. I would appreciate it if you could mention these overviews don't give anyone the depth you get from formal PM training and education, intentional self-study, learning from experienced professionals, and participation in the PM industry community over time. Too many operational managers believe they know the continent only by viewing a postcard so to speak. Your videos are the perfect entry point for anyone AND they can grow their excellence and effectiveness by going deeper on every topic. So many people are not aware there is actually a lot more to know than basics.

[@pitolinmotion]

Thank you! And I totally agree with you. I have several certs which have helped with my progression and understanding, my target is defo beginners or people that just want some general info, but through working on the job and also learning from others that’s the way to really progress

[@BiancaNicole]

Do you have a template for ALL of these documents on your website? 😅 Cuz I'd purchase right now. 😂

[@pitolinmotion]

Hey lovely, sorry haven’t got round to it, I’ve only got 3 of them up there for now (raid, budget and schedule but I’ll move it up my priority list !

[@RiRiOkoye]

I would have bought them too. They are clear and very useful

[@m77ast]

Im not going to lie - this video was fire. 🙂

[@fairuzshah8360]

your content is so damn good, truly what i needs to oversee PM's, however do you have content for program manager? because i will start soon that role next week

[@pitolinmotion]

Hey thank you! And sorry no program manager content really , as I have no experience there

[@ajab2012]

Hi, I found your channel by accident and after watching several vedios I found it very helpful and informative. Thanks for your time and effort to make these beautiful vedios. I tyr to learn from your experience. By the way my work like a project manager but until now I'm not certified. I just cutting the half the way.

[@pitolinmotion]

Hey! Thanks for watching and supporting! And that’s all good, a cert just shows an employer that you have a certain amount of training, but it doesn’t mean you’re not a project manager: if you work as a project manager then you are a project manager :)

[@forextraineronlinesanmitho9950]

I like the way the documents flow into eachother

[@pitolinmotion]

🙌🏾

[@roslynnpieters4969]

Thanks for the content. Love the practicality. Question: How would you differentiate the Issue Log in Planning Phase against the Defect log in Execution/Control? What makes them different and how would you determine which items are logged on which log?

[@pitolinmotion]

Hey girl! Thank you ☺️☺️ so generally and issue on the issue log will be something wrong with delivery affecting your cost, schedule or , scope whereas a defect has more to do with things wrong with the solution/ product / service you are delivering. So basically why is it not working the way we said it should work. Those defects are things you will need to fix to make the product / service ‘perfect’ … hope this helps a bit !

[@Tiffanymusics]

Hi! Love the tune in the beginning. What is this sound?

[@pitolinmotion]

Hey!! For the life of me I don’t even know. Been using it for so long, I just know I got it from the yt music library !

[@PS29-83]

This is awesome!! Do you have downloadable templates?

[@pitolinmotion]

Thanks. Only a few of them are on my website :)

[@kaykendall7535]

Wonderful content!! I often wonder as a PM (in addition to using computer apps and inputting information in your computer, Q1. What other tools are you using. On a daily basis are you using handwritten notes in a notebook or paper ANY WHERE or are you only using your computer or iPad and not writing down anything? I still feel uncomfortable utilizing only technology to take notes and track calls/prospects. Q2. You mentioned getting involved in tasks that you should have not gotten into. Can you please give an example. YOU'RE CHANNEL IS VERY HELPFUL! Hope to see more "Day in the Life" content as well. THANKS

[@pitolinmotion]

Thank you ! Q1 So in terms of tools, it depends on the organisation. But for me atm I mainly use just Microsoft office (excel, pp, word), and a platform called smart sheets to create and track my plans and to do reporting. That’s it. And before we used smart sheets for plans, I just used ms office. I used confluence as a share point as well, but really that’s it . I don’t use any paper haha. Cos most times I work remote. I track minute notes in excel mainly and share them via email. You can write your notes down on paper, but ultimately you’re gonna have to type them back up to distribute them to the team. I just like to save time. So it’s up to you. Do what makes you comfortable of course. Q2 an example is attempting to write product requirements. Now in my roles specifically, there is a product manager, so I shouldn’t be doing this at all. Some organisations don’t have BAs or product managers though. So PM might be expected to do this.

[@carolinewahome1866]

🔥 🔥👍🏾👍🏾👍🏾

[@carolinewahome1866]

@Pitolinmotion I’m soo inspired I’m in tears❤️

[@andriibulatov63]

Thank you for the description. However, I would also explain one point about each document: should that particular document be shared with the customer or it's something hidden inside the company.

[@pitolinmotion]

Hey. Depends on the document, but bud generally document transparency is helpful

[@camilluslawong6929]

Great outline. What about the WBS and the project Communication plan? Camillus Lawong

[@pitolinmotion]

Thanks . They are also documents, just didn’t make my top 10

[@TECHAT40]

❤

[@shanie9411]

❤❤❤❤❤

[@tomiidowu7124]

Great video ire, thank you. 2 questions, is it safe to say business case doc is a marketing doc? If it is, must it be prepared by the project manager and not the marketing manager? 2 - these docs, are they same for all methodologies? Agile, prince 2, waterfall? I await ur response please.

[@pitolinmotion]

Hey! And thank you for watching . And 1. no business case is not the same as a marketing doc. Tbf I haven’t really come across a marketing doc in project management. 2. These docs are usually used in more traditional/ waterfall delivery. Agile delivery doesn’t have nearly as many documents. The teams can really just use whatever they feel is necessary

[@tomiidowu7124]

@@pitolinmotion thanks so much for the prompt response

[@JESUSISSAVIOR210]

Example of project book

[@obsidian-gravel]

Can you suggest any suitable application/template to document detailed workflow and business logics implemented in a project?

[@pitolinmotion]

Hey! Sorry don’t have any suggestions for that

[@ayiteybilson5789]

So assuming there is a price hike in materials for a project, like we are seeing in recent times, what would be the appropriate approach to have the project absorb the cost? (Assuming the scope and costing were done much earlier and recent hikes have gone way out of the initial budget) Would a simple change request be enough to sort it out?

[@pitolinmotion]

Hey! So hopefully in your proposal to the customer (assuming it’s a client account) you have an assumption to say ‘ this assumes that the current cost of materials do not experience an upwards shift… obvs it’s a hard one to capture. But that would have given you room to discuss additional funding with the client. If not, then unfortunately the project need to absorb the cost tbh, cos that’s not the clients issue. The scope hasn’t changed. So no need for a change request. This is simply a risk that the project team did not foresee before the project. Better hope you have some contingency in your plan ( as you always should)! No one’s fault tbh. But the project / management will most likely need to adsorb this cost into their margins

[@ayiteybilson5789]

@@pitolinmotion Thanks for your response. I just recently got into project management and this is my second project running. (I've learnt a ton from u) Actually, the cost of making a concrete platform was what went beyond our expectations although in our original plan, we made some contingency plans (prices went as high as 250% for concrete alone though the contingency was for 200%) Since we're on break now, I'm trying to get some creative ideas on how to handle this especially since I don't want to have to go to the client with this..

[@pitolinmotion]

Hey no worries! And ah yes this does sound like a tricky one, unfortunately one of the easy places you can get yourself into. I do hope you are able to find a solution. I think justify it as much as you can. Clients are often helpful and understanding. They may cover some of the cost of not all of it. If you haven’t already escalated this to your manager. Make sure you do that too

[@marierosekamga8767]

great content but i am curious to know if at this stage where you write the business case and project charter you already have an idea of the team you are working with ?

[@pitolinmotion]

Thanks, business case, maybe, but project charter defo, you’ll have a technical lead, even if not all the team

[@marierosekamga8767]

Much appreciated

[@marierosekamga8767]

Is it possible to contact you privately for mentoring ?

[@pitolinmotion]

@@marierosekamga8767 I don’t offer any mentoring services. Only consulting, check out my page for more details - www.pitolinmotion.com/services

[@rupenshah1534]

Where can I get templates for Project Management documents you speak of here?

[@pitolinmotion]

Hey check out my website x

[@mpink8907]

Are these documentations all needed when in an Agile environment?

[@pitolinmotion]

Hey Lovely! I should have probs mentioned this is more aligned to waterfall environments. You probs won’t need as many for agile environments

[@homersimpson5501]

Is the business case the same as a project proposal?

[@pitolinmotion]

You’ll need to ask your organisation. As project proposal isn’t a formal document that I’m aware of. So maybe

[@Aboutmeinpxls]

Do I need any certification for becoming PM?

[@pitolinmotion]

@@Aboutmeinpxls it’s not essential. But it is highly recommended if you want to be attracted to recruiters

[@fireh3211]

Can you make a breakdown video, about how you would use a project management application if you were to use them, like unboxing video or something. For example I am learning project management, so I thought why not use an open source application, apparently Jira license is expensive, so I tried ProjeQtor, but the menu is confusing. I have been watching videos, but maybe a perspective from an expert will make the process easier.

[@pitolinmotion]

Hey! I hardly use any project management applications, it just depends on what project you’re doing, and the natural of it. I haven’t even heard of projeQtor haha. But if I end up using any of the softwares, I might consider doing a review then :)

[@fireh3211]

@@pitolinmotion Please. Where I worked (mostly tech startups) I have only seen the authority (??) uses google spreadsheets, they started with kanban at first, and later dropped it. As someone new to project management I want to see the tools used, but currently overwhelmed by the features.

[@pitolinmotion]

The tools used will depend on the type of project, but I’ll keep that in mind

[@m77ast]

Madam can we work together. I have just realised that I have some dark spots that require help. 1) Task management day to day - Im falling behind on work and person tasks 2) Team management - I was promoted to team manager - I dont think I did a good job. 3) Project Management - I am being requested to work at this level now - so need to dig deeper into it.

[@pitolinmotion]

Hey np. If you would like 1-2-1 help you can check out my consulting services on my website . Tick tailored advice :)

[@barokaholayide1109]

Pls can share project management documents templates… so that newbies like me can download

[@pitolinmotion]

Hey. Some of them are on my website for purchase :) enjoy

[@m77ast]

Madam - I can see that you are setting up a course. How far - please keep us informed.

[@pitolinmotion]

Yerp it’s coming sometime next year. Slightly delayed but sign up to my mail list for updates

[@m77ast]

Madam if I had a hat. I will tip. This video was crazy. It just connected all the dots. Your course abeg let is know how much we need to gather. Is there a certification at the end. I’m sure you will make it as practical as possible. Also the way I dey manage my time - I’m sure I can be better. If you have any videos on this will be great.

[@pitolinmotion]

@@m77ast thanks. When it’s available you’ll get the details

[@m77ast]

Jolly good. Will look forward to it. Just to let you know I have been looking for a pm overview for some time. I’m smiling because now I get it. O she. Much appreciated. Ps very professional.

[@gloriawaritimi5286]

This was so helpful. Thanks a bunch

[@pitolinmotion]

You are welcome ✨

[@OluwasegunAyodele]

This is some good advice as I recently got into project management and I'm currently working on a project within a team of 8, are you active on LinkedIn though?

[@pitolinmotion]

Thank you ☺️ and Nope