These free project planning templates give you everything you need to plan and track a project in one workbook: a project plan, a Gantt chart timeline that fills in automatically, a milestones tracker, a risk log and a weekly status report. It works in Excel and Google Sheets. Download the template below, then follow the steps in this guide to build a project plan that keeps everyone on schedule.
In this article
Download the Project Planning Template
| Tab | What it does |
|---|---|
| Project Plan | List tasks with phase, owner, start and end dates, status and % complete; days and overall progress are calculated for you |
| Timeline (Gantt chart) | A 12-week Gantt chart that colors itself from your plan dates: blue for scheduled, green for done |
| Milestones | Key checkpoints, due dates, owners and a done/not done column |
| Risks & Issues | Rate impact and likelihood; high scores are highlighted automatically |
| Weekly Status | A one-page update for your team, boss or client |
[Download: project-planning-template.xlsx] Free Excel workbook with 6 tabs and a filled-in example (a website launch). Open in Google Sheets with File > Import.
What Is a Project Plan?
A project plan is a document that sets out what a project will deliver, the tasks needed, who does each one, when it happens and how progress will be tracked. The Project Management Institute describes project management as applying knowledge, skills, tools and techniques to meet project requirements (PMI). A good plan makes that practical: everyone can see what is next and what is late.
How to Create a Project Plan in 7 Steps
- Define the goal and scope. Write one sentence on what success looks like and list what is in and out of scope.
- List the deliverables. What will exist at the end: a website, an event, a report?
- Break the work into tasks. Aim for tasks that take 1 to 5 days each, grouped into phases such as Plan, Design, Build, Test and Launch.
- Assign one owner per task. Shared ownership often means no ownership.
- Add dates and dependencies. Enter start and end dates; tasks that depend on others start after them.
- Set milestones. Pick 3 to 6 checkpoints, such as “design signed off,” to measure progress.
- Review weekly. Update status and % complete, check risks and send the weekly status report.
Types of Project Planning Templates
| Template type | When to use it |
|---|---|
| Project plan (task list) | Every project: the master list of tasks, owners and dates |
| Gantt chart / project timeline | When timing and overlaps matter, or to show stakeholders the schedule at a glance |
| Milestone tracker | For leadership updates focused on big checkpoints rather than every task |
| Risk register | For projects with budgets, deadlines or many people involved |
| Status report | Weekly or fortnightly updates to keep everyone informed |
| Kanban board | Ongoing work with no fixed end date; use tools like Trello or a simple To do / Doing / Done sheet |
Using the Template in Google Sheets
- Open Google Sheets and choose File > Import > Upload.
- Select project-planning-template.xlsx and choose “Replace spreadsheet” or “Insert new sheets.”
- Check that dates show correctly; if not, set File > Settings > Locale to your country.
- Share the sheet with your team so everyone updates their own tasks.
Project Planning Tips
- Plan backwards from the deadline. Start with the launch date and work back to today.
- Add a buffer. Leave 10% to 20% extra time for surprises.
- Keep it visible. Pin the timeline in your team chat or project channel.
- Track risks early. A risk written down in week one is far cheaper to fix than a problem found in the last week.
- Use the 80/20 rule. Focus your planning effort on the few tasks that drive most of the result.
Frequently Asked Questions
Is this project planning template free?
Yes. The Excel workbook is free for personal and business use. You can edit, copy and share it within your team.
Does the Gantt chart update automatically?
Yes. The Timeline tab reads the start and end dates from the Project Plan tab and colors each week a task runs. Change the project start date at the top of the Timeline tab to move the 12-week window.
What should a project plan include?
At minimum: the goal, deliverables, a task list with owners and dates, milestones and a way to track risks and progress. This template covers all of these in separate tabs.
Excel or project management software?
A spreadsheet is perfect for small and medium projects and costs nothing. Larger teams with many dependencies may prefer dedicated tools such as Asana, Monday.com or Microsoft Project.
Start Planning Your Project
Download the free project planning template, replace the example tasks with your own and review it every week. For more business templates and guides, visit The Urban Splatter.
