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10 Free Project Overview Templates for Team Alignment

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

Creating a clear, concise project plan is often the first step in project management, regardless of whether you work on a week-long or year-long project. 

Project managers own critical tasks such as defining project scope, objectives, budgets, scheduling, resource allocation, and overall task management . 

The core of all those critical tasks is building a project plan. A good project plan goes a long way in ensuring your project runs its course without unnecessary bottlenecks and disruptions.

No matter how organized you are, there’s always a chance you’ll miss an item on your grocery list. Similar is the case of creating a project plan. 

With so many moving parts, you’ll miss out on a few components while building the project plan from scratch. That’s where project overview templates come in handy. 

What Is a Project Overview Template?

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A project overview template is a pre-designed, customizable document with all the essential information of your project. This includes scope and objectives, stakeholders’ roles, timelines, schedules, budgets, risks, deliverables, and dependencies.

Of course, the demands of every project are unique. Whether constructing a bridge or planning a go-to-market for your app, a meticulously crafted project plan ensures those unique factors are always in view. 

• These templates help you combine the plan in a systematic, structured way
• The project plan or overview will eventually be a reference for everyone involved. This way, you can ensure every stakeholder shares a common understanding of the project’s scope , execution, and critical milestones
• If a project goes off course, a good project plan helps get the project back on track

What makes a good project overview template?

There are two main attributes to consider when choosing a project overview template—the ability to customize and the comprehensiveness of the template. The template must have every significant aspect of a project plan. And it should be customizable enough to suit your unique requirements. 

There are plenty of project plan templates but pick a well-designed, user-friendly template. You’ll want those templates to have integrations, versioning, and collaboration features to cover all your bases.

Most templates will have a version of these components depending on their format and purpose:

• Project title and objectives
• Project scope and timeline
• Stakeholders 
• Key deliverables
• Phase-wise schedule
• Itemized costs and budget
• Resource allocation
• Risk assessment
• Supporting documentation
• Quality control parameters
• Communication plan
• Progress trackers and statuses

10 Free Project Overview Templates

We’ve put together a list that can serve a variety of projects. Here are the most popular free project overview templates to help you start your project planning.

The ClickUp Project Outline Template offers an efficient way to plan and organize projects with a series of steps. It helps you to quickly get started with the planning and list down all the elements required. While undertaking any project, visibility is a key concern; this format is designed to address that.

• The template lets you create tasks, assign them to respective stakeholders, and create custom statuses for those tasks
• You can also create custom fields to categorize and add attributes to visualize the project’s progress at every stage
• Stakeholders can add priority labels, leave comments, and set clear deadlines

This enables the team to plan their tasks and navigate the project efficiently. Moreover, ClickUp offers numerous views, such as lists, Gantt charts, calendars, and workloads. 

We recommend using this template for projects with multiple levels of tasks and subtasks.

The ClickUp Project Planner Template lets you navigate the complexities of project planning. You can keep track of all project plans in one place—no matter the project size.

For example, the Kanban view in the template allows multiple users to customize tasks and update their progress. This planner can replace your daily stand-up calls and save your team time with a clear view of the status of tasks and the progress made.

With custom access control, key stakeholders can stay on course, be informed of changes, and collaborate closely.

The great thing about this planner is that it breaks down the complexity of large-scale projects into manageable and achievable goals. While delegating responsibilities, this provides structure to your team and makes the project less overwhelming.

The ClickUp Project Plan Template helps you craft a project plan detailed enough for complex projects. This is perfect if you manage multiple interconnected projects requiring detailed planning and structuring. This template lets you create detailed project timelines, along with clear milestones and goals. 

Unplanned dependencies can derail a project. But this template maps out all the dependencies to avoid bottlenecks. You can also set priorities, monitor daily progress, and keep a bird’s eye view of all your tasks.

Every time you have a project kick-off meeting , use this template to outline the scope, requirements, and dependencies so you can incorporate these details into your project timeline.

The ClickUp Company Overview Template is an excellent option to create a comprehensive overview of your organization that can be used for internal or external teams. Your business often has multiple ongoing projects that eventually converge toward a long-term goal. 

For a rapidly growing organization, it’s easy for teams to lose sight of the big picture due to internal silos and lack of visibility into other departments.

The company overview template offers visibility to teams about how their objectives tie back to organizational goals. Additionally, it’s easier for leaders to get a comprehensive overview of all project roadmaps in one place to ensure tight alignment between teams and no duplication of effort.

Documentation is vital throughout the project. It helps teams keep track of the most crucial information, whether it’s goals and objectives, decisions made in meetings, or changes to the strategy during a project. It’s essential to keep it all documented.

Ideally, you’d want project documentation over the entire project timeline accessible in a single location. 

The ClickUp Project Documentation Template offers just that. 

Your team can access, explore, and see all the documents required for the project. With a clear structure, this template cuts down the time for documentation by providing a centralized platform for stakeholders and other departments to collaborate better.

Never lose an important file or conversation with this template.

With so many moving parts in a project, you need a quick way to summarize progress and keep your team in sync.

The ClickUp Program Summary Template is a good tool for creating a high-level overview of your program for stakeholders. It helps you visualize the big picture with intuitive charts and graphs. And meet deadlines with reminders and alerts.

This template lets you streamline your operations with color-coded labels, tags, and categories. For your teams that handle multiple projects, this template simplifies getting a single-pane view of all the ongoing activities across all projects.

At the same time, you can get a quick snapshot of every project and its progress on your dashboard.

When you kick off a project, ideation, and planning are typically the first two stages. They form the foundation of the project.

A large part of planning goes into setting the project scope. The project scope drives the narrative forward for project planning. 

That’s why it is essential to have a template that sets a clear scope for your project.

The ClickUp Project Scope Whiteboard Template provides a visual and collaborative way to ideate and set the timeline. You can ideate freely while being structured using this template. You can easily set a project scope broken into smaller targets and goals.

Combine this template with ClickUp Whiteboards to drive your planning and ideation process.

Align on an exact scope and share it with stakeholders and team members so they can all refer to it at all times to stay on the same page.

Though not the most user-friendly or intuitive, spreadsheets have been used de facto for project planning. The Excel Project Timeline Template by Vertex42 is a simple way to create a project timeline on a spreadsheet. 

The template includes sections for tasks, start dates, end dates, durations, and dependencies. It uses the stacked bar chart technique to represent milestones and progress. Since the template is on a spreadsheet, it’s accessible to all team members and stakeholders—promoting effective collaboration.

Project Timeline Overview Template provides a visual overview of your project timeline and goals. It includes features such as color-coding, task grouping, and dependencies. It helps you effectively communicate the value of the project to leaders, stakeholders, and team members.

You can use this template as a part of your elevator pitch to senior management. It highlights your project’s key pillars, such as goals, objectives, dependencies, and potential risks. 

Over time, this project summary will also serve as documentation for retrospective analysis.

A presentation is a visually compelling way to present your project idea. The pitch deck is the perfect example of the effectiveness of presentations. The billions of dollars in investment raised is a testament to its success.

The SlideEgg PowerPoint Overview Presentation Template is a good starting point for creating a PowerPoint presentation about your project.

This project plan template includes slides to introduce your project and discuss its goals, objectives, deliverables, and timeline. With a solid project overview presentation, you’ll be confident in a project proposal meeting to showcase the value of your project.

Before You Say ‘Yes’

Project plan templates are vital in project management. A good template is clear, concise, adaptable, and regularly updated to reflect changes.

It’s a good practice to have your project overview templates integrated with your project management software . This makes updating and sharing information easier and keeps the template aligned with your team’s progress.

Consider your most important needs before picking one, and empower your team to start their project journey with complete clarity. 🎉

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How To Create a Project Overview + 5 Project Overview Templates

Why is it important to have a project overview? 

Components of project overviews, what does a project overview look like, the difference between a project overview and a roadmap, why digitize project overviews, project overview template — best practices for creating project overviews , how to create a project overview with airfocus, project overview templates , that’s the power of digital project overviews.

Let’s talk project overviews. 

To put it bluntly: they’re essential to help project managers organize, plan, and prepare. 

Without them, you might as well just dive into a project headfirst — with no idea why you’re doing it, how you’re going to hit your goals, and what you can expect to get out of all this hard, hard work.

How? Don’t worry — we’ll show you everything you need to know to get started.

But before then, we’ll cover a few fundamentals. 

Starting with the big one:

Make product management easy

.css-uphcpb{position:absolute;left:0;top:-87px;} What is a project overview? 

A project overview (aka a project summary) is a practical tool designed to empower managers with the means to create detailed plans for a project. 

This is usually done before a team starts work on said project, and the overview serves as a valuable blueprint that key players can leverage to stay on track.

With a solid project overview in place, a team can kickstart a project with clear targets in mind and ensure their work aligns with these throughout.

And a good project overview makes checking progress quick and easy, as all the main information required to retain momentum is centralized in a widely accessible location.

The best overviews also visualize the project plan, so team members can get quick insights into goals, progress, and more — something text-based plans just can’t compete with. 

Project overviews can be tweaked on the fly too, as motivations, objectives, or team structures change. This helps teams retain full visibility on updates and adjustments to avoid miscommunication and confusion.

Effective overviews become indispensable for the duration of a project, providing team members with all the key details, resources, and focus they need to perform at their best.

Now that we’ve answered “What is a project overview?” let’s move on to the next burning question — why is it important to have one?

Here are some of the biggest benefits of using a project overview:

Improves team alignment

Team alignment is pivotal to keeping any project on track. Without it, you risk creating a product that fails to deliver on its initial promise. 

Increases efficiency

When you have a project overview to follow, you and your team can identify which tasks matter most to delivering the final product. You’re less likely to waste time and resources on work that goes nowhere. 

Helps you plan your project

A project overview allows you to highlight key tasks, deadlines , and other need-to-know details. You and your team can use it to plan the major beats of the project from start to finish. 

Assists with identifying and tracking risks

With a project overview, you can identify what might go wrong, consider the possible ways that could happen, and plan routes around those obstacles. 

Informs stakeholders

Your project overview clearly shows stakeholders what you’re setting out to achieve. They’ll understand the goal, how it helps the target audience, and the potential benefits for them.

Helps you stay on schedule

Every day matters when you’re working on any project. Every hour. Every minute . Lost time can lead to missed deadlines and affect your bottom line. But with a project overview, you’ll find it easier to maintain your focus and stay on schedule. 

Makes staying on budget easier

Think staying on schedule can be tough? So can staying on budget. A project overview helps you recognize which tasks matter and which don’t. With clear priorities , you can channel funds to the right places.

Project overviews should include the following components:

The budget covers the project's estimated cost and what money will be spent on. Setting a budget from the start helps prevent overspending.

Key deliverables

A project overview’s key deliverables refer to the tangible results you produce. These can include progress reports, prototypes (e.g. wireframes), and user testing reports.

Name of project lead or manager

You might appoint a lead or manager to oversee a project. While their roles differ slightly, they’re both responsible for driving and monitoring a project’s progress. 

Necessary resources

What resources do you need to complete the project? These can include employees, materials, software tools, or even extra office space. 

Potential limitations or roadblocks

Your project overview must identify any potential issues. Otherwise you’ll be flying blind. Understaffing, lack of expertise, overall staff workload — consider anything that you may need to plan for. 

Projected cost

Your projected cost refers to the likely expense of the entire project by the time it ends. Like the budget, this helps you avoid underestimating the project’s cost.

Projected return on investment (ROI)

When you know what your expected RO I is, you can show stakeholders the potential benefit to them and the company. And that could help you win their support.

Project goals

Your project may have one goal or multiple (e.g. increase customer satisfaction with more efficient, more user-friendly software.) Confirm your goals with your team , then clearly state them in your overview. 

A timeline provides deadlines for each task and the final delivery date, displayed chronologically. Your team can use the timeline to stay focused and minimize delays. 

Any specific milestones

Your project will have multiple milestones, such as completing the first prototype and gathering your first round of user feedback . Include them all, and add any others that might emerge later. 

The presentation of project overviews can vary, but the essentials remain the same. 

A project overview should be very visual, with information organized into clear sections, using color-coding to aid fast scannability. Team members should be able to find the details they’re looking for in a matter of moments and get back to work.

You don’t want them to lose precious time scouring blocks of text until they can weed out the answers they need. 

A project overview has to be concise, too. There is no sense in packing paragraphs of verbose copy onto the page just to show how smart you are or in an effort to articulate complex ideas in minute detail.

Aim to condense even the most challenging concepts into a few lines and let workers know where they can find more in-depth information if they need it.

Think short. Think quick. Think practical. Think time is of the essence.

The project overview can also be used to show team leaders the tasks involved in bringing a product or service to fruition, to prepare designers/developers/marketers for the work ahead, and to maintain a tight focus throughout the entire process. 

Is this all sounding a bit familiar? Perhaps a little like another great visualization tool: the roadmap?

Think again! A project overview is not the same as a roadmap. 

See airfocus in action

Project overviews are for internal use only to visualize tasks and measure progress. Roadmaps , on the other hand, relate more to the strategy and deliverables of a project rather than the day-by-day practicalities the work demands. 

Roadmaps are designed for high-level management and stakeholders to understand a project, too. Stakeholders may not be interested in who does what. But they will be interested in when the project will be finished, how it stands to bring them a return on investment, and how it benefits the company overall. 

In basic terms: overviews are for the teams actually doing the work and the managers overseeing them. This is why project overviews should be kept clean and clear, with minimal unnecessary detail. 

Traditionally, digital project overviews are produced as documents or spreadsheets. But you can take advantage of airfocus’s Gantt timeline and kanban board features to create user-friendly timelines instead. 

These combine to make building a project overview simple for even the most fresh-faced of beginners and allow for simple organization of tasks, milestones, resources, etc. 

Once upon a time, project overviews were paper-based, physical objects. They would have delivered the same information and provided teams with visual guidance but in a far less fluid format.

Digital project overviews offer managers and their teams a far more convenient experience. For starters, they can be shared quickly and easily, with no need to produce physical copies or send them from one place to another. 

Any number of people can check the overview and make changes to it as required, provided they’re actually authorized to do so.

And that’s another benefit of digitizing project overviews: security . 

It’s easier to manage which employees can view the overview when it requires permission — unlike a sheet of paper, which may fall into the wrong hands if the people responsible for it take their eye off the proverbial ball for a second. 

Digital project overviews can be changed and updated in seconds, with adjustments appearing in real-time. That means no printing off new copies and no distributing them around the office. Just go into the tool, tweak, and update. 

No fuss, no hassle.

Using airfocus ’s boards allow for drag-and-drop structuring of your project overview, so tasks can be assigned to team members in less time than it would take to email them instead. 

As we know, there’s no space for time-wasting in project management. Every shortcut is valuable, so long as it doesn’t compromise the quality of the work. And digital project overviews are a terrific way to maximize efficiency and productivity.

We want to help you create the most practical and effective project overview. Here are a few tips to keep in mind when you start work on yours.

Use clear, concise language

Keep your overview short and get right to the point. If you include blocks of complicated text, stakeholders might get confused or lose interest altogether.

Explain what problem your project will solve up front

Your project must solve a problem. It doesn't need to exist if it doesn’t solve a problem. Stating the problem and why you must solve it is crucial to drive the project ahead. 

Illustrate your points with visuals 

Use visuals to support your project overview. These could be sketches showcasing design ideas, research data, or even mood boards. Visuals can demonstrate ideas better than words alone and help engage anyone reading the overview.

Don’t be too technical 

Not everyone who reads the project overview knows what you and your best employees know. Avoid unnecessary jargon, and clarify crucial technical terms to keep readers from getting lost. 

Proofread, proofread, proofread

Mistakes can harm your project overview’s credibility. Check it multiple times, then have someone else in your company (try someone from your marketing team) do the same to avoid embarrassing typos. 

Give enough detail (but not too much)

In your project overview, explain only what you need to — you can go into more detail later in other documentation. Don’t discuss how your new software works at the most intricate level if you don’t need to. Focus on how its features and functions benefit users instead.

Tailor your approach to the stakeholders you plan to present your overview to

Keep your stakeholders in mind when creating your project overview. Some may have some technical knowledge. Others won’t. Some may have time for an in-depth presentation with videos and demonstrations. Others won’t. And the better your overview suits them, the better your presentation will go. 

airfocus makes it easy to tailor your approach with custom views . Display data in the right way for the right people. Views available include table views, chart views, and timeline views. 

Use digital tools to help you create great project overviews quickly, easily, and effectively

The latest, greatest digital tools can help you create your ideal project overview faster than ever. airfocus offers multiple project overview template options to choose from, including marketing , product launch , and product development . 

Each of our project overview template designs empowers you to convey important details clearly and efficiently. Emphasize priority features, set up timelines, provide team members with much-needed visibility, and more. 

Now we know what a project overview is. We know its purpose. We know why it’s a convenient, practical solution. 

But how can you actually create your own project overview with airfocus? 

Let’s find out.

Add deadlines and milestones

Your team members absolutely have to know the timelines they’re working to. 

Yes, there’s one deadline for the entire project, but becoming fixated on this alone can lead to a shambolic, disordered management style.

There have to be deadlines and milestones throughout the project duration to maintain ongoing focus.

Think carefully about what the most important elements of the project are and in which order they should be completed to achieve success on time.

And be realistic with deadlines. You can’t expect staff to bring complex concepts to life in a matter of days.

They need the time to breathe, think, and explore possibilities. 

Establishing fair deadlines which account for this will prevent team members from becoming overwhelmed or frustrated. And this, in turn, reduces the risk of quality dipping through sheer fatigue and low morale.

Breaking a project up into milestones makes understanding its components easier, especially on large-scale projects with many different tasks to complete.

They give teams smaller goals to aim for on their journey to achieving the overall objective. 

Implementing deadlines and milestones into your project timeline can be difficult, but it’s best to bring the whole management team together, with leaders representing all relevant departments. A group effort cuts the dual dangers of confusion and oversights, which can lead to costly delays and disruptions. 

Add and assign important tasks or initiatives 

What tasks does the project involve? And what initiatives are vital to its success?

Every project is made up of dozens, or hundreds, of tasks. They vary in size and importance, but all contribute to the whole. 

Deciding which team members will handle which tasks can be difficult. Ideally, the most skilled and reliable individuals should be assigned the most important jobs. 

But this might not be possible, depending on their current schedule, and they certainly can’t be expected to juggle multiple, high-stakes tasks. Even if they believe themselves capable, they could spread themselves too thinly and end up producing sub-standard work.

Start by building your most important tasks and initiatives into your deadline, then add smaller ones. This helps you create balanced deadlines and ensure an appropriate amount of time is allocated to critical tasks.

A card should be created for each task on the kanban board, with links to relevant resources, due dates, attachments, and more. 

Add important dates and times

Yes, you’ll already have some deadlines in place. 

But how about due dates for each individual task or activity?

Being a little more specific gives team members autonomy over what they work on and when. They can utilize this information to prioritize their tasks and manage their workloads effectively. 

Key meetings should be scheduled, too, for reviewing progress, mitigating issues, etc.

Color code for clarity and efficiency

Color coding is a real benefit to creating a project overview with airfocus. You can organize tasks and create a visual shorthand by allocating certain colors: team members will see which elements tie together based on the hue even before they read a task, date, etc.

And you can prioritize tasks by coloring the high-priority ones in red, medium-priority in orange/yellow, and low-priority in green. It’s easy to tweak these as the project moves along. 

Large projects can be prioritized in a similar way, too. 

It’s easy to switch between timelines and boards to monitor progress for managers and team members alike.

Using airfocus keeps project overviews simple and intuitive, creating a fluid workflow that’s easy to manage.

With airfocus, you can choose from a number of project overview templates covering numerous types. Here are just five examples:

The marketing template keeps all tasks involved in marketing a product or service visible, streamlined, and accessible. This is ideal for marketing managers, marketing strategists, and product marketing managers. 

Prioritize tasks to make sure all the right pieces are in all the right places for an effective marketing campaign. Determine which channels are the most important, when deals have to be put in place, and monitor team progress from start to finish. 

And remember to keep core brand values and priorities visible at all times to help marketers convey the right messaging and maximize appeal.

Product Launch 

Bringing a product to market, particularly something innovative, is a challenge for even the most seasoned product team. 

There are many mechanisms in place, and if deadlines or milestones are missed, entire timelines may need to be reworked. That leads to a lot of wasted time and money. Not to mention potential reputation damage and loss of revenue.

Using airforcus’s Gantt and kanban boards to manage your product launch keeps all relevant departments (and individuals) connected in real-time. Tasks can be assigned, updated, or even removed in seconds. 

Changes to documents may be requested with a simple comment on a card, bypassing the need for phone calls or emails. Timelines can be adjusted to keep everyone updated on evolving priorities or missed targets. 

Aligning everyone across multiple departments is essential for a successful product launch. And airfocus helps you do just that.

Product Development

Product development can be tricky to plan effectively, but the right software simplifies and streamlines it. 

Create overviews that emphasize priority features and essential updates/changes. Give your product development team full visibility on targets, user feedback, and improvement opportunities that help them do their job better.

The product development overview shows developers the most important tasks, their due dates, the key team members working on them, and their status. Make it easy for them to communicate and collaborate. And harder to miss deadlines and targets.

Release Plan

Your product has been built, tested, and refined. Now, it’s time to bring it to its audience in a marketable form. 

But bugs may need to be ironed out, features have to be finalized, and time for improvements has to be considered. You need a detailed plan to put all the mechanisms of a successful release into place with minimal effort. 

Release plans focus on short-term timelines, covering between one and three months. Product and development teams can utilize airfocus’s release plan template to keep this process-focused, no matter how many people are involved.

Project Roadmap

This template is designed for project managers, business owners, executives, and other decision-makers. It accommodates projects of varying sizes, from those lasting just a few months to those spanning years. 

Tasks can be prioritized and assigned easily, using a drag-and-drop interface for maximum efficiency. Provide team members, leaders, and stakeholders with insights into a project’s structure and progress. 

Keep even the largest, most complex projects manageable, thanks to color coding and streamlined presentation.

Creating a project overview takes careful planning but offers tangible rewards. 

First and foremost, managers can save valuable time when trying to connect multiple departments and keep them updated. Real-time visibility puts everyone involved in a project on the same page and ensures they stay aware of changes and challenges as they occur. 

Once team members feel comfortable using the tools, they can focus on doing their job without worrying about missed communications or wasted opportunities. It aligns departments doing vastly different work and centralizes core information in one platform, with a huge number of integrations available. 

And let’s not forget the beautiful, beautiful diversity of project overviews. 

They can be created for virtually any type of project, from conceptualizing a new product to marketing a whole new line due for release in two years. They reinforce structure, encourage interdepartmental harmony, and help to generate real results. 

So, what more could you ask for?

Andrei Tiburca

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How to Create a Successful Project Presentation?

A project presentation is a perfect opportunity to highlight the tasks initiated and finished by project managers and their teams. To truly excel in creating a project presentation, it's important to understand that a successful presentation involves several key elements that work in harmony. Here are more details.

In any business, project managers need to be able to communicate a project strategy to clients effectively. It can bring in new, long-term clients to your agency if done correctly. However, doing so incorrectly could seriously undermine your efforts to acquire or retain clients. One thing that unites business, academic, and corporate meetings is making a project presentation look good. 

Professionals need this skill when effectively communicating ideas, outlining goals, and sharing project results. Creating and delivering a project presentation that connects with your target audience will lead to the project’s anticipated outcomes, regardless of your level of presentation experience. This blog will walk you through the art of presenting a project and offer business professionals advice on making their project plan presentation stand out. 

What is a Project Presentation?

A project presentation is a business activity where team members and stakeholders come together to supervise a project from start to finish. It is a formal submission of a project to stakeholders for discussion of a topic and acceptance. One or more business professionals provide a document or slide deck summarizing every project detail during a presentation.

The project manager presents essential information regarding the start of the project and its preparation, including the project scope, requirements collection, deliverables list, schedule, and milestones. A project management presentation is typically made for the first time before the project’s implementation. Then, as the project progresses, you reintroduce it to the stakeholders with timely updates and news.

Who is the Audience for Your Project Presentation?

Team members and organizations involved in the project’s success or failure comprise stakeholders and other team members:

Show the project presentation to the team members who will be working on the project so they are aware of the expectations and the risks involved. Information such as the requirements, the work breakdown structure, the plan, and the deliverables will be required.

Stakeholders

Show your project to the people who can approve funds and resources, i.e., the stakeholders. Demonstrate to them how the project will provide the desired solutions for the problems they raise within the specified time frame. 

The stakeholders are interested in the project’s scope , budget breakdowns , scheduling computations, risk assessments, and your plans for mitigating those risks and adapting to changes. Hence, they are the ideal audience for your project management presentation.

How to Successfully Create a Project Presentation?

Before jumping onto how to present a project, let us see what steps you should follow to create a successful project presentation:

Establish Objectives for Your Project

• Layout your Plan
• Outline the Problem and Solution
• Keep the Slides in your Presentation Brief
• Use More Images and Less Text

Utilize Good Quality Diagrams, Presentation Aids, and Visuals

• Pay Attention to Design
• Begin with a Template for your Presentation

Before delving into the essentials of your project presentation, you should respond to the following queries:

• What goals does your project aim to accomplish?
• Why is it crucial that you and your group meet your objectives?
• How are you going to let your audience know what your objectives are?  

Your project is already doomed to failure if it lacks specific goals. It’s common for project managers  to skip the goal-setting stage. However, this is not advised. That’s because you can make things easier for yourself to fail. Stakeholder buy-in can be achieved once project goals are well-defined.

The question now is: How do you set and accomplish project goals? Using the SMART goal-setting process is one way to do that. 

SMART project goal-setting:

• “SMART” is an abbreviation for the words “specific, measurable, achievable, relevant, and time-bound”.  
• Setting and carrying out effective project plans need the use of SMART targets . It requires a closer examination of the more minor elements that matter most to your audience.

Layout Your Plan

Outlining your strategy for achieving your goals is a crucial next step after setting them. Putting your idea into an executable plan with steps for execution is a great place to start. 

You may be wondering why this is a necessary stage in making a project presentation that works. Well, p lanning a project , no matter how big or small, is easier when you have a thorough strategy, structure, and layout. It eliminates ambiguity and makes it easier for your audience to understand the project roadmap without missing anything.

Both technical and non-technical project aspects should be included in your plan layout. As a result, you should use a project presentation template that outlines all the procedures and activities in detail to offer yourself an advantage. Additionally, the structure of your PowerPoint or Google Slides presentation should be straightforward and understandable.

Depending on the kind of project, your plan might contain important information like:

• The earlier-described aims and objectives
• Your project’s framework, technique, and scope
• Project deliverables, acceptance criteria, and milestones
• Timeline and schedule for the project 
• Estimates of resources and budget, etc.

You can use a pre-made customizable project management presentation template available online, like SlideUpLift . You can make this presentation template uniquely yours by modifying it.

When creating a project plan, there are no hard and fast rules. However, you should divide it into three sections if you want to develop an engaging approach that will stick with your audience:

• Introduction
• Conclusion and key takeaways

Outline the Problem and its Solution

You have just finished drafting your project action plan . It’s time to let your audience know about your project’s objectives and plan. It’s your responsibility to hold your audience’s attention from the beginning to the end, whether you’re pitching a project plan to clients or an investor deck.

Emphasizing your audience’s problems is one of the best strategies to get their attention.  Having stunning slides highlighting your outstanding product features and project activities is insufficient. Ensure that your project presentation is set up to:

• List the problems that your audience is facing.
• Stress how your initiative, offering, or service helps them with their problems.
• Describe the advantages of using your product or contributing to your project for them.
• Simply put, your audience should understand how your project improves their lives. As soon as they know this, they will pay attention to your suggestions and act accordingly.
• Avoid assuming anything about your audience in general. 

If you want the audience on board, discuss their issues and potential solutions in a separate presentation. Make sure they know how your initiative will help them.

Keep the Slides in Your Presentation Brief

Prioritize quality over quantity while designing project presentations. Make sure your slides are brief and easy to understand. Your audience will appreciate that you respect their time when you do this. 

The following justify why you should keep your presentation short:

• Not only may concise presentation slides be effective, but they may also be memorable.
• There is a noticeable decline in attention span after 30 minutes during project or business presentations. You run the risk of losing the interest of your audience midway through if you make long speeches. 
• No one wants to spend hours watching you flip a ton of slides. Focus your audience’s attention and get them to pay attention to the material by using shorter slides.

Use More Images and Less Text  

Using more images and less text in your presentations is another excellent method to keep them engaging but succinct. Recall that your slide show should support, not take the place of, your spoken presentation. Therefore, you want to avoid cramming too much data onto a single presentation. 

Adding too much text to your presentation could: 

• Bore and overwhelm your audiences.
• Draw the audience’s focus to the text, which will lessen the impact of your presentation.

When information is presented visually and in bite-sized portions, people remember it better. This holds for corporate leaders, project managers, both B2B and B2C audiences.

Presenting projects successfully requires the use of visuals. Visual aids help viewers retain 95% of a message, drawing them in and holding their interest. However, they maintain just approximately 10% when exchanged by text. 

You can employ a wide range of visual aids in your presentations, such as:

• Pictures Videos 
• Charts and graphs
• Maps of heat and choropleth
• Dispersion charts 

Your chances of gaining audience engagement and encouraging answers to your call-to-action (CTA) will increase if you include images and videos. Mind maps, Gantt charts , and whiteboard drawings are excellent tools for visualizing project plans in their early stages. Using maps, graphs, charts , and trees, you can display the architecture for projects, including technology. 

Pay Attention to Design  

Your project presentation may succeed or fail based on its design. Whether you are a rookie or an expert designer, design tools offer you an advantage. In minutes, you can produce visually striking presentation designs for your company.

The good news is that creating eye-catching project presentations doesn’t have to break the cash. Millions of breathtaking royalty-free photos and lovely pre-made layouts are available for your slides. 

These are some pointers to keep in mind when creating your slides.

• Make Use of a Proper Color Scheme 

Use color sparingly in your presentations if you want them to look appealing. Everyone loves color, so we get it. However, using too many colors may make your presentations disorganized and unpleasant.

• Make Use of Clearly Identifiable Typography 

Changing your font can influence readers’ understanding of your words. Therefore, ensure that your slides convey the intended content and look professional and well-organized. 

Begin With a Template for Your Presentation

Making powerful project presentations can take much time, regardless of experience level. Suppose you are facing an impending deadline. Writing your project plan, making your slide notes, creating your slides, finding and including images, and other tasks would be on your plate. Creating these things from scratch could take longer and result in messy presentations. 

Using presentation templates might relieve all of your worries. They make it quick and simple for you to create project presentations that appear professional. Because the slides are pre-designed, there will be space for you to add any type of content you would require. The design is present in every form—progress bar, chart, graph, table , video , or image. All you have to do is enter text, add data, or add an image. And just like that, your presentation is set to go. 

Case Study For a Project Presentation

The Cline Avenue Bridge is an example of a difficult project that serves as the basis for the project presentation example. Since it is outside the purview of this article, we are not providing all of the presentation’s components for instructional purposes. Nevertheless, we demonstrate how to create a PowerPoint presentation for a project, how to customize the templates to the content to be presented, and how to show the more typical slides of each component. 

This is a case study of a real project and how the project manager uses templates to put together the project presentation using the structure we presented above.  Here’s how to create a PowerPoint presentation for a project, along with some project presentation ideas.

Project Overview:

The presenter provides a project charter-style summary of the project’s highlights on this slide. The project manager can expand upon the introduction throughout the project lifespan, and the speech can seamlessly transition across several knowledge domains without requiring a slide change or in-depth discussion. 

In particular, the Cline Bridge Project narrates its goal, briefly mentions its location, provides a link to a map for additional information, and presents several key statistics (Building Information Modelling Process, Budget, Duration, Sponsor, and Constructor). The final deliverable’s salient features—a concrete segmental bridge measuring 1.7 miles in length and 46 feet in width—are enumerated.

Process Model:

The framework for the project lifecycle, processes, planning, and execution is shown in the Process Model presentation. In this slide, the project manager will discuss how the model is customized to the project’s particulars. In this instance, the builder has specified the use of BIM (Building Information Modelling) as the process model for the design and construction of the Cline Bridge. 

During this slide, the presenter might further detail the knowledge practices involved in each lifecycle phase—Design, Production, Construction, Operation, and Planning. Conceptual and detailed design are the two primary knowledge areas that make up the first stage, for instance, “Design.” 

Since the content arrangement for the scope section of the presentation consists of a list of “requirements,” it typically consists of multiple slides. This information leads to a recommended table arrangement that maximizes available space. It’s crucial to portray the set of needs rather than the individual requirements and to refrain from misusing the “list.” If not, the requirements document is transcribed by the project manager.

This example project presentation shows ten categories of requirements covering various project lifecycle stages. 

• Conceptual Design
• Construction
• Construction Logistics

Utilizing a lot of resources is necessary when building a bridge. Organizing this component of a project presentation as a single-level financial table at an executive meeting is advised. Specific resources and cost analysis presentations are tasked with providing more information.

The list of available resources is as follows:

• Expert Services
• Construction labor, land machinery, materials, and quality assurance
• Backup Subcontractors for Waste Disposal and Cleaning

We recommend incorporating visual elements, such as icons and colors that are symbolically tied to each of the items stated, to break up the monotony of table after table throughout the project presentation.

Project Schedule:

The purpose of the project roadmap , as previously mentioned in the article, is to provide a thorough overview of the critical turning points that will occur over time. Owing to the size of a bridge-building project and its extended duration, it is recommended to provide a roadmap that clearly matches milestones with relevant lifespan stages, especially for such large-scale undertakings. This method helps the viewers visualize the step-by-step development of the building process.

In keeping with earlier slides, we developed a roadmap in the example that included the following high-level benchmarks and subcomponents:

• Project Start-Up
• Contracts, Clearances, Budgeting, and Financing for Projects
• Buying and Renting of Land
• Initial Design Detailed Design Conceptual Design
• Site Setup: Clearing, Grading, and Access Routes
• Waste Management Examination
• Tests of Materials
• Site Evaluations
• Tests for seismic activity
• Manufacturing Fabrication
• Assembly of Modular Components
• Building, Assembling, and Construction
• Test of Quality under Acceptance Standards
• Stress Exam
• Management and Upkeep

As you can see, the project manager chose a step-by-step plan that was given with minimal scheduling specifics and start and end dates to provide context for the diagram.

Project Hazards:

Throughout a project, risk management is an iterative process. The risks you face while presenting your initiatives will change based on how well they proceed along the roadmap. In this particular instance, we have chosen to showcase the risks deliberated about at the ideation phase, wherein the developer trades risks with contractors and the bridge construction business.

Our recommended structure for this type of material is a straightforward table with easily readable and visible risks and a description that serves more as a starting point for conversation than a thorough explanation.

It is crucial to categorize the risks given, if just in terms of their “impact” and “probability.” This will lead to some really interesting discussions about them. 

Risks outlined in the first phase:

• Mistakes in Design
• Building Hold-Ups
• Overspending on the Budget
• Modifications to Regulations
• Conditions of the Site Equipment Failures
• Incidents about health and safety

The hazards listed are highly serious, as the reader can see, and each will result in a different Risk Analysis Report.

The project presentation’s quality control component may change depending on the quality process used. A continuous improvement quality approach, which iteratively improves quality over many projects, is typical for large organizations with a consistent portfolio of projects (for example, software businesses). The scenario is the same for construction organizations , such as the example, and the quality control model aligns with the building process model. In this instance, the project manager is outlining the quality control procedure to be used on the BIM model as well as the procedure to be adhered to during the bridge’s actual construction:

Using a simple dashboard, we created in this example, allowing the project manager to show: 

• The Existing Chronology
• Top 5 Problems
• Present-Day Burnout
• Top 5 Risks

How to Present a Project Management Presentation?

A project plan is an official document that follows a set format and flow. Your presentation should follow this flow for maximum impact. 

To present a project plan , you should go over the following eight steps:

• Give an overview. Provide a brief overview of the project, outlining its goals and rationale. 
• Examine the key results and objectives, or OKRs. Talk about the main deliverables and anticipated deadlines. Before starting a project, what crucial information should you obtain from a client? Think about this before engaging in conversation.
• Describe the exclusions and expectations. Make assumptions clear and restate anything that is outside the project’s scope. You might be wondering when to show a client the project cost. This is the right moment to ensure both of you have clear expectations.
• Give a high-level timetable. Use a Gantt chart to show the important milestones and dependencies in the project schedule. 
• Give a brief introduction of your group. Present the customer to coworkers with whom they will be working closely, as well as anyone whose experience will strengthen your reputation (such as a seasoned subject matter expert.)
• Explain communications. Make sure your client is aware of the collaborative process. Mention how they can contact you with any queries or issues and how they will be updated.
• Talk about the unexpected. Examine the procedure you’ll use to address requests for changes and problems when they come up.   
• Q&A. To make sure nothing was missed, conclude with a Q&A session. 

Top 5 Project Management Presentation Templates From Slideuplift

Here are some templates which will help you make your desired presentations. These will also give you project presentation ideas. Feel free to click on the images to download SlideUpLift’s templates.

• WBS Project Management PowerPoint Template:

Streamline project planning with this template focused on Work Breakdown Structure (WBS) , offering clear visual guidance for breaking down complex projects into manageable tasks.

• Scrum Agile Project Management PowerPoint Template:

Perfect for Agile enthusiasts, SlideUpLift’s Scrum Agile Project Management template provides visually engaging slides explaining the Scrum framework, roles, ceremonies, and critical components to enhance Agile project communication.

• Circular Project Management PowerPoint Template:

Enhance project visualization with this template featuring circular diagrams and charts, ideal for representing project cycles, feedback loops, and continuous improvement processes.

• SIPOC Project Management PowerPoint Template:

Optimize process mapping using this template designed for SIPOC (Supplier, Input, Process, Output, Customer) models, facilitating the illustration of information and resource flows in projects or processes. 

• Risk Management PowerPoint Template:

Navigate project uncertainties seamlessly with this template tailored for Risk Management . Expect insightful slides on identifying, assessing, and mitigating risks, providing a comprehensive overview to keep your projects on track.

Questions To Ask The Client Before Starting The Project Management Presentation

The client project focus ensures that your client’s business goals are sufficiently handled and that transparency is maintained throughout the project. Objectives, milestones, acceptance criteria, etc., are frequently discussed beforehand.

You might still need to ask a few questions, though, and these are the top five:

• Who are the project stakeholders in your organization? What authority and interest levels do the people who intend to be associated with the project have? 
• Have you already worked on projects similar to this one? How did you overcome the obstacles, if any? 
• What characteristics, outputs, or specifications should we constantly focus on?
• Are you having trouble sleeping at night because of anything related to this project? If yes, what would it be?
• Do you have any questions about risks, difficulties, or other project parts we haven’t yet covered? 

Questions the Client Might Ask During a Project Presentation and How To Answer Them

For new speakers, the Q&A section can often be their biggest worry. The most difficult part of being ready for this is that you never know what queries a client may have. 

Client inquiries frequently revolve around their worries about potential problems. You’ll be able to anticipate their questions more accurately when you know about their priorities. Assume that your client has a tight deadline for finishing the project. Among the queries they might have are:

• How are you going to guarantee that the project is completed on time?
• How would you respond if deadlines begin to elude you?
• Which risks could cause the project to be delayed?

You can prepare well-reasoned responses to their questions by considering their priorities and potential issues beforehand. But what about those unexpected queries that come out of nowhere? 

Three pointers to help you handle unforeseen queries from clients during a project presentation are as follows:

• Firstly, thank them for raising the question. Encourage your client to speak with you and express their worries upfront. 
• Find out what motivates the question. Ask why a question is being asked if it appears pointless or strange. Perhaps the client possesses knowledge that you are unaware of. You will also have extra time to consider your response as a result.
• Put it on the table for later. Inform the customer that you will investigate and get back to them if you are unsure of the response. Give your client a timeframe during which they can anticipate receiving your response.  

Establishing objectives and having a well-thought-out plan to reach them are the first steps in producing an effective project presentation. It also calls for effective delivery, careful attention to design, and the creation of captivating content.  

A strong pitch deck that explains the specifics of your idea and its potential for success is essential if you want to seal those transactions. Using a user-friendly project presentation program such as SlideUpLift can be a game changer. 

The ideal design tool for producing eye-catching and captivating project presentations is something SlideUpLift specializes in.  You can use various features and tools with SlideUpLift to assist you in achieving your ideas for your projects.  

To help your presentation succeed, SlideUpLift offers hundreds of presentation templates , graphic components, font styles, data visualization tools, and pre-installed stock photos and videos.  

You now have all the advice and resources you need to ace the project presentations for the future. With the presentation templates from SlideUpLift, get tips and tricks on standing out when presenting, go ahead and amaze your audience!

How do I effectively present my project?

To present your project effectively, focus on clear communication, use visuals, and tailor your message to your audience’s level of understanding.

How can I present my project as a project manager?

As a project manager, presenting a project involves clear communication of goals, methodologies, and outcomes while addressing potential risks and solutions.

What are the best ways to present a project?

The best ways to present a project include engaging visuals, storytelling, and addressing key points such as objectives, timelines, and potential challenges.

Are there templates for project management presentations?

Several platforms, including SlideUpLift, offer templates specifically designed for project manager presentations .

What are effective ways to present my project to clients?

Effective ways to present your project to clients include emphasizing value, addressing their specific concerns, and showcasing project outcomes.

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Project Presentation Template

Outline all your key project information with a visually-appealing design to encourage buy-in from investors and get everyone on the same page.

Trusted by 65M+ users and leading companies

About the Project Presentation Template

Our customizable and professional presentation template helps you plan your upcoming project presentation for clients, investors, and stakeholders. Using our modern design, you can create a stunning presentation that outlines all your key project information. 

To create your presentation, you can customize our existing decks to suit your target audience. Add or remove slides, change their order, and upload your company brand assets to create a professional and effective project presentation. 

What is a project presentation? 

A project proposal presentation (sometimes known as a project kickoff presentation) provides an overview of an upcoming project. The purpose of the presentation is to update clients, investors, key stakeholders, and team members on your project plans. You’ll discuss changes and improvements delivered by the project and get approval to launch. 

The aim is to get everyone on the same page. Investors and shareholders will understand why you’re running the project, and your project team will understand what they need to do to make it happen. 

Tips for making the perfect project presentation 

Creating a successful and engaging project presentation is easier said than done. Here are some tips to get you on the right track. 

Use a professional template. Save time and create a professional, visually-appealing presentation with a Project Presentation Template. Creating one from scratch will be more time-consuming, and it might not look as striking or professional as a ready-made template. 

Present the problem. Be clear about why you want to launch this project. Is it to solve a customer problem? Or maybe to improve an internal process? Whatever it is, clearly present the problem and show how your project will fix it. 

Clearly communicate your project goals. Everyone needs to know what you want to achieve with your project, so be sure to clearly outline what your goals will be and how you plan to measure them. Take a look at the SMART goals framework to help with this. It’ll also show stakeholders and investors what the project will do for the business (which can help get buy-in and approval to launch). 

Break down your project plan. Show everyone what’s involved in the project by clearly breaking down your project plan. You don’t need to outline every single detail, just the key milestones and the top-level plan. A Scope of Work Template can also help you outline this information. 

Keep slides short. If you go into too much detail in your slides, you risk standing in front of your audience and reading off the screen. To improve your presentation delivery and keep your audience engaged, only include the top-level, necessary information on all your slides. 

Use quality visuals and presentation tools. Give stakeholders, clients, and investors a good impression by using high-quality visual elements to create a clean and professional design. For example, only use high-quality images and keep everything on-brand. Professional presentation tools like Miro will also help you create a well-designed and engaging presentation.

How to create a project presentation with Miro's customizable template 

Use Miro’s digital workspace to organize your thoughts, jot down notes, and share ideas with your project team. When you’re ready to create your presentation, simply select the template and start customizing it to suit your needs. You can add your own color palette, vector icons, and any other graphic elements that you need.  

Our interactive slides (or frames ) can be easily edited. You can add or remove slides and restructure their order in your presentation. All of the slides also have placeholder text, which you can remove to add your own presentation content.

Once you’re ready to present your slides, all you have to do is hop into Presentation Mode . This automatically puts your presentation in fullscreen, and you can move between the slides using the arrow keys.

How do you structure a project presentation? 

Every project presentation is different, so there’s no correct way to structure your presentation . However, there are some common topics that occur in most project presentations: 

High-level information for stakeholders: Your presentation shouldn’t go into too much detail about the specifics of your project. Instead, it should provide top-level information that stakeholders can easily digest — for example, your budget, your return on investment expectation, and your goals. 

Timelines: It’s helpful for your audience to know when you want to start the project and how long it will last. Outline your project timeline so they can see what you plan to do and when you plan to do it (but remember, keep it top-level). 

Deliverables: What will the result be? Tell your audience what your deliverables and outputs will be, so they know what to expect.

Goals: Show your audience how you plan to measure success. As mentioned, take a look at the SMART goals framework to create clear and specific goals.

What do you write in a project presentation?

Your project presentation should outline the top-level information about your upcoming project. This includes the problem you’re trying to solve, your budget, the project timeline, key deliverables, and your goals.

How do you introduce a project presentation?

Start by telling the audience who you are and what the presentation is about. This means summing up your project presentation in a couple of sentences (ideally, you’ll have this prepared beforehand). Show them an agenda so they know what to expect and give a rough timeline for when the presentation will wrap up.

How can I make a perfect presentation?

It’s hard to say how to create the perfect presentation. What’s perfect for you and your audience might not work for someone else, but any successful presentation is engaging, compelling, and convincing. It takes the audience on a journey, building an emotional connection with them along the way. At the end of the presentation, the audience thoroughly understands what the project entails and why it’s important.

Get started with this template right now.

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Project Summary PowerPoint Templates and Slides

Download Project Summary PowerPoint templates and slides to present your project information to an audience. Our 100% editable project summary slides for PowerPoint and Google Slides can be used by project managers and business professionals to create stunning project planning presentations.

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Using the project summary reports and slides, individuals can quickly present and deliver information to an audience about the project to be working on, explain the objectives of the project and the project status. The project summary templates can also describe valuable information about the team working on a specific project and are essential slides in a project planning PowerPoint presentation.

Using our 100% editable project summary slides, you can create stunning project summary presentations or business plans with all the important information about the project.

Project summaries can vary in layout or colors, but essentially it must include information about the project, a brief description, the team members and the project’s current status.

Using the 100% editable templates for project plans, project managers can maintain the project data and present it to stakeholders in a simple and efficient way. Alternatively, project brief templates for PowerPoint can be used to complement with the project summary slides.

What is a project summary?

A project summary is a short brief explaining valuable information about the project. It is normally included as part of an extensive business plan, business proposal or a business report and it helps to give a quick overview of a project.

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Project Summary

Project summary presentation, premium google slides theme and powerpoint template.

Is your company embarking on their biggest journey ever? Perhaps the most ambitious project in their history? We're sure it will be very difficult to be aware of all the details, including the smaller ones. What you really need now is a summary! To start working on it right away, you just need the help of this editable template. It's great for creating presentations, and this one will remind you of a notebook, kind of. It has markers on the right side, to which you could add hyperlinks if you wish to jump to a certain part of the slideshow.

Features of this template

• 100% editable and easy to modify
• 35 different slides to impress your audience
• Contains easy-to-edit graphics such as graphs, maps, tables, timelines and mockups
• Includes 500+ icons and Flaticon’s extension for customizing your slides
• Designed to be used in Google Slides and Microsoft PowerPoint
• 16:9 widescreen format suitable for all types of screens
• Includes information about fonts, colors, and credits of the resources used

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Project Overview

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Product details

A project overview, sometimes referred to as a project summary, is a tool that allows you to plan out all the details of the project. Typically done before the project begins, the project overview is the master blueprint for the project as a whole.

In addition to it being important at the beginning of the project, it is also extremely helpful throughout the project. While the project is in progress, the project overview makes for a great reference point for anyone struggling with the details.

A project overview is a database for all the details of the project, and every project should have its own overview. Of course, every project manager may have a different reason for using a project overview. No matter what industry you are in, or how you like to run things, overviews can be adapted fairly easily. 

A good project overview will answer questions and give clear definitions, resources, and points of interest. You should be very clear about what methodology will be used and the goals you aim to accomplish.

A timeline wouldn’t be complete without important dates and times. In your project overview, you should make it super clear when tasks need to be done. If plans change in the middle of the project, make sure everyone is aware and understands what is to be expected of them after the edit.

In a perfect project overview, there will be a highly detailed timeline that allows each member of the team to see what they need to be doing. As tasks come and go, you’ll want to delegate each task accordingly. 

Organization is a vital skill in project management. This skill shines through especially when you’re writing up the project overview. As the project is laid out in front of you and ultimately in front of your team, you should organize the information in the order in which you expect it to unfold.

You have to be very careful when creating a project timeline. You don’t want to make it too complicated, but you certainly don’t want to miss anything, either. The key is to condense and simplify information so that those who are viewing the overview will be able to quickly find what they need.

This template will primarily be useful to project managers. You can use the slides in this template when preparing information about the progress of the project and present data on the key indicators of the project.

Also, this template will be useful for startup leaders in preparing information about the implementation of a startup implementation plan. Team leaders can use this template for weekly sprints with the development team.

Project Overview is a professional and modern template that contains four stylish and fully editable slides. You can change the type and size of the font, color and position of the infographic yourself. This template will be useful for project managers, startups, company executives, business coaches. Project Overview template will complement your old presentations and will be a worthy addition to your collection of professional presentations.

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How to Create the Perfect Project Overview

Project managers want to see the big picture and organize what needs to be done before going ahead with any project. For that reason, we create project overviews.

A project overview can make or break a project, so in this article, we will be introducing how to create great project overviews with ScrumGenius.

What Is A Project Overview?

A project overview should “paint a picture” of the entire project in the minds of the project managers. It should establish the framework such that the rest of the project has a frame for reference. This planning tool is not only helpful at the beginning but also throughout the project for teams struggling with the project details.

A project overview should be easily skimmable, with concise information organized into clear sections. Team members should be able to find the information they are looking for in a short timeframe. Nowadays, digital project overviews have replaced whiteboard ones, as teams are becoming increasingly dispersed globally.

With ScrumGenius, you can create simple project overview templates in under a minute and send them through your preferred chat platform for work, including Microsoft Teams, Slack and Webex Teams. Instead of manually having to  remind your direct reports , ScrumGenius does that menial task for you.

Why Should You Use Project Overviews?

Project overviews:

• Simplify large chunks of information.
• Make it easy to check the progress of current projects.
• Provide a visual representation of the project such that desired information can be easily found.
• Mean changes to project overviews can be made easily and disseminated to members.

How To Create Perfect Project Overview Templates

#1. understand the scope of your project..

Your project overview should answer these questions and educate your team and clients on the project logistics, and other related information.

This includes your:

• Major deliverables
• Project status
• Project timelines
• Major deadlines
• Project team members and respective roles
• How and when should feedback be given on deliverables, etc.

#2. Conduct extensive research on the unknowns.

Know all your facts before crafting your project overview. Look into all related documents, understand the minute details, and ask questions before committing to the project. At this stage, you should possess a thorough understanding of:

• Project goals
• Clients' needs and expectations
• Client's team and decision-making processes

#3. Clarify doubts with clients.

Set aside time with your client to clarify doubts and difficult questions regarding their processes, organizational politics, risks, and finances involved, etc. Being transparent will foster a more positive relationship with the client.

Moreover, clarifying the difficult questions at the beginning conveys the message that your team can handle difficult personalities or situations. Also, it shows that you care very much about the success of the project from the start.

Some general doubts to clarify if the situation applies include:

• Who is the owner of the project?
• Are there any additional stakeholder interests that we need to consider? (Eg: A president of another company, investor, etc.)
• Will there be any instances where you'll need us to present the project status to the main personnel involved? (Eg: Board meetings, Inter-company meetings, etc.)
• Is there a preferred mode of communication?

#4. Embark on your project overview.

With the answers to your recent questions, relate them back to your project goals. Think of the tasks outlined in the project scope and come up with a project outline draft. You do not need to be too detailed in this first outline, but it should include:

• Deliverables and related tasks
• List of assumptions made when drafting the plan
• Possible resources needed to accomplish the tasks
• Timeframes associated with the major tasks
• Work breakdown structure

#5. Communicate with your team to ensure everyone is on the same page.

Share the first drafted outline with your team and seek their feedback and thoughts. This allows you to review your project outline and evaluate its feasibility. Run ideas through the team and be open to various opinions. This gets everyone to think about the project together and builds trust.

#6. Schedule the full project outline

Once you have all the information ready, it's time to put together your full project schedule with ScrumGenius ! Ensure that your project overview template is as simple as can be. It should be straightforward and easy to read.

Here are some features your full project outline should have:

• All basic project information: Client name, project name, delivery date, etc.
• Major deliverables split into sections, subsequent tasks with the corresponding team responsible for it.
• Project dependencies.

With ScrumGenius, individuals can be assigned to different report types and give the status of each project task. This eliminates the confusion amongst teams on who is responsible for what task.

#7. Execute, publish, and share your plan with the team.

ScrumGenius gives you the ability to easily connect with other popular project management tools like Asana, Github, etc. that your teams may already be using. Therefore, creating your project outline is very convenient.

Get a team member to review your project outline before sending it over to your clients. Look out for minor errors such as incorrect dates, or resource allocations. The final check will give you peace of mind before the outline handover.

Explain the project outline in your team meetings and ensure that everyone has read through it. This helps to put everyone on the same page and is clear of the project requirements before embarking on the project.

It would also be great to review the full project outline with the client such that they understand the process and assure you that nothing has been left out. Again, this shows that you care to establish good project planning standards.

How else can you use ScrumGenius with your project overview templates?

ScrumGenius offers many tools to complement your project overview process and project management in general:

• Goal and blocker training
• Reduce time wasted in long meetings with automation

ScrumGenius has effectively helped many companies with conducting project overviews and improving workflow efficiency.

Here are some examples:

New Zealand's Regional Government, Waikato Council

The problem Waikato Council had was the lack of central meeting space that made communication among members difficult. Members were left with uneven knowledge bases as not everyone could attend the same meetings. Meetings were lengthy and usually side-tracked with the previous day's tasks.

ScrumGenius acted as the centralized platform for employees to share and record information, allowing for easier communication between people situated in different places. As such, meeting times have been reduced by 300%, and with 90% less email clutter, employees can now connect better.

The issue TrueBlue had was the inefficiency in their communication processes within the different teams. This includes off-site teams around the world where time zone differences are a major contributor to wasted time during the workday. The manager in charge had to manually collect everyone's stand-ups and send them to the director daily, which was time-consuming and inefficient.

ScrumGenius allowed the manager in charge to review her team's reports before their daily stand-up meetings, so less time is wasted and meetings can be more discussion- and action-oriented. No one needs to take notes or set up meetings anymore. These were major project management improvements that allowed them to make the organization's work processes more efficient.

For the offshore teams, they simply report their blockers and weekly accomplishments in their own time zones, saving her tons of time. Members are also given weekly records to review, allowing them to identify patterns or problems that get in the way of productivity, creating a much more efficient workflow.

Accountability was the main issue for the fellowship team at MaxGala as they have both paid staff and volunteers. The manager had to send hundreds of emails to follow up with his staff, and he felt as if he was micromanaging his team.

ScrumGenius removed the need to verbally “catch up” on the previous day's tasks, allowing them to discuss the things that matter most. As ScrumGenius is compatible with platforms such as Slack and Notion, the team's transition felt seamless.

Now, stand-up meeting times have been drastically reduced, and with a digital record of completed tasks and future projects, the team is clearer about what needs to be done. Hence, the need for follow-up emailing has also been reduced.

Try ScrumGenius today!

ScrumGenius has effectively helped many companies with conducting their project overviews. How about jumping on the bandwagon today?

ScrumGenius offers a centralized platform for stand-up and information collection. Information can easily be displayed to multiple teams at the same time, ensuring everyone is kept updated. Hence, instead of having to say everything, action items can be discussed immediately to facilitate more effective meetings.

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Free PowerPoint Project Management Templates

By Kate Eby | August 7, 2023

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We’ve compiled a comprehensive collection of free PowerPoint project management templates for project managers, project sponsors, team members, and other stakeholders to strategize, track progress, and present key project information.

Included on this page, you’ll find a PowerPoint project timeline template , a PowerPoint project dashboard template , a PowerPoint project status report template , a PowerPoint project charter template , and a PowerPoint project kickoff template , and more.

PowerPoint Gantt Chart Template

Download the Gantt Chart Template for PowerPoint

Use this visually rich PowerPoint Gantt chart project template to monitor the progress of project tasks over time. This template is an excellent project-tracking tool, displaying the start and end dates of each project task along with their dependencies. By offering a timeline layout with color-coded bars for project tasks, the Gantt chart template simplifies project planning and delivers a clear, presentation-ready overview of the project schedule.

See this collection of free PowerPoint Gantt chart templates to discover more tools and optimize your project planning and timeline management.

PowerPoint Project Timeline Template

Download the Project Timeline Template for PowerPoint

Successful project management entails not only managing deliverables, scopes, budgets, and resources but also planning and monitoring project timelines. Use this free, editable project timeline template as a tracking tool to visualize the progress of your project tasks over time. It offers customizable slides for detailing project tasks, durations, and milestones, creating a visually appealing timeline. Due to its adaptable and user-friendly design, this customizable template allows you to modify your timeline as the project evolves, ensuring precise tracking and efficient project management.

For more timeline-focused templates, see these free PowerPoint project timeline templates . For more information about making PowerPoint timelines from scratch, read this guide to making a timeline in PowerPoint .

PowerPoint Project Dashboard Template

Download the Project Dashboard Template for PowerPoint

Present your project management plan and progress using this visually rich project dashboard template for PowerPoint. This free, customizable tool includes pre-designed slides to create captivating project timelines, statuses, priorities, and budgets. Its editable features allow you to adjust the timeline's layout, colors, and content to suit your specific project needs. With this template, creating professional project timelines that clearly communicate milestones and deadlines becomes seamless.

PowerPoint Project Status Report Template

Download the Project Status Report Template for PowerPoint  

Clearly communicate your project’s status with this free, editable project status report template for PowerPoint. It features customizable slides where you can input key project details, such as progress, milestones, risks, and upcoming tasks. By using this template, you can easily create professional status reports that effectively communicate project updates and keep stakeholders informed about a project's progress and challenges.

PowerPoint Project Charter Template

Download the Project Charter Template for PowerPoint

This PowerPoint project charter template is a free, editable tool designed for drafting project charters that outline a project's objectives, scope, and stakeholders. It offers customizable slides where you can input essential information, such as project goals, deliverables, timelines, and team roles. By using this template, you can efficiently develop thorough project charters that provide clarity and understanding among project members and stakeholders.

PowerPoint Project Kickoff Presentation Template

Download the Project Kickoff Presentation Template for PowerPoint

This PowerPoint project kickoff presentation template helps you create engaging presentations for kickoff meetings. It includes customizable slides for presenting project objectives, deliverables, timelines, team introductions, and communication strategies. With this free, editable template, you can easily tailor the content, visuals, and layout to fit your project’s needs, ensuring a well-structured and visually dynamic presentation to kick off your project effectively.

PowerPoint Project Workflow Template

Download the Project Workflow Template for PowerPoint  

Use this free project workflow template for PowerPoint to visualize and document your project’s sequence of tasks and activities. This free, editable tool includes customizable slides where you can input process steps, dependencies, responsible parties, and timelines. With this template, you can create a clear and organized visual of the project workflow, promoting smooth collaboration, identifying bottlenecks, and enhancing project effectiveness. 

Download one of these free PowerPoint workflow templates to help ensure your project team is on track.

PowerPoint RACI Matrix Template

Download the RACI Matrix Template for PowerPoint

Present your team member’s roles and clarify your project responsibilities effortlessly with this RACI matrix template for PowerPoint. This customizable tool provides slides where you can input tasks, project phases, and roles, specifying who is responsible, accountable, consulted, and informed (RACI). By using this free, editable template, you can create a clear RACI matrix visualization that enhances delegation, collaboration, and decision-making throughout the project lifecycle.

PowerPoint Project Post-Mortem Template

Download the Project Post-Mortem Template for PowerPoint  

Proactively engage project stakeholders with this free, editable project post-mortem template for PowerPoint. This tool helps you and your team evaluate and reflect upon a project’s outcomes and lessons learned. This template features customizable slides where you can document project achievements, challenges, best practices, and improvement areas. With this template, you can craft a comprehensive post-mortem analysis that facilitates knowledge exchange, informed future project planning, and continuous improvement within your organization.

PowerPoint Project Summary Template

Download the Project Summary Template for PowerPoint

Use this PowerPoint project summary template to provide a concise overview of a project's key details, outcomes, and impacts. This dynamic, editable template consists of customizable slides where you can input project highlights, objectives achieved, key performance indicators, and key takeaways. By using this free template, you can design a striking and informative summary that effectively communicates the project's successes, lessons learned, and future recommendations for stakeholders and decision-makers.

PowerPoint Project Roadmap Template

Download the Project Roadmap Template for PowerPoint

This free project roadmap template for PowerPoint helps you visually depict your project’s strategic direction and timeline. This fully editable template includes customizable slides where you can input project tasks, phases, milestones, goals, key activities, and timelines. Try this template to create a clear and engaging roadmap that communicates the project's overall plan, progress, and key deliverables to stakeholders and team members.

PowerPoint SWOT Analysis Template

Download the SWOT Analysis Template for PowerPoint

Use this SWOT analysis template for PowerPoint to assess a project or organization's strengths, weaknesses, opportunities, and threats (SWOT). The template offers customizable slides where you can input relevant factors and analyze them within a structured framework. With this editable template, you can create a visually compelling analysis that facilitates strategic decision-making and identifies areas for improvement or potential expansion.

Find more resources to help you perform SWOT analysis, view our collection of 10 free SWOT analysis templates for PowerPoint .

Get the Most Out of Your Projects with Smartsheet

From simple task management and project planning to complex resource and portfolio management, Smartsheet helps you improve collaboration and increase work velocity -- empowering you to get more done. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

Discover a better way to streamline workflows and eliminate silos for good.