What Are Goal-Setting Strategies?

When teams move from vague ambitions to clearly defined outcomes, they rely on goal-setting strategies to guide planning and execution. A goal-setting strategy provides a structured way to define objectives, measure progress and coordinate work across people and timelines. Instead of relying on intuition, teams use a goal-setting strategy to translate priorities into measurable targets, milestones and actionable plans.

Once goals are defined, teams need tools to plan the work and track progress. ProjectManager is an award-winning project management software that helps turn goal-setting strategies into executable plans by organizing tasks, building project timelines and monitoring progress in real time. Teams can track milestones, manage resources and visualize progress through dashboards and Gantt charts, ensuring their goals stay aligned with schedules, budgets and priorities. Get started for free today.

When to Use Goal-Setting Strategies

Whether planning a project timeline, launching a new initiative or improving team performance, goal-setting strategies provide the structure needed to turn priorities into measurable objectives. Managers, professionals and organizations use these frameworks whenever goals must be clearly defined, progress must be tracked and teams must stay aligned around shared outcomes.

Here are some common scenarios for the use of goal-setting strategies.

• Project planning environments where managers must translate high-level business objectives into measurable project goals, milestones and deliverables within a defined project timeline.
• Performance management programs where employees and supervisors align individual objectives with organizational priorities, ensuring work contributes directly to strategic outcomes.
• Strategic planning sessions in which leadership teams establish long-term objectives and define measurable performance targets that guide company initiatives.
• Product development roadmaps where teams define launch goals, development milestones and performance metrics that track progress toward release targets.
• Sales and marketing planning processes where revenue targets, campaign goals and performance metrics must be clearly defined and monitored.
• Personal productivity systems used by professionals who want to structure priorities, track progress and stay focused on meaningful outcomes.
• Operational improvement initiatives where departments set measurable efficiency targets, cost reduction goals or quality benchmarks to guide continuous improvement.

15 Goal-Setting Strategies for Individuals and Teams

We’ve gathered the most widely used goal-setting strategies for individuals and teams across industries, we hope they’re helpful for you or your team.

1. SMART Goals

Among the most widely recognized goal-setting strategies, SMART goals help teams transform broad objectives into clearly structured targets. The framework requires goals to be specific, measurable, achievable, relevant and time-bound. By applying these criteria, teams ensure project goals include defined outcomes, measurable metrics and a clear project timeline, which makes progress easier to monitor and manage.

Across industries, SMART goals appear most often in project planning, performance management and strategic execution. Managers use this goal-setting strategy when defining project milestones, performance targets or operational objectives that must be tracked over time. Because the structure emphasizes measurable outcomes and deadlines, SMART goals are especially useful when progress must be monitored regularly.

• Clarifies project objectives by turning broad intentions into measurable targets that teams can realistically plan around.
• Improves project planning because clearly defined outcomes make it easier to structure milestones and timelines.
• Helps teams track progress using performance metrics instead of relying on subjective assessments.
• Encourages accountability by assigning specific results and deadlines to individuals or project teams.
• Supports better decision-making because measurable goals reveal whether strategies and action plans are working.

2. OKRs (Objectives and Key Results)

OKRs are a goal-setting strategy that connects ambitious objectives with measurable results that prove progress. Teams define a qualitative objective describing what they want to achieve, then attach several key results that measure success. Because each key result must be quantifiable, OKRs make it easier to track performance, evaluate execution and align day-to-day work with strategic priorities.

Fast-growing organizations and technology companies frequently rely on this goal-setting strategy when aligning teams around quarterly priorities. Leadership sets high-level objectives while departments define measurable key results that support them. Product teams, marketing departments and operations groups commonly use OKRs to coordinate initiatives, monitor performance metrics and keep execution aligned with strategic goals.

• Aligns departments around shared objectives so teams understand how their work supports company strategy.
• Creates measurable progress indicators through key results that track outcomes rather than activity.
• Encourages ambitious thinking by allowing teams to pursue challenging objectives with measurable benchmarks.
• Improves transparency because teams can easily see which objectives are progressing and which need attention.
• Strengthens accountability by linking strategic priorities to clear performance metrics and measurable results.

3. CLEAR Goals

Designed for collaborative and adaptive work environments, CLEAR goals represent a goal-setting strategy that prioritizes flexibility and team engagement. The acronym stands for collaborative, limited, emotional, appreciable and refinable. Instead of focusing strictly on rigid targets, CLEAR goals emphasize teamwork, manageable progress and continuous adjustment as projects evolve.

Agile teams and cross-functional project groups often adopt this goal-setting strategy when work requires collaboration and frequent adjustments. Because CLEAR goals can be refined as circumstances change, they are commonly used in product development, innovation projects and environments where teams must adapt quickly to feedback, evolving priorities and new project constraints.

• Encourages collaboration by ensuring goals are shared across teams rather than owned by individuals.
• Keeps objectives manageable by breaking complex outcomes into smaller, achievable milestones.
• Builds motivation by connecting goals to meaningful outcomes that teams genuinely care about.
• Supports adaptability because teams can refine goals as project conditions or priorities change.
• Improves engagement since collaborative goals strengthen alignment and commitment among team members.

4. HARD Goals

Another goal-setting strategy designed to strengthen motivation is the HARD goals framework. The acronym stands for heartfelt, animated, required and difficult. Instead of focusing only on measurable targets, this approach emphasizes emotional commitment and meaningful outcomes. When teams care deeply about an objective, they are more likely to push through challenges and maintain momentum during demanding projects.

Leadership teams, entrepreneurs and innovation-driven organizations often rely on this goal-setting strategy when pursuing ambitious initiatives. Because HARD goals emphasize emotional investment and challenging outcomes, they frequently appear in transformation projects, startup environments and high-growth companies where teams must stay motivated while tackling complex objectives and uncertain project timelines.

• Strengthens motivation because goals connect directly to meaningful outcomes that people genuinely care about achieving.
• Encourages teams to pursue ambitious objectives that push performance beyond routine operational targets.
• Builds resilience by preparing teams mentally for difficult work and long project timelines.
• Improves commitment because emotionally meaningful goals create stronger ownership across project teams.
• Helps leaders inspire teams by framing goals around purpose instead of only metrics.

5. WOOP

WOOP is a goal-setting strategy developed from psychological research on motivation and behavior change. The framework stands for wish, outcome, obstacle and plan. Instead of focusing only on desired results, this method forces teams or individuals to identify likely obstacles and define practical responses before work begins, improving preparation and execution.

Professionals often apply this goal-setting strategy when planning personal development goals, productivity improvements or small project initiatives. Coaches, managers and individuals use WOOP during planning sessions to identify potential barriers early, which helps teams create realistic action plans and maintain progress when challenges inevitably appear during project execution.

• Improves planning by identifying likely obstacles before work begins instead of reacting later.
• Encourages realistic expectations by forcing teams to confront potential risks and limitations early.
• Strengthens problem-solving because teams already prepare responses to common project challenges.
• Supports personal productivity by linking goals with practical action plans and contingency thinking.
• Helps teams maintain momentum because obstacles are anticipated rather than becoming unexpected disruptions.

6. Locke & Latham Goal-Setting Theory

In many workplaces, the foundation of modern goal-setting strategies comes from Locke and Latham’s goal-setting theory. The approach shows that people perform better when goals are specific, challenging and supported by feedback. Rather than vague expectations, teams work toward clearly defined targets, track progress regularly and stay committed because objectives are meaningful and realistically attainable.

Organizations most often apply this goal-setting strategy in performance management systems and structured project planning. Managers rely on it when defining employee objectives, tracking performance metrics or aligning departmental targets with company strategy. The framework also appears in training programs that teach leaders how to set challenging yet achievable project goals.

• Improves performance because clearly defined and challenging goals push teams to increase focus and effort.
• Encourages consistent feedback cycles that help teams adjust work before small issues become major delays.
• Strengthens commitment since team members understand exactly what results they are responsible for achieving.
• Supports better performance tracking through measurable outcomes instead of vague expectations or assumptions.
• Helps managers design structured goal-setting strategies that align employee performance with strategic priorities.

7. Backward Goal Setting

Instead of starting with tasks, backward goal setting begins with the final outcome and works in reverse to determine the steps required to reach it. This goal-setting strategy identifies the desired result first, then defines milestones, deliverables and actions needed to achieve that result within a defined project timeline.

Project managers frequently apply this goal-setting strategy when planning complex initiatives that involve multiple phases. Construction schedules, product launches and strategic roadmaps often use backward planning to identify milestones and dependencies. Starting with the final objective helps teams clarify what must happen first to reach the ultimate goal.

• Clarifies planning by defining the final objective before identifying milestones and required tasks.
• Improves project scheduling because milestones naturally emerge from the final delivery target.
• Helps teams identify dependencies between activities that affect the project timeline.
• Reduces confusion since everyone understands the final outcome driving the entire action plan.
• Strengthens execution planning by aligning daily tasks with long-term project goals.

8. BHAG (Big Hairy Audacious Goal)

Some organizations rely on extremely ambitious goal-setting strategies to drive long-term growth, and the BHAG framework represents one of the boldest examples. A Big Hairy Audacious Goal is a large, inspiring objective that pushes an organization far beyond incremental improvement. Instead of focusing on short-term performance metrics, this goal-setting strategy emphasizes visionary outcomes that motivate teams for many years.

Executives and founders most often use this goal-setting strategy during strategic planning cycles or when defining long-term organizational direction. BHAGs frequently appear in corporate vision statements, transformation initiatives and growth strategies where leadership wants to inspire teams with a bold destination rather than incremental performance targets or short project milestones.

• Creates strong organizational alignment by giving teams a single ambitious objective that guides long-term strategy.
• Inspires employees because bold goals often generate excitement and emotional commitment across departments.
• Encourages innovation since reaching ambitious objectives requires creative thinking and new problem-solving approaches.
• Provides a clear strategic direction that helps organizations prioritize initiatives and long-term investments.
• Strengthens company culture by rallying teams around a shared mission that feels meaningful and challenging.

9. MBO (Management by Objectives)

Another widely used goal-setting strategy in business environments is Management by Objectives, commonly known as MBO. Introduced by Peter Drucker, this approach focuses on aligning employee goals with organizational priorities. Managers and employees work together to define clear objectives, track measurable progress and evaluate performance based on whether those objectives are achieved.

Many organizations apply this goal-setting strategy within performance management systems and annual planning cycles. Department leaders establish objectives that support company strategy, while employees define individual goals that contribute to those outcomes. The approach is especially common in corporate environments where performance reviews and measurable targets guide employee development.

• Aligns individual employee objectives with broader organizational goals and strategic priorities.
• Improves accountability because each employee clearly understands the outcomes they are responsible for delivering.
• Encourages collaboration between managers and employees during the goal-setting and review process.
• Supports measurable performance evaluation through clearly defined objectives and performance metrics.
• Helps organizations translate strategic priorities into actionable targets across teams and departments.

10. FAST Goals

Unlike traditional goal-setting strategies that rely on static annual objectives, FAST goals focus on visibility, ambition and continuous discussion. The framework stands for frequently discussed, ambitious, specific and transparent. Teams using this goal-setting strategy review progress regularly, adjust priorities when needed and maintain clear visibility into performance metrics, ensuring objectives stay relevant throughout the project timeline.

Modern organizations, especially technology companies and agile teams, commonly adopt this goal-setting strategy when working in fast-changing environments. FAST goals are particularly useful in product development, innovation initiatives and dynamic project planning contexts where priorities evolve quickly and teams need frequent feedback instead of rigid annual goal reviews.

• Encourages frequent progress reviews that keep goals visible and actively managed throughout project execution.
• Promotes transparency by making performance metrics and objectives visible across teams and departments.
• Supports ambitious thinking by encouraging teams to pursue challenging goals instead of conservative targets.
• Improves alignment because regularly discussed goals keep teams focused on shared priorities.
• Helps organizations adapt quickly when priorities shift during complex projects or evolving strategies.

11. GROW Model

The GROW model is a structured goal-setting strategy widely used in coaching and leadership development. The framework guides conversations through four stages: goal, reality, options and will. By examining the current situation and exploring possible actions before committing to a plan, teams and individuals develop clearer objectives and practical action steps.

Managers, mentors and coaches frequently use this goal-setting strategy during performance discussions and development planning sessions. It is especially common in leadership coaching, employee development programs and project retrospectives where teams evaluate current progress, identify improvement opportunities and define clear next steps for future work.

• Encourages structured thinking that helps teams move from vague ideas to clear objectives.
• Improves decision-making by examining the current situation before defining action plans.
• Promotes creative problem-solving by exploring multiple options before choosing a path forward.
• Strengthens accountability because individuals commit to specific actions during the final planning stage.
• Supports leadership development by teaching managers how to guide productive goal-setting conversations.

12. Golden Circle

Rather than starting with tasks or metrics, the Golden Circle is a goal-setting strategy that begins with purpose. Popularized by Simon Sinek, the framework organizes thinking into three layers: why, how and what. Teams first define the reason behind an objective, then determine the approach and finally the measurable outcomes that support the mission.

Organizations most often apply this goal-setting strategy during strategic planning, leadership alignment and brand development initiatives. Executives and founders use it to clarify purpose before defining strategic objectives. Marketing teams, product leaders and innovation groups also rely on the Golden Circle when shaping initiatives that must connect goals with mission.

• Strengthens motivation by linking project goals and strategic objectives to a clear organizational purpose.
• Helps teams prioritize initiatives that truly support the organization’s mission and long-term strategy.
• Improves communication because stakeholders understand the reasoning behind major project objectives.
• Encourages consistent decision-making by aligning daily work with a clearly defined organizational purpose.
• Creates stronger brand and leadership messaging by connecting goals with meaningful organizational values.

13. PACT Goals

Unlike traditional outcome-focused goal-setting strategies, PACT goals emphasize consistent action and progress. The acronym stands for purposeful, actionable, continuous and trackable. Instead of defining a single final target, this goal-setting strategy focuses on behaviors that move work forward over time, helping teams build sustainable momentum across long project timelines.

Professionals often use this goal-setting strategy when managing productivity systems, long-term projects or personal development plans. Because PACT goals prioritize ongoing actions rather than one-time results, they appear frequently in habit-building programs, performance improvement initiatives and project environments where consistent effort drives measurable progress.

• Encourages consistent progress by focusing on repeatable actions rather than one-time results.
• Helps teams maintain momentum throughout long project timelines and complex initiatives.
• Improves accountability because ongoing actions are easier to track and evaluate regularly.
• Supports sustainable performance by emphasizing steady effort instead of short bursts of activity.
• Creates measurable progress indicators that reveal whether consistent work is producing meaningful results.

14. Milestone Goal Setting

Large objectives often become manageable when teams break them into stages, which is exactly how milestone goal setting works as a goal-setting strategy. Instead of focusing only on the final outcome, this approach divides a project into key milestones that represent important progress points. Each milestone marks a measurable step toward completing the overall goal.

Project managers frequently rely on this goal-setting strategy when planning complex initiatives with multiple phases. Construction schedules, product development roadmaps and large operational projects commonly use milestone planning. By structuring goals around milestones, teams gain clearer visibility into project progress and can identify delays before they affect the final delivery date.

• Improves project visibility because milestones provide clear checkpoints within the overall project timeline.
• Helps teams manage complex initiatives by breaking large goals into achievable progress stages.
• Supports better schedule tracking since each milestone represents a measurable project achievement.
• Allows managers to detect delays early and adjust resources before deadlines are threatened.
• Creates stronger team motivation by celebrating progress as milestones are completed.

15. Outcome vs. Process Goals

Different types of objectives require different ways of measuring success, which is why outcome and process goals form a useful goal-setting strategy. Outcome goals focus on the final result, such as reaching revenue targets or completing a project milestone. Process goals concentrate on the actions and behaviors that drive progress toward those outcomes.

Sports coaches, performance managers and project leaders commonly use this goal-setting strategy when balancing results with daily execution. While outcome goals define the destination, process goals guide the behaviors needed to get there. Teams often apply this approach in performance improvement initiatives and operational projects where consistent actions influence measurable outcomes.

• Improves focus by separating controllable actions from final results that may depend on external factors.
• Helps teams maintain motivation because progress can be measured through daily execution habits.
• Encourages disciplined work routines that support long-term performance improvements.
• Reduces frustration when outcomes depend on variables beyond the team’s direct control.
• Strengthens project execution by linking measurable results with consistent operational behaviors.

ProjectManager Is an Award-Winning Project Management Software

ProjectManager offers robust project management features that are ideal for bringing goal-setting strategies to life, such as Gantt charts, task lists, workload management charts, timesheets and real-time dashboards and reports. In addition to that, it’s also equipped with AI project insights, online team collaboration features and unlimited file storage that further help project managers ensure nothing falls through the cracks. Watch the video to learn more!

If you need a tool to help you manage projects from start to finish, then signup for our software now at ProjectManager. Our online software can help project managers plan, track and oversee projects as they unfold. Sign up for a free 30-day trial today!

The post 15 Goal-Setting Strategies for Individuals and Teams appeared first on ProjectManager.

Everyone must work, but for many of us, that job isn’t just a paycheck; it’s an opportunity to express ourselves and make something better. Entrepreneurs and go-getters often feel as if they carry the weight of an entire organization on their backs, and therefore could always use a little extra motivation.

To all the entrepreneurs and go-getters out there, these 60 inspiring business quotes are for you. Now, get out there and change the world—one project at a time!

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And now, without further ado, the best business quotes to motivate you to greater success!

Small Business Quotes

Whether you’re a small business or an enterprise company, you can gain inspiration from this list.

1. “Start where you are. Use what you have. Do what you can.” – Arthur Ashe

Arthur Ashe understands a challenge. The tennis champ is the only black man to win the singles titles at Wimbledon, the US Open and the Australian Open. He was ranked number one in the world, but that didn’t come easy. On top of the mastery of the sport and all the physical and mental work required to get there, he had to deal with prejudice, which makes his quote all the more powerful and humble.

2. “Success is not final; failure is not fatal: it is the courage to continue that counts.” – Winston Churchill

Small business quotes aren’t always the most upbeat. Churchill led Britain through one of its darkest periods. With enemies threatening to advance across the English Channel, bombing London daily, the pressure to survive was paramount. But Churchill, like any entrepreneur worth their salt, understood that failure was part of the process. One learned from their mistakes, and the greatest lesson was that there was always another day to fight on.

3. “The secret of change is to focus all of your energy not on fighting the old but on building the new.” – Socrates

The great Greek philosopher was known for questioning the status quo and getting killed for it. But Plato wrote Socrates’ dialogues shortly after his death and his Influence lives on in Western society to this day. Even as pragmatic a discipline as business can learn from him. This small business quote encourages you to forge forward, don’t look back.

4. “Success seems to be connected with action. Successful people keep moving. They make mistakes, but they don’t quit.” – Conrad Hilton

When one’s last name is a globally recognized brand, it’s good to listen to what they have to say, especially as a small business quote. This hospitality king and hotel owner knows a thing or two about surviving in a competitive business environment. Action does speak louder than words, though, and mistakes are always part of the equation. But it’ll never be solved if you quit.

5. “When you innovate, you’ve got to be prepared for people telling you that you are nuts.” – Larry Ellison

The founder of Oracle was onto something with this small business quote. Innovation, regardless of your field, will initially feel uncomfortable at first. As time goes on and you find more success, those who were initially doubters will come around and support you.

6. “It’s not whether you get knocked down, it’s whether you get up.” – Vince Lombardi

This classic small business quote reminds entrepreneurs that setbacks are part of the journey. For business owners working to grow in competitive markets, resilience is essential—getting back up after challenges builds strength, fosters learning and positions your company to weather future storms.

7. “Play by the rules, but be ferocious.” – Phil Knight

The brand that gave us “Just do it!” qualifies that tagline, which always felt a bit broad, to include boundaries. You can’t “just do it” without regard to the rules, as Knight clearly states in this small business quote. Those rules are what level the playing field and protect fair competition. But rules have nothing to do with the passion with which you play within them.

8. “Business opportunities are like buses, there’s always another one coming.” – Richard Branson

Branson’s Virgin has proven that from record labels to airlines, where there is a will, there is a way. The door isn’t always open, but sometimes it’s ajar or the key is on the floor. All you must do is pick it up and turn the lock. Basically, the right environment for success ebbs and flows, but a keen businessperson is never passive. Small business quotes like this one stay with you.

Related: Free Small Business Plan Template

9. “Starting in business is like getting married…there is really no good time and no bad time. The time is now. ” – E. Joseph Cossman

As a small business quote, this insight highlights that waiting for perfect conditions often halts progress. For new founders, action — even imperfect action — is the spark that gets momentum moving and creates opportunities that never would have appeared otherwise.

10. “Every problem is a gift—without problems we would not grow.” – Anthony Robbins

The idea that one can go through life without conflict or issues arising is unrealistic. Some might dream of a frictionless ride through the world as the ideal journey, but without some form of pushback, growth is impossible. It is these problems that we face that build our character, engage our creativity and build humility.

Related: 10 Conflict Resolution Strategies That Actually Work

11. “You only have to do a few things right in your life so long as you don’t do too many things wrong.” – Warren Buffett

The idea of right and wrong is a construct, of course, and it might feel overly simplistic to suggest that making the right choices will smooth the path forward. But the famous investor is merely noting with this small business quote that avoiding a wrong decision is as important as making the right one. Avoiding bad decisions is aided, of course, by careful planning.

12. “The best way to predict the future is to create it.” – Peter Drucker

Drucker’s wisdom in this inspirational business quote reminds leaders and teams that the future isn’t something you wait for — it’s something you build. Setting strategy today shapes tomorrow’s outcomes, rather than leaving success to chance.

13. “Never give up. Today is hard, tomorrow will be worse, but the day after tomorrow will be sunshine.” – Jack Ma

Inspirational small business quotes like this show that persistence is key. Just ask Jack Ma, the founder of Alibaba. Entrepreneurship is full of ups and downs. Jack Ma emphasizes perseverance, encouraging teams to push through short-term struggles to achieve long-term success.

14. “Never give up. Today is hard, tomorrow will be worse, but the day after tomorrow will be sunshine.” – Jack Ma

This inspirational business quote shows that persistence is key. Just ask Jack Ma, the founder of Alibaba. Entrepreneurship is full of ups and downs. Jack Ma emphasizes perseverance, encouraging teams to push through short-term struggles to achieve long-term success.

15. “Success usually comes to those who are too busy to be looking for it.” – Henry David Thoreau

Philosopher, naturalist, essayist, etc.—Thoreau knew a thing or two about productivity. He wisely saw that those who are seeking success are more likely romanticizing the idea and not doing the hard, practical work necessary to achieve it.

16. “Your most unhappy customers are your greatest source of learning.” – Bill Gates

Feedback, especially negative, is a goldmine for improvement. This inspirational business quote highlights the importance of listening to customers to refine products, services and processes.

17. “Great things in business are never done by one person. They’re done by a team of people.” – Steve Jobs

Successful organizations aren’t built on solo effort alone; they thrive when every team member contributes their unique skills toward a common vision. This is a powerful small business quote about collaboration and shared ownership.

18. “And the day came when the risk to remain tight in a bud was more painful than the risk it took to blossom.” – Anaïs Nin

Nin was no stranger to the creative act. As a writer, she had to take pen to paper or her stories would remain phantoms in her mind. It is safer to keep these ideas to oneself. There’s no rejection or criticism that way, but there’s also no way to hone one’s skills and produce something of value.

19. “If people are not laughing at your goals, your goals are too small.” – Azim Premji

Ambitious goals drive innovation and growth. Premji encourages thinking big in this small business quote, reminding leaders that bold objectives inspire creativity and push boundaries. Small business quotes like this inspire teams to aim high, set ambitious goals, and push beyond conventional limits.

20. “When everything seems to be going against you, remember that the airplane takes off against the wind, not with it.” – Henry Ford

This analogy teaches that adversity can propel progress. Obstacles don’t always slow you down—they can build momentum and resilience that power breakthroughs in leadership and innovation.

Inspirational Business Quotes

Need a little bit of inspiration to achieve your best work yet? Leverage these quotes and share them with your team members.

21. “There’s no shortage of remarkable ideas, what’s missing is the will to execute them.” – Seth Godin

Writer and former dotcom businessman, Godin is saying in this inspirational business quote that talk is cheap, but in a nicer way. Yes, ideas are a dime a dozen, but the real meat on those bones comes from trying to realize them. It is only then that the problems show up and the real work of resolving them starts.

Related: 10 Strategies for Successful Project Execution

22.”If people are not laughing at your goals, your goals are too small.” – Azim Premji

Inspirational business quotes don’t always have to be serious. Ambitious goals drive innovation and growth. Premji encourages thinking big, reminding leaders that bold objectives inspire creativity and push boundaries.

23. “I owe my success to having listened respectfully to the very best advice, and then going away and doing the exact opposite.” – G.K. Chesterton

Chesterton, a writer of paradoxical stories, is the contrarian on our list. He speaks for the pig-headed and visionary alike. Sometimes one must buck the conventional wisdom. The hard part is knowing whether you’re acting out of conviction for your ideals or if you’re just being deluded by ego.

24. “Risk comes from not knowing what you’re doing.” – Warren Buffet

In business, risk is inevitable, but mismanaged risk is preventable. Warren Buffett reminds us that preparation, research, and knowledge reduce uncertainty. Leaders who understand their markets, processes and data can make calculated decisions rather than leaving outcomes to chance. Awareness and planning turn risk into opportunity.

25. “I don’t know the word ‘quit.’ Either I never did, or I have abolished it.” – Susan Butcher

She’s not being literal, but rather exaggerating to make a point in this inspirational business quote. There comes a time in everyone’s life when the idea of just throwing in the towel is attractive. You’re exhausted. The obstacles feel insurmountable. But those who can reject the idea of quitting and tap an unforeseen reservoir are usually those who cross the finish line.

26. “What do you need to start a business? Know your product, know your customer, and have a burning desire to succeed.” – Dave Thomas

This inspirational business quote emphasizes practical readiness and inner drive. Success rarely happens by accident; it comes from understanding your value, knowing who you serve, and fueling every effort with passion and focus.

27. “Far and away the best prize that life offers is the chance to work hard at work worth doing.” – Theodore Roosevelt

People get caught up in the product and forget the worth of anything that lies in the process. Win or lose, it’s the fact that you tried, with all you could offer, to do the best at something you feel is of value. That alone is rewarding.

28. “If you really look closely, most overnight successes took a long time.” – Steve Jobs

We only see the success after it’s been reached. Like a tree that reaches the clouds, the roots that hold it up are invisible. They’re beneath the ground, having spent years digging through the hard ground to stabilize and feed the tree’s growth. It is also so with business.

29. “Almost everything worthwhile carries with it some sort of risk, whether it’s starting a new business, whether it’s leaving home, whether it’s getting married, or whether it’s flying into space.” – Chris Hadfield

True, but not all risks are created equally. Going into space feels like a bigger risk than starting a company. That puts things in perspective, though, and acknowledges the fact that nothing is without risk, therefore, don’t try to completely bubble-wrap your enterprise. Play it safe, of course, but not to the point of inertia.

30. “The secret of getting ahead is getting started.” – Mark Twain

Twain’s timeless inspirational business quote cuts through hesitation. For leaders and teams holding big ideas, the first step, no matter how small, triggers progress and builds confidence that leads to bigger results.

31. “Even if you are on the right track, you’ll get run over if you just sit there.” – Will Rodgers

America’s ambassador of good cheer did more than pass out smiles in his life. He offered practical business advice: complacency is death. Even if you’re doing the right thing, if you’re not moving forward, constantly pushing yourself to reach beyond your comfort zone, then you’re in trouble. The competition will overtake you.

32.”Every problem is a gift – without problems, we would not grow.” – Anonymous

This inspirational business quote flips the narrative on challenges, encouraging leaders to see difficulty as an opportunity. Instead of avoiding obstacles, effective teams analyze them, learn from them and adapt strategies to strengthen their plan.

33. “The real test is not whether you avoid this failure, because you won’t. It’s whether you let it harden or shame you into inaction, or whether you learn from it; whether you choose to persevere.” – Barack Obama

The president knows a lot about failure and success. The Affordable Healthcare Act was more than once dead in the water, but the president didn’t give up. He compromised, he convinced and he labored, but not once did he allow himself to become embittered.

Related: The 25 Most Inspiring Leadership Quotes

34. “Forget past mistakes. Forget failures. Forget everything except what you’re going to do now and do it.” – William Durant

There is only the present, so the enlightened ones tell us, and we cannot allow ourselves to become tied to the past or enchanted by the future. There is only the here and now. We must concentrate on that and act. This quote doesn’t reject the lessons of the past or the plans for the future, but we only have this moment, so do your best in it.

35. “Imagination is everything. It is the preview of life’s coming attractions.” – Albert Einstein

You’ll have noticed that often one inspirational business quote contradicts the next. That’s because it is in these paradoxes that real wisdom is born. There is never just one way to look at something and with perspective comes opportunity. Ideas might be nothing without execution, but without those ideas the execution is empty.

36. “Our greatest glory is not in never failing, but in rising every time we fail.” – Confucius

This quote reinforces that persistence defines long-term success. Every setback teaches lessons, and teams that rise with purpose after failure build resilience, confidence and a culture that sustains performance under pressure.

37. “Character cannot be developed in ease and quiet. Only through experience of trial and suffering can the soul be strengthened, ambition inspired and success achieved.” – Helen Keller

People should take failure as a badge of honor. It’s a crucible that burns things down to their essence and shows us what we’re really made from. If the path to success was clear, then everyone would be on it and success would lose all meaning.

38. “The first one gets the oyster, the second gets the shell.” – Andrew Carnegie

It sounds brutal, and one doesn’t become a steel baron without nerves of steel, but there is a harsh truth in this statement. Resources are exploited by businesses to achieve their goals. They’re not a collective, sharing the wealth, so like the early bird, if you want the worm, then get up early.

39. “The way to get started is to quit talking and begin doing.” – Walt Disney

The more business motivational quotes from these masters of industry and history, the more you notice a common thread knitting them together. They tend to same things only in different ways. That alone should make it clear that actions speak louder than words, to use another old axiom.

40. “Whether you think you can or whether you think you can’t, you’re right!” – Henry Ford

This statement might confuse you at first, but once you get it, like a Zen koan, it makes perfect sense. What the father of automotive automation is imparting with this quote is that success is as much a mind game as it is determined by fate. With the right attitude, you can do almost anything.

Business Motivational Quotes

Business success isn’t built overnight. These quotes can give you the extra motivation you need to keep going.

41. “There are no secrets to success. It is the result of preparation, hard work and learning from failure.” – Colin Powell

Inspiration is great, but there’s no point in reinventing the wheel, as this business motivational quote suggests. The general is right. Success is being prepared, working hard and learning from mistakes, as many others have also stated. If we can edit the quote a wee bit, we’d add luck to fill out the recipe for success. There’s always an unknown element in the mix.

Related: 9 Ways to Be a Lucky Project Manager

42. “Success is not the key to happiness. Happiness is the key to success. If you love what you are doing, you will be successful.” – Albert Schweitzer

Many people have it backward, struggling to achieve success to feel good about themselves. But the irony is that it’s in the doing, not the goal, where the happiness resides. Even if you fail at your enterprise, if you enjoy the process, then you’ll be happy.

43. “Success is often achieved by those who don’t know that failure is inevitable.” – Coco Chanel

If you’re keeping your eyes on what can go wrong, it will go wrong. Successful people strive to move on. They aren’t ignorant of failure, but they’re also not stymied by it. They don’t know what failure is, because to them it’s merely a bump in the road, not its terminus.

44. “Show me a guy who’s afraid to look bad, and I’ll show you a guy you can beat every time.” – Lou Brock

One of the most famous business motivational quotes teaches the value of courage and risk-taking. Inspirational business quotes like this encourage teams to embrace challenges, learn from mistakes and take bold steps toward success.

45. “Many of life’s failures are people who did not realize how close they were to success when they gave up.” – Thomas Edison

The famous story about Edison and the incandescent lightbulb, which took thousands of tries to find a filament that would burn but not extinguish, is proof of the pudding of his statement. You just never know what’s around the corner until you get there.

46. “I feel that luck is preparation meeting opportunity.” – Oprah Winfrey

We spoke of luck as a crucial element to any success. There are always those forces beyond our control, but there are also those forces that are within our ability to regulate. If opportunities are rare, then one must be ready for them when they come to take advantage. That might not be the definition of luck, but it does feel like good fortune.

47. “I never dreamed about success. I worked for it.” – Estée Lauder

People can get lost in thought. In their mind’s eye success is laid out. It’s as if they’re already there. Daydreaming might be creative, but creativity takes work. You’re not going to get anywhere standing in place.

48. “Yesterday’s home runs don’t win today’s games.” – Babe Ruth

This has been said in many ways, but sometimes it takes the sports analogy to get it to sink through. Of course, for Ruth, this wasn’t a metaphor but a fact. However, it also applies to business motivational quotes. We can’t rest on past glory.

49. “The only place where success comes before work is in the dictionary.” – Vidal Sassoon

It’s a funny way to look at things, but there’s truth in the fact that success is not something we are handed. It is something we must work on. Success isn’t inheritance. While we might get handed great wealth, power and prestige, it’s what we do with it that counts.

50. “The key is to listen to your heart and let it carry you in the direction of your dreams.” – Michael Dell

One of the most uplifting business motivational quotes, this reminds entrepreneurs that passion is a driving force. Quotes like this encourage leaders to pursue projects that align with their vision, fueling motivation and innovation.

51. “The only way around is through.” – Robert Frost

What the great American poet is saying is that there is no way to avoid what must be done. We cannot go around the difficulties in our lives or business but face them head-on and work through them. Just having the courage to do that is the hallmark of success.

52. “High expectations are the key to absolutely everything.” – Sam Walton

The founder of Walmart was onto something with this business motivational quote. It teaches that setting high standards drives performance and culture. For business owners, quotes like this inspire teams to aim higher, focus on excellence and consistently deliver their best.

53. “The future belongs to those who believe in the beauty of their dreams.” – Eleanor Roosevelt

The wife of a United States president is called a first lady, but they’re often last in terms of influence. Not Eleanor Roosevelt, whose husband, FDR, saw the country through the Great Depression and WWII. She was no slouch herself. She advocated for women in the workforce and civil rights and remained active in politics after her husband died in 1945. She believed in the beauty of her dreams, many of which came true.

54. “Success is liking yourself, liking what you do and liking how you do it.” – Maya Angelou

It’s easy to define success by what others think. The world seems to only appreciate money, status and power. But when measured against those unreachable expectations, no matter what success one has it quickly turns to failure. Maya Angelou certainly gained literary success but understood the real story.

55. “There’s no such thing as the right time. Get out there and take a chance.” – Kevin Plank

One of the most practical business quotes reminds leaders that action beats waiting. Inspirational business quotes like this encourage taking initiative, embracing uncertainty and moving forward with confidence.

56. “The secret of business is to know something that nobody else knows.” – Aristotle Onassis

He might be more famous for marrying Jackie Kennedy than for his entrepreneurial expertise, but don’t let the glitz blind you. Aristotle Onassis was a business magnate who amassed the world’s largest privately owned shipping fleet. He probably did that by knowing something his competitors didn’t. It’d be wise to take his advice.

57. “To succeed in business, to reach the top, an individual must know all it is possible to know about the business.” – J. Paul Getty

The man behind Getty Oil Company knows a thing or two about succeeding in business. He made it to the top and those who want to follow him to the pinnacle of success would do well to take his advice seriously. Whatever the field, knowledge is king and learning is never done.

58. “Do not wait to strike till the iron is hot; but make it hot by striking” – William Butler Yeats

The poet might not be the first person a businessman seeks to learn about their trade. But one would be foolish to ignore poets, who are not only masters of language but use words to offer valuable insights. Yeats knew that it’s universally true that procrastination is an excuse that prevents one from acting when it’s the action that reeks the rewards.

59. “The best way to do it, is to do it.” – Amelia Earhart

Though best known today for her tragic flight that ended with her and her plane disappearing in the Pacific Ocean, she was an aviation pioneer and early advocate of women’s rights. She led the way for female pilots and has become a cultural icon. Her advice is sound, even if it didn’t end the way she wanted. But the point is in the trying.

60. “It’s not about ideas. It’s about making ideas happen.” – Scott Belsky

Scott Belsky is an American entrepreneur, author and investor. He’s the chief product officer for Adobe Creative Cloud. In other words, he walks the talk of turning ideas into reality. Think of it, everyone has a bright idea. They’re a dime a dozen. But it’s those people who do the work to make it happen who are remembered.

Bonus Quote: “The best investment is in the tools of one’s own trade.” – Benjamin Franklin

Benjamin Franklin was one of the founders of the United States of America, but even beyond that revolutionary achievement, he was an inventor and businessman who knew the importance of having the right tools for the job.

If our bespectacled founding father were alive today, he’d certainly have ProjectManager. No online project management software has its breadth of features to control every aspect of a project.

Turn Motivational Business Quotes Into Actionable Plans With ProjectManager

While it’s motivating to see so many business quotes in one roundup, now it’s time to take action with best-in-class software. ProjectManager has the tools you need to plan and track projects at every stage. It provides a single source of business truth, offers advanced resource management and proves a platform for secure collaboration.

Dashboards for Tracking

High-level project views from the real-time dashboard automatically track progress across six metrics. For a deeper dive into that data, easy reporting features get glandular. Reports on tasks, variance and more can be filtered to show just the data you want.

Always Know What Your Team Is Up To

If you’re concerned about your team’s workload and if everyone has enough work to stay busy, ProjectManager has a color-coded team page that makes it easy to balance workload right from that page. Managing your team has never been easier.

Kanban Boards for Visual Workflows

Further transparency into the process is given by the kanban board view, which keeps teams working on only those high-priority tasks and allows managers to see what everyone is working on and where they are in that process.

Schedule Work & Make Long-Term Projects

ProjectManager is award-winning software that keeps teams organized and gives managers online Gantt charts to schedule project plans. Those plans can then be archived and mined later as historical data for future projects because we offer unlimited file storage.

To paraphrase Franklin: early to ProjectManager makes a project healthy, wealthy and wise.

Related Business Management Content

We have created dozens of blogs, templates and guides to help businesses plan their operations, manage their projects and make strategic plans for the future. Here are some of them.

• 8 Budget Templates for Business & Project Budgeting
• How to Write a Business Requirements Document (BRD)
• How to Write a Business Plan: Business Planning Best Practices
• Strategic Planning in Business
• Project Alignment: Aligning Your Project to Business Strategy
• An Introduction to Business Process Management (BPM)

Are you feeling inspired? Ready to start the day with gusto? Before you go, don’t forget to equip yourself with the tools that will take that ambition and give it the means to achieve your lofty goals. ProjectManager is online project management software that has the features that your work needs to succeed. Try it today with this free 30-day trial.

The post 60 Best Business Quotes to Inspire Entrepreneurs & Go-Getters appeared first on ProjectManager.

ProjectManager is project management software that helps you manage projects and stakeholders. If you’re not ready for a free trial of the software, we also offer dozens of free project management templates for Excel and Word that can help with every phase of your project. Here are some free stakeholder management templates.

1. Stakeholder Analysis Template

There may be many stakeholders in any project, but your job as a project manager is to identify them. Each stakeholder can have a different interest or those interests can evolve over the course of the project. Using our free stakeholder analysis template for Excel helps you devise an effective stakeholder communication plan to keep them properly informed.

There are fields to capture basic stakeholder information, including their title, contact information and influence or power over the project. Then you can place each stakeholder as they stand in relation to the project, noting their priority, if they have subject matter expertise and whether they’re decision-makers. Then you can assess each stakeholder’s commitment to the project and better manage them.

2. Project Status Report Template

Stakeholders need to stay informed throughout the project. Depending on the stakeholder, however, that level of information and the frequency in which they’re updated can change. Whether they need details or just an overview, project managers still must report regularly. Using our free project status report template for Excel is a great tool to capture a period of time in the project.

The trouble with a static template is that it has to be manually updated and the information can’t be customized to reflect each stakeholder’s concerns.

Take Stakeholder Management Online With ProjectManager

Unlike static tools, ProjectManager is an online software that delivers real-time data. Reports can be filtered to show only the information relevant to each stakeholder.

• Generate reports on status, variance and more in a keystroke
• Share reports in a variety of customizable formats
• Free guest licenses for stakeholders offer real-time insights via dashboards and schedules. Try it free

3. Stakeholder Map Template

If you’re looking for a visual tool that can help you identify and chart your stakeholders, then you need to download our free stakeholder map template for Excel. You can use the stakeholder map to inform your decision-making when dealing with stakeholders. It’s essential to establishing a viable stakeholder communication plan.

The stakeholder map template helps you to determine who wants to know what, when they need to know it and how they prefer to get their updates.

Related: 5 Stakeholder Map Examples With Analysis

This stakeholder map has four categories for managing your stakeholders: manage closely, keep satisfied, keep informed and monitor. Place each stakeholder you identify in the correct box and use color coding to show if they’re supportive, neutral or critical to the project.

4. Stakeholder Register Template

A stakeholder register is an easy and streamlined way to lay out the information to better understand each stakeholder, their influence and the best way to manage them. Download this free stakeholder register template for Excel to help outline stakeholders and how they may impact the project.

Ideally, use this template during the project’s planning stage to identify stakeholders as early as possible. However, it can also help form and develop the project team to ensure the right people are selected. It’s also useful to use to define success criteria, helping project managers align objectives with stakeholder expectations.

5. Stakeholder Engagement Plan Template

A stakeholder engagement plan outlines who your project’s stakeholders are, what their interests and influence look like, how and when you’ll communicate with them and what level of engagement each group needs. This stakeholder engagement plan template for Excel gives you a clear, organized structure for identifying stakeholders, mapping their influence and expectations, setting communication methods and planning engagement activities.

Instead of starting from a blank page, the template speeds up the process, improves consistency, reduces the chance of overlooking key stakeholders and makes it easier to share the plan with your team. It ultimately helps you manage relationships proactively and avoid misunderstandings or resistance that could derail the project.

6. Business Case Template

Since stakeholders have a vested interest in the project, one of the things they’re most concerned about is the costs related to executing the project. They want to know if the investment costs are worth it. You can show them this with our free business case template for Word, which summarizes project objectives, costs and benefits.

The business case is important due diligence for stakeholders by proving that their investment in the project is beneficial. They can read an executive summary, the mission statement for the project and the final deliverable that’ll be produced. There’s a place to show the project objectives and how they’ll be achieved, the financial appraisal and market assessment plus more. It’ll help get buy-in from stakeholders.

7. Cost-Benefit Analysis Template

Another free template that can help prove to stakeholders that the project is worth their investment is our free cost-benefit analysis template for Excel. It helps you look at the numbers and determine if the money you’re putting into the project is worth the deliverables.

A cost-benefit analysis template does this by adding a dollar amount to the project’s costs and benefits. By subtracting the benefits from the costs you can see what the profit if any, is for the project. This can be financial gains, but it can also determine if the business objectives and goals are worth the costs. This information can help get stakeholders on board with the project.

8. RACI Matrix

It’s clearly important to identify and define the roles and responsibilities of your project team, but often project managers will neglect the same exercise when dealing with project stakeholders. After that, your project team is just one of likely many stakeholders in the project. Using our free RACI matrix template for Excel allows you to categorize everyone involved in the project, including stakeholders.

RACI stands for responsible, accountable, consulted and informed. On our free template, you list all the stakeholders (or the entire project team) on the left side, while atop the chart is their title. In the corresponding box, you note if they’re responsible, accountable, consulted or informed. Now you have a document to guide everyone on the team, including stakeholders, who have different levels of involvement and impact on the project.

9. Skills Matrix Template

Another free stakeholder management template is the skills matrix template for Excel. Stakeholders want to ensure the project team has the needed skills to deliver the intended outcomes on time, on budget and to the required quality standards. This free template can help you do just that.

This template captures relevant details like department and job roles to highlight areas of expertise and areas where critical skills are missing. Use it to ensure the right people are assigned to the right tasks, balance workloads and avoid bottlenecks.

10. Requirements Gathering Template

Stakeholders want to know the problems being solved by the project, how it plans to achieve its objective, what condition or capacity must be met and more. That’s all addressed in our free requirements gathering template for Word. This is a key document for stakeholders and captures vital information about the project in one place.

There’s a lot covered in the free template. It lists the project requirements, from user, functional and system to software, interface, workflow, change and risks. This is more of a high-level view, which is appropriate for most stakeholders and avoids getting into the weeds. There’s even a section for everyone to sign off on the document to ensure they’re informed and in agreement.

11. Project Update Template

Stakeholders always want to know what’s going on, and this project update template for Excel helps record and communicate the project’s current status. It captures key details such as what’s been completed, what work is coming next, any risks or issues, and any support or decisions needed from stakeholders.

By using a consistent format for each reporting period, it becomes easier to communicate progress without recreating a report from scratch. It increases transparency by clearly documenting accomplishments, upcoming tasks and obstacles, which helps identify bottlenecks early and supports better decision-making. 

12. Executive Project Status Report Template

An executive project status report is a high-level summary of a project’s progress designed specifically for senior leaders and stakeholders. This executive project status report template is designed to give executives a clear, concise snapshot of whether the project is on track, what’s changing and where their attention is needed without overwhelming them with day-to-day details. It helps leadership stay informed, removes surprises, and ensures the project continues to align with strategic goals.

Unlike detailed team reports, it focuses only on the information executives need to make decisions: overall project health, major milestones achieved, upcoming deadlines, risks and issues, budget status, key KPIs and any decisions or support required.

13. Team Charter Template

Team members are stakeholders, though not the only ones in a project. The free team charter template for Word is mostly focused on them, but it’s another essential stakeholder management template. It explains how the team fits into the larger context of the project, such as the project stakeholders.

Besides that, the free charter lists everyone involved in the project and provides contact information. There’s a section to outline the background of the project, its mission and objective, budget and resources and the decision-making process used by the team. There’s information on scope, performance assessments, activities and milestones and much more. It’s a great tool to communicate and get everyone on board with the project.

14. Project Request Form

A project request form template helps propose a new project, capture its purpose, outline expected outcomes and provide the details that leadership needs to evaluate if the project should move forward. The form serves as the starting point for project intake and approval.

For stakeholders, a project request is highly beneficial because it brings structure and clarity to the decision-making process. It ensures all proposals are evaluated consistently, reduces misunderstandings about what a project entails and helps stakeholders prioritize initiatives.

15. Communication Plan Template

Speaking of communication, you need a communication plan to get information to your project team. Using our free communication plan template for Word will help you define objectives and schedule communication updates with stakeholders. It’s one of the more important stakeholder management templates in that a well-informed stakeholder is easier to manage and less likely to interfere in the project.

Besides objectives, the communication plan template helps you define how you’ll achieve those objectives, in what timeframe and with what metrics to measure your success. You’ll figure out the staffing and tools associated with disseminating information as well as reviewing its effectiveness. Once you have a plan, it’s apt to change in order to remain relevant and effective.

16. Project Requirements Template

Project requirements include the key needs, specifications and expectations before the work begins. This free project requirements template brings all project needs and expectations into one clear, organized place. Instead of guessing or relying on memories, everyone can see what features, constraints, and criteria are expected from the start.

That means fewer surprises, better communication and confidence that what gets delivered matches what was promised, making it easier for the whole team to stay aligned and focused.

17. Organizational Chart Template

While it might not seem like a key stakeholder management template, knowing the organizational makeup of a company or project is how everyone in the organization or project team knows to whom they report. Use our free organizational chart template for Excel. It’s a flowchart that shows the hierarchical internal structure of an organization or project.

This document is an easy-to-digest visual of the chain of command. While smaller organizations, such as startups, or projects might not need the tool, the larger and more complex the organization or project is, the more essential this stakeholder management template becomes. Everyone must know who they report to and who has authority, which is exactly what this template illustrates.

18. Transition Plan Template

Stakeholders will want to know that any transitions will be handled smoothly. A transition plan is a set of steps, goals and timelines to better prepare for change. This document offers a structure and framework to create a unique plan to help teams identify and address potential risks and uncertainties during a transition. This free transition template for Excel saves time and streamlines the process.

Transitions can be stressful, but having a template makes the process easier. It’s especially useful to use when the project is shifting from one phase to another or when there’s a change in someone’s role or project. For example, leverage it when a team member is leaving a role to help inform what duties will change and who to inform.

ProjectManager Helps With Stakeholder Management

Once you’ve downloaded and used our free stakeholder management templates, you’ll quickly find that they can take you only so far. Templates, after all, must be manually inputted and updated; they’re not collaborative and are isolated from the rest of your project management tools. ProjectManager is project management software that helps you plan, manage and track your stakeholder management in real time.

Share Project Plans With Stakeholders

Projects need plans, but plans don’t work without your stakeholders. Creating a schedule on our robust Gantt charts allows you to manage the stakeholders on your project team, organize their tasks, link dependencies to avoid costly delays and assign them to work that you can track in real time. The project plan can be easily shared with the project team and stakeholders to keep everyone on the same page.

Monitor Progress and Performance in Real Time

Once you set a baseline on the Gantt, you can track your planned effort against your actual effort. Not only does this help you keep to your schedule and budget, but stakeholders want to be updated on that valuable data as well. The real-time dashboard requires no setup, as with lightweight tools, and tracks everything from workload to cost and time in easy-to-read graphs and charts. It’s a great way to get a high-level view of the project whenever you want.

Project managers can use resource management features to keep their teams productive. Availability can be set in advance to make scheduling simpler and our color-coded workload chart helps you see your team’s allocation. You can then balance their workload from the chart to keep them working at capacity. They’re not overallocated and stakeholders are happy to see productivity.

Related Content

If that’s not enough stakeholder management for you, our site is loaded with free content. There are weekly blogs, guides, videos, and, of course, more free project management templates for Excel and Word. Here are some resources to learn more about stakeholder management.

• Stakeholder Management Guide
• Stakeholder Analysis 101
• What Is Stakeholder Theory
• Stakeholder vs. Shareholder: What’s the Difference?
• Stakeholder Mapping 101: A Quick Guide to Stakeholder Maps

ProjectManager is award-winning project management software that empowers teams to work better together. Task management tools add to productive and risk management features to help you identify, track and mitigate risk. Get started with ProjectManager today for free.

The post 18 Free Stakeholder Management Templates for Excel & Word appeared first on ProjectManager.

This guide defines what project documentation is and why it’s important in addition to outlining the top 25 project documents that you should always create to plan and execute your projects.

What Is Project Documentation?

The term project documentation refers to the project management documents that are created throughout the project life cycle. These documents, such as the project plan, project schedule or project budget, define activities, procedures and guidelines that the project team should follow.

Project documentation has several purposes such as project planning, cost management or risk management. In addition, there are certain project documents that must be created at a specific project phase as they set the stage for the next step. For example, the project management plan must be created before the project execution phase can begin.

Project management software can help you organize and share information that is crucial to the success of your project. ProjectManager is project management software with advanced planning, tracking and reporting that has unlimited file storage and makes it easy to share product documentation with your team and stakeholders. All of its multiple project views share one source of information to keep everyone on the same page. Get started for free.

Let’s take a look at which project documents should be created at each project management phase.

Project Documentation by Project Phase

Projects vary in size and complexity and some require more comprehensive project documentation than others. Here’s an overview of some of the project documents that are usually created throughout the project life cycle.

• Project Initiation: Project charter, project summary, business case, project kickoff meeting agenda
• Project Planning: Project management plan, work breakdown structure, project budget, project schedule, change management plan, scope management plan, risk management plan
• Project Execution: Project status report, project execution plan, lessons learned template, timesheets, change requests, change orders
• Project Monitoring and Control: Project status report, lessons learned template, timesheets
• Project Closure: Project closure template, punch list

Now that you have an idea of the right project documentation for each phase of your project life cycle, let’s dive into some critical project management documents.

Top 25 Project Documents to Include in Your Project Documentation

Here’s a brief description of the important project documents and a corresponding project management template for each of them. Don’t forget to check our library of free project management templates, where you’ll find dozens of templates to build your project documentation.

1. Project Plan Document for Word

The project plan is the most comprehensive of all project management documents because it compiles the project documents that are created during the project planning phase. For example, your project plan should include your project budget and your project schedule.

2. Project Charter Document

The project charter is written during the project initiation phase and it sets the stage for the project plan. Project managers use project charters to provide a quick overview of the project to stakeholders, sponsors and clients.

3. Business Case Document

Just like the project charter, a business case is a document that’s created during the initiation phase to convince project stakeholders of the project’s value by explaining the potential benefits it could have for their organization.

4. Project Schedule

At a basic level, the project schedule defines the timeline for the execution of all project tasks. It can also include more details such as the resources needed for each task, who’s responsible for it, the float or slack your project has and the critical path. ProjectManager’s Gantt chart is the perfect tool for creating a detailed project schedule.

ProjectManager offers four kinds of dependencies, baseline tracking and real-time resource availability when assigning work. You can break down you project into subtasks and track costs for each phase to ensure you stay on track. Get started with ProjectManager for free and build a better project schedule.

5. Work Breakdown Structure (WBS)

A work breakdown structure (WBS) is a fundamental example of project documentation. It breaks down the project’s scope into smaller, more manageable components. At the top is the overall project goal that is progressively broken down into smaller pieces. This tool helps organize complex projects and ensures they stay on track.

6. RACI Chart Document

RACI stands for responsible, accountable, consulted and informed. A RACI chart, also known as a RACI matrix, helps define roles and responsibilities for different tasks and deliverables within a project or process. It aims to eliminate confusion about who is responsible for what and improve communication. This is a valuable tool for projects of all sizes, especially those with multiple stakeholders and complex workflows.

7. Risk Register Document

This document allows you to register all potential project risks and includes a brief description of their potential impact and likelihood. A risk register is an important project document as it provides important information for your risk management plan that contains all risk management documents, strategies and guidelines.

8. Scope Statement Document

A scope statement defines the activities that will be executed to complete a project. It’s used by project managers to let stakeholders know what will be done and what won’t be done so that expectations are clear from the beginning. It’s part of the scope management plan, a comprehensive document that explains the procedures and guidelines related to the project scope.

9. Project Budget Document

The project budget is a critical project management document. To create one, you’ll need to estimate your project costs, which include labor, materials, equipment and anything that’s needed to execute the project.

10. Project Communication Plan

A communication plan sets all the guidelines for communication among team members and project stakeholders. It defines the communication channels to be used, the communication schedule and roles and responsibilities among other details to streamline the communication process throughout the project life cycle.

11. Project Execution Plan

A project execution plan (PEP) lays out exactly how a project will be delivered, including the tasks, timeline, resources and budget needed to move from plan to reality. This Excel template brings all execution‑phase details together: scope definitions, task lists, start and end dates, assigned team members, resource needs (labor, materials, equipment) and cost estimates.

12. Project Status Report Document

Project status reports are a must-have project management tool because they allow you to check the health of your project at any point in time and share data with stakeholders to keep them updated. Status reports are brief and include the most relevant information only.

13. Statement of Work Document

A statement of work (SOW) is a formal document that defines the full scope, deliverables, timeline and responsibilities for a project before any work begins. This template provides a structured format to capture all essential project details, including the project background, objectives, scope, deliverables, schedule and assigned responsibilities.

14. Project Closure Document

It’s always necessary to create project documentation at the end of the project closure phase. That’s because project managers need to close contracts, create a “lessons learned” document and get formal approval from stakeholders, among other important tasks. All of this must be documented so that nothing falls through the cracks.

15. Project Proposal Document

A project proposal is a project management document that provides a quick overview of the key areas of a project. Its main purpose is to convince potential stakeholders of the value of the project during the initiation phase. It should be a persuasive document that highlights the main benefits, goals and requirements.

16. Procurement Plan Document

A procurement plan is a detailed roadmap for acquiring goods and services that a project will depend on. This free template defines what must be procured, when and how purchases will be made, what contract types and vendor‑selection criteria will be used and how supplier relationships and deliveries will be managed.

17. Project Plan Document for Excel

Project plans are undoubtedly important, and sometimes, teams prefer to work in a familiar Excel format. This template ensures everyone involved knows what must be done, when and by whom, setting expectations clearly and aligning the team around a shared structure. With a solid project plan, you reduce risks of confusion, scope creep or missed deadlines and give your project the best chance of finishing on time and within budget.

18. Issue Log Document

An issue log is an example of project documentation that helps manage problems or obstacles that come up during a project. It’s a list or spreadsheet that’s used to document, monitor and resolve issues that could potentially impact the project’s schedule, budget, scope or quality. An issue log helps establish responsibility for resolving issues and creates a historical record for future reference.

19. Change Request Form

A change request form is a standardized project document that formally proposes, evaluates and approves alterations to a project’s original plan. It helps manage modifications to scope, budget, schedule or other project aspects in a controlled manner. This form helps mitigate the negative impact of uncontrolled changes and keeps the project on track with its overall goals.

20. Project Brief Document

A project brief is a summarized version of your project plan, geared towards an audience such as cross-functional teams or stakeholders who don’t need to dive into all the details of a project management plan but still need to have an understanding of the project goals, budget, roles & responsibilities, among other key aspects.

21. Project Requirements Document

Project requirements are the goals and specifications that are expected from a project to make sure all stakeholders are satisfied. Our free requirements gathering template will help you document all your project requirements.

22. Project Charter Document

A project charter is the foundational document that formally kicks off a project. It defines the project’s purpose, high‑level objectives, scope, key stakeholders, roles and responsibilities and initial constraints or assumptions. The Excel template provides a clear framework to document all essential project initiation details, including project name, sponsor, objectives, scope, deliverables, stakeholders and high-level schedule and budget estimates.

23. Project Overview Document

A project overview is a 1-page document that outlines the most critical aspects of a project, such as its timeline, milestones, budget, status and the team members’ roles & responsibilities.

24. Team Charter Document

A team charter is a project management document that shows the roles, responsibilities, deliverables and resources of a project team. It helps project managers understand the workload and objectives of each team member for better resource planning.

25. Stakeholder Analysis Document

Stakeholder analysis helps identify individuals with a vested interest in a project. A stakeholder analysis template is the ideal type of project documentation to use before the project’s execution phase. It analyzes the stakeholders who can be impacted by a project, decision or initiative. Use this template to better understand stakeholder needs, expectations and influence to develop effective communication and engagement strategies.

What’s Worth Documenting for a Project?

No matter your organization’s structure, the ability to record and document all aspects of a project is vital to being a successful project manager. Multiple reports, charts, graphs, documents, change requests and status updates need to be maintained throughout the project life cycle, and documentation works to stitch the disparate pieces of a project together and bring it to a successful finish.

However, your time is limited, and so is patience in most organizations for tedious paperwork. How can you maintain efficiency and effectively document the project? Consider the following to determine what’s worth documenting:

• Client-Related Everything – Imagine that a client suddenly questions a decision that was made months ago. The client says that they chose one direction but your company decided to go down another path during implementation. Clear documentation on client meetings, including notes with dates, times and attendees, helps resolve misunderstandings.
• Legal Dictates – For certain projects, legal teams are required to review documentation during the project. For public projects, there might be oversight and review processes that analyze a project after its completion. Know the documentation requirements your legal team needs before your project begins. Playing catch-up is risky in this kind of environment.
• The Right Amount of Process – While you don’t want to get lost in documenting so much of the plan and process that you’re not actually processing, you do want some definition around the project plan and goals. Let your organizational structure guide how many processes to document. For example, trying to operate process-free on a project that requires legal documentation will only get your project in trouble. When in doubt, the best approach is to document.
• Changes to the Project – Ongoing project reports are essential to document, especially as project goals shift. Ideally, you’ll have a real-time online project management tool so your resources and task changes are scheduled live and issues are captured as they occur. However, larger impacts to the project plan should be added to project documentation in a version-controlled manner.

Project Documentation Best Practices

So what are the best strategies you should use to keep your documentation effective, efficient and timely? To align your documentation according to best practices, you should:

• Take the Time – Use your calendar! Many people think that calendars are only for scheduling meetings. It’s not. Use it to schedule 2-3 hour blocks of uninterrupted time to assemble an essential document. Instead of taking calls or conversing with a coworker, take the time to get in the zone of writing. With focused time and attention, you’ll be able to make significant progress. Likewise, schedule 10-15 minute blocks in your calendar each week to review and update documentation.
• Have the Right Level of Detail – Putting documentation together for engineers is different from the documents you present to executives. Engineers need details you can provide, while executives don’t have time to be bogged down with details. They just want bullet points, the bottom line and the next steps. It’s up to you to determine the right level of documentation for the right audience.
• Use Smart Storage – Your documentation needs to be easy to locate. Documentation is useless if it’s buried under a rock where nobody can find it. This includes making sure that the infrastructure is in place to access the documentation online and that the folder structure and hierarchy are easy and intuitive to understand.
• Share with Others – Most people hate putting documentation together but love it when it’s packaged up for them. You’ll be pleasantly surprised that people actually read the documentation! Use your online project management software to store your documents online with the project, ideally in a collaborative, secure environment.
• Version Control and Up-to-Date – Keeping project documentation current and updated is challenging. It’s easy to get to the point of the initial version, but it’s painful to go back and update documentation and maintain version control. The biggest help is the document repository infrastructure you have in place. Automatic version control allows you to manage this process and the consumers of your documentation always trust that they have the latest version.

How ProjectManager Helps With Project Documentation

ProjectManager is work and project software that connects hybrid teams and fosters collaboration. All project documents can be stored on the tool and everyone who needs access to documents will have it. You can create project plans and so much more, making ProjectManager the only software you need for project success.

Make Project Plans on Interactive Gantt Charts

One of the most important project documents is your project plan. You can make and share this with our Gantt chart, which organizes all your tasks, links dependencies and plots milestones to help you stay on schedule. It even filters for the critical path. Our online Gantt charts deliver real-time data and are easy to share so everyone is always working from the most current data.

Monitor Your Project With Real-Time Dashboards

Your project documentation only sets the stage for the execution of your project. To keep to those plans, you need to have a way to monitor progress and performance in real time. Our live dashboard automatically collects, calculates and delivers real-time metrics for time, workload and more. Unlike other tools, there’s no setup necessary. You see what’s happening as the project unfolds.

Go Deeper Into the Data With One-Click Reporting

When a high-level view isn’t enough, you can generate project reports with a keystroke. Get more information on your costs, progress and more. All reports can be filtered to show only the data you want to see. You can attach reports to stakeholder emails or print them out for presentations.

ProjectManager is a flexible tool that allows you to update your project documentation as needed as projects change. Everyone is updated with email notifications or in-app alerts, so there’s never any confusion about what’s expected. Use a tool that manages your project plan, resources, cost and team while storing all the project documentation you have to deliver success.

Related Content

• How to Write a Project Summary (Free Template Included)
• How to Write a Project Description: A Quick Guide
• How to Write an Executive Summary: A Quick Guide
• Ultimate Guide to Gantt Charts
• Ultimate Guide to Project Tracking
• How to Use a Project Decision Log for Optimal Results
• Documentation de projet : 15 documents de projet essentiels
• Projektdokumentation: 15 Wichtige Projektdokumente

Sure, documentation can be the bane of your project, but you need it. Some tools can help you do it easier, better and faster. The online software suite from ProjectManager is a great collaborative tool to create and store your project documentation for easier access and document sharing with your team. Get started for free.

The post Project Documentation: 25 Essential Project Documents appeared first on ProjectManager.

The gemba walk also fosters a culture of continuous improvement and accountability. Teams feel heard when leaders take the time to observe, ask questions and offer guidance. Regular walks create actionable insights and help align operations with strategic goals, ensuring processes run smoothly and effectively.

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Gemba Walk Template

Use this free Gemba Walk Template to manage your projects better.

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What Is a Gemba Walk?

A gemba walk is a hands-on practice where leaders go to the place where work happens to observe operations directly and engage with the people doing the job. The purpose is to see real conditions, ask constructive questions and gather firsthand information rather than rely only on reports and secondhand summaries. By witnessing processes in person, leaders can spot waste, understand workflow issues and build trust with frontline teams.

During a gemba walk, observers focus on understanding the current process, identifying variances from expected performance and looking for opportunities to improve safety, quality and efficiency. The activity is rooted in continuous improvement and problem solving, using observation to trigger follow-up actions such as root cause analysis, corrective plans and simple experiments to test improvements. Regular gemba walks create a rhythm of learning and accountability that supports sustained operational gains.

Project management software helps make gemba walks more actionable by turning observations into tracked tasks with owners’ deadlines and priority levels. Observations captured on the shop floor can be logged from mobile devices with photos, notes and attachments then assigned to the right person for resolution. Dashboards and reports consolidate findings across multiple walks so leaders can spot trends, measure follow-through and ensure improvements are implemented and sustained.

ProjectManager is ideal for teams that use gemba walks because it combines mobile capture, customizable checklists and multiple project views to manage observations and improvement work. Use task lists or kanban boards to assign and track corrective actions, Gantt charts to schedule follow-up activity and dashboards to report impact. AI-driven insights highlight patterns and recommend actions, helping leaders prioritize high-value fixes and demonstrate measurable gains from their gemba walk program. Get started with ProjectManager today for free.

What Is the Purpose of a Gemba Walk?

The purpose of a gemba walk is to connect leadership with the actual work environment to see how processes function in real time. It allows leaders to observe workflows, understand challenges and identify inefficiencies that may not appear in reports. A gemba walk encourages collaboration by opening direct communication between management and frontline teams, building trust and mutual respect. Its ultimate goal is to drive continuous improvement, eliminate waste and promote a culture where every employee contributes to operational excellence and problem-solving through open feedback and shared learning.

How to Do a Gemba Walk: Step-by-Step Process

Conducting a gemba walk involves preparation, observation and follow-up. The goal is not to evaluate performance but to understand the process and discover opportunities for improvement. By following these key steps, leaders can perform an effective gemba walk that identifies root causes, reinforces employee engagement and transforms insights into meaningful actions that enhance efficiency, safety and quality throughout the organization.

1. Define Purpose and Objectives for the Gemba Walk

Start by identifying the purpose and objectives of your gemba walk. Determine what process, department or area you want to observe and what you hope to achieve. Common objectives include improving safety, reducing waste or increasing quality. Setting a clear purpose helps focus your attention during the walk and ensures your observations align with business priorities. This clarity also makes post-walk analysis more effective and actionable.

2. Plan the Walk: Define the Where, When and Who

Effective planning ensures a productive gemba walk. Select the specific area or process to visit, choose a suitable time when normal operations are occurring and identify who should participate. Include supervisors, managers and relevant team members who can explain daily workflows. Avoid scheduling walks during special events or irregular shifts. Planning helps create a structured approach that keeps the walk efficient and relevant to real operational conditions.

Related: 18 Free Project Planning Templates for Excel and Word

3. Make a Gemba Walk Checklist

A gemba walk checklist keeps the process consistent and focused. It outlines what to observe, such as safety practices, workflow sequence or equipment performance. The checklist helps prevent overlooking key aspects and ensures that observations align with the walk’s goals. A well-designed checklist also makes it easier to record findings, compare results over time and communicate insights effectively to other stakeholders or departments after the walk.

4. Engage with Employees During the Gemba Walk

During the gemba walk, engage employees respectfully and with curiosity. Ask open-ended questions about their work, challenges and ideas for improvement. The goal is to listen, not to judge or correct. Encouraging dialogue builds trust and provides valuable insights into real issues that affect productivity. Employee engagement also reinforces a culture of collaboration where everyone feels ownership in improving the process and achieving shared operational goals.

5. Analyze and Document Findings

After the walk, gather and analyze your notes, photos and feedback. Identify recurring problems, inefficiencies and potential risks that were observed. Organize your findings by theme to understand root causes and patterns. Documentation is essential because it provides a factual basis for decisions and action plans. Accurate records also help track progress over time and measure the impact of improvements made as a result of the gemba walk.

6. Follow Up and Take Actions

Once analysis is complete, prioritize issues and assign corrective actions to the responsible team members. Develop timelines, allocate resources and monitor progress to ensure improvements are implemented effectively. Following up shows commitment and accountability, reinforcing the value of the gemba walk. Sharing results with employees closes the feedback loop, encourages ongoing participation and turns insights into measurable, lasting improvements in operations and workplace culture.

Related: 10 Free Productivity Templates

Gemba Walk Template

Download this free gemba walk template for Word to have a ready-made framework for managers and team leaders to conduct structured observations on the shop floor. The template includes all essential categories such as Safety, Work Process, Quality, Productivity and Flow, 5S / Workplace Organization, Communication and Teamwork and Continuous Improvement.

Each section is designed to guide users in identifying issues, recording observations, assigning responsibilities and tracking corrective actions. With prebuilt tables for items, observations, required actions, responsible personnel, due dates and status, the template ensures nothing is overlooked during the walk.

Gemba Walk Checklist

A gemba walk checklist ensures that leaders observe the most critical aspects of the workplace consistently. It provides structure for evaluating safety, workflow, quality and communication while encouraging collaboration and improvement. By following a well-organized checklist, managers can capture actionable insights, identify problem areas quickly and reinforce standards that drive operational excellence and employee engagement.

1. Safety

Safety is the foundation of every gemba walk. This category ensures that all employees are protected and that work areas meet established safety regulations. Observing safety practices helps identify risks, prevent incidents and create a culture of accountability. It also reinforces the organization’s commitment to employee well-being, compliance and operational stability while maintaining productivity in a secure environment.

• Are all workers wearing the required PPE?
• Are emergency exits and walkways clear?
• Are safety signs and labels visible and up to date?
• Are tools and equipment in good working condition?
• Are unsafe behaviors or shortcuts observed?

2. Work Process

The work process category focuses on how tasks are performed and whether standard procedures are being followed. It evaluates consistency, timing and adherence to established workflows. Observing the process in real time reveals inefficiencies such as unnecessary movements or waiting times. Understanding these patterns helps streamline operations, improve training and ensure that each task supports broader production goals.

• Is the standard work instruction visible and being followed?
• Are steps being done in the correct sequence?
• Are cycle times consistent with the standard?
• Are there unnecessary motions or waiting periods?
• Are materials and tools positioned for easy access?

3. Quality

Quality ensures that products and services meet expectations and comply with defined standards. During a gemba walk, this category helps identify where defects occur and how quality control measures are applied. Observing quality practices helps verify that workers understand inspection points, recognize defects and take corrective action. Maintaining high quality reduces waste, customer complaints and rework costs.

• Are there visual quality standards at the workstation?
• Are defects visible or segregated?
• Are inspection points clearly defined?
• Are workers trained to identify and report defects?

4. Productivity & Flow

Productivity and flow measure how efficiently work moves through each stage of production. This category identifies bottlenecks, idle time or overproduction that disrupts the workflow balance. Observing material movement and task timing ensures that resources are used effectively. A smooth, continuous flow improves output, reduces delays and enhances coordination across departments and teams.

• Is workflow continuous without bottlenecks or idle time?
• Is there excessive WIP (work in progress)?
• Are material deliveries timed with demand?
• Are there delays between tasks or departments?

5. 5S / Workplace Organization

The 5S category evaluates how organized, clean and efficient the workplace is. It covers sorting, setting in order, shining, standardizing and sustaining. Proper organization helps minimize waste, reduce search times and promote safety. Observing 5S practices provides insights into workplace discipline and how well visual management tools are maintained to support daily operations.

• Are tools and materials labeled and stored correctly?
• Are floors and surfaces clean and free of debris?
• Are visual management boards current and accurate?
• Are unused items or waste materials present?

6. Communication & Teamwork

Communication and teamwork are essential for effective collaboration and problem-solving. This category ensures that goals are understood, progress is tracked and information is shared transparently. Observing how teams communicate helps identify gaps in coordination or knowledge transfer. Strong communication fosters alignment, accountability and an engaged workforce that actively contributes to continuous improvement.

• Are production targets and KPIs displayed and updated?
• Do workers understand current goals or issues?
• Are shift handovers documented or communicated clearly?
• Are improvement ideas collected or discussed regularly?

7. Continuous Improvement

Continuous improvement evaluates how well teams identify, address and prevent recurring issues. This category tracks how problems are documented, solutions implemented and results sustained. A culture of continuous improvement encourages proactive problem-solving and innovation. During a gemba walk, observing improvement efforts helps leaders assess engagement, follow-up discipline and the visibility of progress across all departments.

• Are problems logged and assigned for follow-up?
• Are countermeasures or corrective actions visible?
• Are improvement projects active and tracked?
• Is management support visible and consistent?

Gemba Walk Example

The following example shows how a gemba walk checklist can be structured and completed during an actual site observation. Each table represents a key focus area—from safety and process control to communication and continuous improvement. Use it to capture real conditions, identify gaps and document actions for follow-up. This format keeps observations organized, assigns responsibility and ensures accountability, helping teams turn insights from the gemba into measurable performance improvements.

Gemba Walk Checklist

A gemba walk checklist helps managers and supervisors observe operations in real time, identify process gaps and promote continuous improvement. This structured approach ensures every area of the workplace is evaluated consistently for safety, quality and efficiency.

1. Safety

Safety is always the first focus during a gemba walk. Observing safety conditions in person helps detect risks that reports might overlook. Use this checklist to verify that employees follow protocols and that the environment remains hazard-free.

2. Work Process

This section focuses on how work is actually being done versus how it was designed. The goal is to see if employees follow the standard process, identify inefficiencies and ensure instructions are clear and practical.

3. Quality

Quality checks ensure that products meet standards and customers receive consistent value. During a gemba walk, focus on visual controls, defect handling and whether workers understand how to identify and report issues effectively.

4. Productivity and Flow

This category focuses on how efficiently work moves through the process. Observing flow, identifying bottlenecks and checking material timing all help maintain productivity and reduce waste during the gemba walk.

5. 5S / Workplace Organization

Workplace organization under 5S principles ensures a clean, safe and efficient environment. During a gemba walk, evaluate how well the area supports productivity through visual order and cleanliness.

6. Communication and Teamwork

Good communication and collaboration drive consistency across shifts and teams. This section checks how well goals are shared, issues tracked and improvements encouraged throughout the workforce.

7. Continuous Improvement

The last part of the gemba walk focuses on sustaining improvements. Evaluate if problems are tracked, actions are visible and leadership actively supports follow-up and learning.

Free Related Manufacturing Templates

These free manufacturing templates support operational planning, control and continuous improvement. Each template provides a structured format to capture critical information quickly so teams can act on insights, maintain consistency and improve efficiency on the shop floor.

Production Schedule Template

Download this free production schedule template to help plan daily and weekly production runs by mapping tasks, resources and timelines. It clarifies shift assignments, machine schedules and throughput targets so supervisors can balance capacity with demand and respond quickly to disruptions.

Inventory Template

Use this free inventory template to track stock levels, reorder points and lead times to prevent stockouts and reduce excess inventory. It provides fields for item descriptions, quantities on hand, safety stock and supplier details so purchasing and production remain aligned with demand.

SIPOC Template

The free SIPOC template captures Suppliers, Inputs, Process, Outputs and Customers in a single view to define process boundaries and align stakeholders. It is useful for scoping improvement efforts, clarifying requirements and ensuring teams share a common understanding before making changes.

ProjectManager Helps Manage Manufacturing Projects and Operations

ProjectManager supports manufacturers with flexible project views that match every role on the production floor and in management. That’s something templates can’t do. Teams can plan production runs on interactive Gantt charts, manage workflows with kanban boards and track maintenance tasks on calendars or lists. Each view stays connected in real time, ensuring changes made by one department instantly update across the entire platform to keep scheduling and communication aligned, which is beyond the functionality of a template.

Optimize Resource Management With Workload Charts and Team Pages

ProjectManager simplifies workforce planning by visualizing labor capacity through workload charts that reveal who’s over- or underallocated, and can balance workload to keep everyone productive. The team page centralizes schedules, availability and assigned tasks so supervisors can view daily and weekly tasks by priority or progress and update those tasks without leaving the page. This feature ensures machines, materials and staff are used effectively without causing burnout or downtime.

Track Production Performance With Real-Time Dashboards and AI Reports

Real-time dashboards and AI-powered reporting make tracking performance effortless. ProjectManager collects live data on production progress, cost and utilization, then visualizes it in customizable charts for quick decision-making. Built-in timesheets not only securely streamline payroll but also automatically calculate labor costs and provide managers with accurate cost insights to keep operations on budget while maintaining accountability across shifts.

Related Manufacturing Content

A gemba walk is important, but it’s only part of the larger manufacturing process. For readers curious to know more, check out the links below. They lead to articles on how to use a kamishibai board, the goals and challenges of project operations management and much more.

• Why Use a Kamishibai Board in Manufacturing?
• Production Operations Management: Goals & Challenges
• Production Forecasting Basics for Manufacturing Businesses
• 15 Top Methods of Production

ProjectManager is online project and portfolio management software that connects teams, whether they’re in the office or on the production floor. They can share files, comment at the task level and stay updated with email and in-app notifications. Get started with ProjectManager today for free.

The post Gemba Walk: Process, Checklist and Free Template appeared first on ProjectManager.

But even the most charismatic and self-reliant people are not working in a vacuum. Team management is always instrumental in any major project. The truth is that teamwork is the shoulder on which all major successes rest. Whether that be the building of the pyramids in Egypt or the dominance of Apple in the marketplace.

But don’t take our word for it. There are many teamwork examples throughout history. We cherry-picked 12 of our favorite inspirational examples of teamwork as it applies to a variety of circumstances. It won’t be long before you’re won over by the benefits of teamwork and collaboration.

If you’re looking to level up your teamwork capabilities, see how ProjectManager’s award-winning software can assist you. Regardless of how your team prefers to work, ProjectManager can help facilitate real-time collaboration. From Gantt charts to kanban boards to task lists, we have a range of project management tools to keep you productive during all stages of your project.

1. The Beatles, Live in Hamburg

Everyone knows the Beatles. They defined the 1960s, moving from the Mersey Beat that made them a boy band that the girls loved to folk and psychedelic rock, inventing new genres seemingly with ease. Their music is the soundtrack of an era and continues to influence musicians to this day. But those are the flowers that grew from the dirt. That fertile soil that nourished and sustained them was far from their Liverpool home.

During the very early 1960s, before any radio play and Beatlemania wasn’t yet a word, they were the house band for a ruckus portside bar in Hamburg, Germany, called the Kaiserkeller. There they had to play for hours and hours, stretching three-minute pop songs into 20-minute jam sessions. It was in this crucible, that the four soon-to-be mop tops bonded musically. It was through live performances that they learned to put on a show, according to George Harrison on the Beatles Anthology DVD. This is clear evidence that the Beatles’ success can be attributed to such teamwork examles along their career.

The magic of the Beatles is that four individuals learned through intense and extended live sessions to play as one, to anticipate each other and develop an almost intuitive communication. That set the stage which allowed their songwriting gifts to flourish. It was teamwork, plain and simple, that gave the Beatles the musical chops to develop their potential.

2. The Miracle on Ice

The United States upset victory over the Russian hockey team in the 1980s Olympics was called the “Miracle on Ice” for good reason. The Russian team had dominated the sport for as long as anyone could remember, and in the United States, hockey has always been a second- or third-tier sport. How the 25-year-old team captain Mike Eruzione got his team to bring home the gold and beat the odds-on favorites, the seasoned Soviet team is a most inspirational teamwork example.

Related: Teamwork Quotes: The 25 Best Quotes About Working Together

As a child, Eruzione never thought of himself as a star player; he thought of himself as a team player. He believed success was due not to individuals excelling as much as everyone on the team carrying their own weight and having a strong work ethic. Although at Boston College he didn’t make the cut and was placed on the B team, he was told not to lose confidence.

It was those early lessons in teamwork that helped him gain the respect and trust of the Olympic hockey team. He understood that there were a lot of egos on the team that had to be put aside for the good of the team. Everyone had to feel they were contributing. The backup goalie, Steve Janaszak, never played in the Olympics, but he was as important to the win as anyone. Do you believe in miracles?

3. Apollo 11 Moon Landing

One of the most historic examples of teamwork is the Apollo 11 1969 mission. While the world focused on the three astronauts, Neil Armstrong, Buzz Aldrin and Michael Collins, the former two who walked on the moon, most remember only Armstrong and his famous line upon being the first human being to set foot on the satellite: “This is one small step for man, one giant leap for mankind.”

However, behind that momentous moment are years of research and teams of people working diligently to do what no one had done before. Mission planners worked for two years prior to launch, studying the moon’s surface using satellite photographs in order to discern the best site for a lunar landing.

Related: See how NASA Uses ProjectManager

According to NASA, there were an estimated 400,000 people involved in making the moon landing possible. This included teams of scientists, engineers and technicians, many who had not worked in aerospace before. To make for a more cohesive team, the astronauts worked with many of these groups, making the human connection that is the blood of any team. So considering all of this, the Apollo 11 moon landing was one of the most massive teamwork examples of the 20th century.

4. Wikipedia

The digital age is defined by teamwork, and one new media company illustrates that more than any other. Wikipedia is everyone’s go-to when they need a quick answer. It’s the library of the internet, a collaborative engine of knowledge that is constantly evolving.

There were once encyclopedias that collected the world’s knowledge, but these are static volumes that are only updated every number of years. Also, what is printed between their covers is not up for debate. If you have a problem with what’s listed, you could write to the editors and maybe even get a response.

But Wikipedia changed that whole paradigm by recruiting an army of volunteer writers and editors who put the facts into its website. This simple but effective and massive example of teamwork is almost incomprehensible in its scope and yet runs surprisingly well. There are mistakes, but the site is built in such a fashion that these anomalies are quickly discovered. Teamwork is essential for Wikipedia because, in a sense, everyone who has ever landed on the site is part of the team.

Related: 30 Fun Team-Building Games for Work

5. The Starbucks Expansion

It might be a joke now (how there’s a Starbucks on every block and soon occupying every storefront), but it wasn’t always like that. In fact, the dominance of Starbucks was never as sure a thing as it looks in retrospect or over its company timeline. Back in the early 1990s, Starbucks chairman and CEO Howard Schultz had opened a few hundred new stores across the United States, but the business was not successful.

The ambitious expansion was hitting problems concerning customer service and a lack of communication between various levels of the company. The company might have brewed a winning cup of joe but their customer service and employee engagement were staler than a pot of yesterday’s coffee.

In 1995, Howard Behar became the president of Starbucks and with him came advancements in company culture. He cultivated a work environment that met the employees’ needs, which in turn inspired them to better serve their customers. It was his belief that it was not the coffee they were selling but the customer experience, which gave Behar the mission statement to rally his teams to work together more effectively.

6. D-Day

D-Day, or the invasion of Normandy, retaking Nazi-occupied France, was the turning point of World War II in Europe. Many things went into the success of D-Day. There’s the logistics management of aligning so many troops and equipment while keeping the whole operation a secret. Naturally, it was also a strategic win for the Allies. But all these parts worked together only because of teamwork.

The beaches of Normandy, which was the spearhead of the invasion, were boobytrapped and obscured by wooden stakes, metal tripods and barbed wire. Casualties were high on that day June 6, but if it wasn’t for beach-cleaning teams they would be higher, according to D-Day: The Battle for Normandy by Antony Beevor.

From the generals on down to the grunts, everyone who sacrificed their lives for the greater good did so because they worked together as a team for ideals that are more important than individuals, which led them to leave their imprint on history, making it one of the most significant teamwork examples on this list. It’s almost impossible to understand how people could place themselves in harm’s way like that, but teamwork makes us bigger in more ways that we can count.

Related: 10 Strategies to Motivate Your Team

7. The Iliad

This oral epic attributed to the Greek poet Homer, which was put down in writing sometime in the 8th century B.C., might be historical, or it might not. It’s hard to say. Historians have debated whether there was in fact a Trojan War or not. So, why include this? Because it might be the granddaddy of all inspirational tales of teamwork.

For one thing, the Iliad shows how difficult teamwork can be and how essential to success it is. The epic underlines the many ways teams can fail and how important it is to steer them to those narrower avenues that lead victory. In the story, Agamemnon disrespects Achilles, his best warrior, taking his slave girl as his own. Needless to add, this creates a great deal of conflict between the two allies. The erosion of trust between the two leads to tragic ends.

Related: The Dangers of Self-Serving Bias at the Workplace

The Iliad is many things, and to simplify it as merely a parable about teamwork would be to do the classic a disservice. That doesn’t mean it shouldn’t be read and appreciated on many levels, including what it can tell us, in the most dramatic ways, about teamwork examples and the importance of not acting selfishly and risking the loyalty of the team.

8. The Growth of Marvel Comics

We’re not talking about the teamwork of fictional Marvel comic creations, such as the Avengers, X-Men or the Fantastic Four, though we could. But more interesting than the superheroes are the super-talented teams that worked to create the comic books that have gone on to movie stardom.

There were writers, like the famous Stan Lee, who often came up with an idea that the penciler, someone like Jack Kirby (Captain America, the Hulk, etc.) or Steve Ditko (Spider-Man and Doctor Strange) would then block out in pages of dramatic sequential drawings. Then the boards would go to a letterer and inker before a colorist would add the primary colors. These would then be sent to a printer, distributed and sold at the local drug store or comic book shop.

Each step of this process had to be carefully planned among all parties, of course, but there would also be a collaboration between writers and artists as they developed characters and conflicts to add drama to the stories. Teamwork kept the gears well-greased and their work has since elevated “silly kids stuff” into the mythology of the future.

9. The Constitution of the United States

The Constitution of the United States is a foundational document of our democracy. It is also a prime example of teamwork. The then 13 states, all of which would have to ratify the constitution to make it the law of the land, were not united. There was no central government and the risk of the new nation falling apart was even more of a concern than it is today!

Debates raged over such things that we today take for granted like how long a president’s term should last. For four months delegates debated, until on September 17, 1787, the 39 delegates signed the historic document. Of course, that wasn’t the end of it. Now voters in each state had to approve. But the delegates did their job and the people ratified the Constitution in 1789. Because of its significance and the number of people involved, the creation and ratification of the Constitution is without a doubt one of the best teamwork examples in United States history.

10. The Wright Brothers

Wilbur and Orville Wright’s journey to invent the first successful powered airplane is a classic teamwork example of overcoming daunting challenges. Rather than working in isolation, the brothers combined their unique strengths–Wilbur’s strategic vision and Orville’s practical engineering skills–to solve the complex problems of flight. Their partnership was characterized by constant communication, mutual respect and a willingness to learn from failure, allowing them to refine their designs rapidly and efficiently.

Their collaborative approach extended beyond the workshop, as they studied the work of others, shared findings and supported each other through setbacks. In 1903, their teamwork culminated in the first controlled, powered flight at Kitty Hawk, North Carolina, revolutionizing transportation and changing the course of history. The Wright brothers’ story is a testament to how trust, shared determination and complementary skills can turn an ambitious dream into reality.

11. The 2010 Chilean Miners Rescue

In August 2010, 33 miners were trapped 2,300 feet underground after a catastrophic collapse at the San José mine in Chile. The situation was dire, with the world watching anxiously as the miners’ lives hung in the balance. Immediately, a massive collaborative effort began above ground, involving engineers, geologists, medical personnel, government officials and international experts. They formed a unified command center, pooling knowledge and resources to devise a rescue strategy that had never been attempted before. Each team brought its unique expertise and together, they brainstormed, problem-solved and made critical decisions under intense pressure and scrutiny.

Below ground, the miners themselves demonstrated a remarkable teamwork example, rationing supplies, maintaining morale and supporting one another through the ordeal. After 69 days, all 33 miners were brought safely to the surface, an outcome made possible by extraordinary collaboration at every level. The Chilean miners’ rescue remains a testament to the power of teamwork in overcoming seemingly insurmountable challenges, showing how unity, trust and shared purpose can save lives and inspire the world.

12. Charles Plumb and the Parachute Packer

Charles Plumb, a U.S. Navy jet fighter pilot during the Vietnam War, completed 75 combat missions before being shot down and captured. Years after his release, Plumb was approached by a stranger who recognized him and revealed, “I packed your parachute.” Plumb realized that, while he was celebrated for his flying skills, his survival depended on the meticulous, unseen teamwork of others–like the sailor who packed his parachute with care and precision.

This encounter profoundly impacted Plumb, reminding him that every achievement is built on the collective efforts of many, not just the visible few. It’s a teamwork example that highlights the importance of recognizing and valuing every team member’s contribution, no matter how behind-the-scenes. True teamwork means understanding that everyone’s role—big or small—is vital to the group’s ultimate success and survival.

How ProjectManager Helps With Teamwork

ProjectManager is award-winning project management software that prioritizes teamwork. Regardless of how your team prefers to work, from Gantt charts to dashboards, our software can do it all. The best part is that data automatically populates across the software across project views, making it easy to collaborate and stay connected with your team.

Teamwork is not having one person force their way on the others: it’s about being open to compromise. All parties involved must find common ground and work together because the end result is something all can benefit from. Just like the Constitution, which has been amended over the years as times and attitudes change, teamwork must be a fluid process, not etched in stone, but always open and willing to improve.

Teamwork is inspiring! It exhibits our ability to overcome personal issues for a collective objective. ProjectManager is online project management software that fosters teamwork. From collaborative scheduling features like an online Gantt chart to Kanban boards to sharing workflow with teams, ProjectManager makes teamwork fun and easy. See what your team thinks by taking this free 30-day trial.

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Use this roundup of free meeting agenda templates for Word and Excel to make it easier to plan and execute efficient meetings. They can be used repeatedly to consistently improve collaboration, accountability and overall meeting effectiveness—without the extra time spent creating documents from scratch.

1. Meeting Agenda Template

Download this free meeting agenda template for Word, which outlines the structure and key elements of a meeting. It includes sections for the meeting title, date and time, participants, agenda items, time allocations for each item and more. By providing a consistent format, meeting agenda templates help organizers prepare thoroughly and ensure meetings stay focused and productive.

Meeting templates benefit the organizer and participants by setting clear expectations in advance. It helps prioritize discussion points, manage time efficiently and track follow-ups after the meeting. Whether used for internal team meetings, client discussions or strategic planning sessions, good meeting agenda templates foster better communication and collaboration by keeping everyone aligned on goals and responsibilities.

Meetings end with action items. Turn them into actionable plans with project management software. ProjectManager is award-winning project and portfolio management software with robust Gantt charts that can schedule tasks, resources and cost. To ensure the work is done on time, users can link all four types of task dependencies to avoid delays and cost overruns. Filter for the critical path to identify essential tasks and slack, then set a baseline to track progress in real time. Get started with ProjectManager today for free.

2. Meeting Minutes Template

Use this free meeting minutes template for Word to record the key points, decisions and action items discussed during a meeting. It includes fields for the meeting date and time, attendees, agenda items, key takeaways and when the next meeting will be scheduled. This meeting agenda template ensures that all critical information is documented consistently and can be easily referenced by anyone involved in the meeting.

Using meeting minutes templates streamlines the note-taking process and improves accountability. It provides a record of who said what, what was agreed upon and what needs to happen next. This supports better follow-up and task tracking and helps maintain transparency and alignment within teams or with stakeholders. Whether for internal team syncs or formal board meetings, meeting templates ensure nothing important is missed or forgotten.

3. Meeting Action Items Template

This free action items template captures and tracks tasks that arise during meetings, planning sessions or project discussions. Meeting agenda templates like this include fields such as a description of the task, the person responsible, the due date, priority level and status. This standardized format ensures that everyone involved knows exactly what needs to be done, by whom and by when, reducing confusion and helping teams stay organized and accountable.

Using team meeting templates improves follow-through and supports effective collaboration by making responsibilities and deadlines visible to all stakeholders. It also serves as a running log of progress and decisions, making it easier to review past work or prepare for upcoming meetings. Whether managing a small team or coordinating across departments, an action items template helps keep momentum going and ensures the assigned work is completed on time.

4. Action Plan Template

The free action plan template for Excel outlines the steps needed to complete the action items from a meeting, achieve a goal or complete a project. It includes tasks or actions, assigned team members, deadlines, required resources and costs. By laying out each step clearly, these meeting agenda templates help teams break down complex objectives into manageable tasks, promoting efficiency and accountability throughout the process.

Using an action plan template ensures that everyone involved in a project understands their responsibilities and the timeline for completion. It supports clear communication, helps track progress and allows project managers to identify bottlenecks or areas that need adjustment. These meeting agenda templates are great for launching a new product, organizing an event or improving internal processes, keeping efforts focused and aligned toward the end goal.

5. Decision Matrix Template

No roundup of meeting agenda templates would be complete without this free decision matrix template for Excel. They evaluate and compare different options based on predefined criteria, which can be critical during a meeting. It works by allowing users to assign weights to each criterion according to its importance and rate each option against these criteria. The weighted scores are then tallied, providing a clear, objective way to identify the most suitable choice. This method is especially useful for complex decisions that involve multiple variables and stakeholders.

A decision matrix template with meeting agenda templates helps remove bias from the decision-making process by introducing a transparent and repeatable framework. It also promotes collaboration, as teams can discuss and agree on the importance of each criterion and the scores assigned to each option during the meeting. They’re ideal for selecting a vendor, choosing between project strategies or evaluating new software tools.

6. Decision Log Template

Download our free decision log template for Excel to record key decisions made throughout a project or during meetings. It includes information such as the decision description, date, responsible parties, rationale and any supporting details. By capturing this information consistently, teams can maintain a reliable record of why and how decisions were made, making it easier to reference later if questions or issues arise.

A decision log template complements meeting agenda templates as it helps improve transparency, accountability and alignment among team members and stakeholders. It ensures that important decisions are not forgotten or misunderstood and provides continuity for those who may join the project at a later stage. Additionally, a well-maintained decision log supports better project governance by offering an audit trail that can be revisited during reviews or lessons-learned sessions.

7. Decision Tree Template

This free decision tree template is a visual tool that maps potential choices and their possible outcomes in a tree-like diagram. Each branch of the tree represents a decision or an event, allowing teams to explore different scenarios, assess risks and weigh the consequences of various paths. By laying out options in a structured format, decision tree templates help clarify complex problems and support more informed, logical decision-making.

It works with meeting agenda templates because in meetings, the decision tree template enhances collaboration and discussion. It makes the decision-making process more transparent and participatory. They allow teams to visually follow how a decision may unfold, anticipate challenges and agree on the most beneficial course of action. This clarity can reduce misunderstandings, streamline debate and lead to faster, more confident consensus among stakeholders.

8. Meeting To-Do List Template

Use a to-do list template for Excel to capture, organize and track tasks that must be completed. It’s formatted with columns for task descriptions, deadlines, priority levels and responsible parties. These meeting agenda templates help ensure that action items are documented and not forgotten. By using a consistent layout, teams can maintain accountability and stay aligned on what needs to be done, by whom and by when.

In meetings, a to-do list template is a practical tool for recording tasks that arise during discussions. It ensures that key follow-ups are documented in real time and provides a reference point for reviewing progress in future meetings. This improves continuity across meetings, helps prevent miscommunication and fosters a results-oriented culture by turning ideas and decisions into actionable next steps.

9. Lessons Learned Template

The free lessons learned template for Excel captures insights, experiences and key takeaways from a project or a specific phase of work. It includes sections for what went well, what didn’t go as planned and suggestions for improvement. By organizing this feedback in a standardized way, meeting agenda templates help project teams reflect on their performance, document best practices and identify opportunities to avoid past mistakes in future projects.

These meeting agenda templates are especially helpful in post-project reviews or retrospectives. Lessons learned templates guide the discussion and ensure all relevant points are covered. It helps participants focus on constructive feedback and provides a formal record of the team’s reflections. This promotes a culture of continuous improvement and serves as a valuable knowledge-sharing tool for future teams working on similar initiatives.

10. Progress Report Template

Download this free progress report template for Word to track and communicate the current status of a project. It includes key sections such as completed tasks, ongoing activities, upcoming milestones, challenges faced and any deviations from the original plan. These meeting templates help ensure that all team members and stakeholders receive consistent updates, which promotes alignment and transparency throughout the project lifecycle.

In a project meeting, a progress report template serves as a structured agenda item that guides discussion and decision-making. It keeps conversations focused on measurable outcomes and helps identify any issues that need immediate attention. By presenting clear, concise updates, meeting agenda templates like this foster accountability and ensure everyone is on the same page about project timelines, deliverables and goals.

ProjectManager Manages Meetings and Their Aftermath

Meeting agenda templates are helpful, but they’re also limited. These are, after all, static documents. They can’t notify participants or turn action items into actionable plans. They’re not even collaborative, which is essential in a meeting.

ProjectManager has powerful Gantt charts, as we’ve shown above, but also multiple project views so everyone can work how they want, including on kanban boards, sheet, calendar or task list views. Recurring tasks can be set up with email and in-app notifications to ensure no one misses a meeting. There are also features to help run better meetings.

Get Real-Time Metrics With Tailored Dashboards

Projects run on data and so do the best project meetings. Team members don’t want to waste time. They need to know where they are about where they should be according to the plan. Our real-time project and portfolio dashboards are constantly updating with live data and display it on easy-to-read graphs and charts that show time, cost, workload and more. These visual presentations help make complex data easy and quick to digest.

Use Customizable Reports for More Detail

When the meeting needs to delve deeper into the data, our customizable reports on status, variance, workload, timesheets and more provide that information. Each of these reports can be filtered to focus on key data points of interest to the meeting. They can also provide a high-level overview of progress and be shared in various formats to keep stakeholders informed.

Related Meeting Content

Meeting agenda templates are helpful, but they’re only part of the larger process of having successful meetings. Learn how to run meetings and more by reading the following articles from our ProjectManager blog.

• How to Run Team Meetings: Tips & Best Practices
• 10 Project Meetings to Guide Your Project Management Team
• Meeting Planning Steps: How to Plan a Meeting
• Project Kickoff Meeting: How to Write a Kickoff Meeting Agenda

ProjectManager is online project and portfolio management software that connects teams whether they’re in the office or out in the field. They can share files, comment at the task level and stay updated with email and in-app notifications. Join teams at Avis, Nestle and Siemens who use our software to deliver successful projects. Get started with ProjectManager today for free.

The post 10 Free Meeting Agenda Templates for Word and Excel appeared first on ProjectManager.

You use a project brief, an important document that outlines what the project is about, to do just that. A project brief lets you convey the main goals of the project so that everyone understands what they’ll be doing.

Read on to learn more about them, and how to make one for yourself. There’s even a free template and in-depth example of a project brief for a construction project to help you get started.

What Is a Project Brief?

A project brief communicates the reason and approach for a project and the processes that will be used to manage it. It’s not as detailed as a project plan, though it’s up there in importance.

Stakeholders and the project team need a short and concise pitch to explain the project. The project brief is a way to deliver this information in a summary that will outline the objectives of the project, its scope, the main deliverables, milestones and the timeline.

Taking the time to create a thorough project brief helps bring everyone together to better fulfill the mandate of the project. It will also set the stage for a better plan and project schedule. The better your project brief, the better you’ll achieve the goals and objectives of the project.

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Project Brief Template

Use this free Project Brief Template for Word to manage your projects better.

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What Is the Purpose of a Project Brief?

The project brief does more than frame the project—it also acts as an effective communication tool. A strong project brief helps stakeholders, teams, designers and anyone involved in the project understand its requirements and goal. It’s a key document at the initiation of a project, in that it brings everyone together to serve a common end.

It is not an exaggeration to say the project brief is the most crucial document to leading a successful project. It is here that you define the scope of the project and open the door to a conversation between all parties involved in getting to the goal most efficiently.

In practical terms, the project brief will make clear what your client’s objectives are, who the target audience or market for the product or service is, and even the key competitors in that space.

Who Creates a Project Brief?

Because it’s such a fundamental document in any project, the project brief is created by the project manager. The project manager is responsible for creating the project plan and schedule, as well as managing resources, so it’s only natural that they are involved in the creation of the project brief as it will guide all those other project components.

However, a project manager doesn’t pull the information contained in the project brief out of their hat. Like producing the project plan and schedule, there are resources a project manager will tap to make sure the document accurately captures the project’s mission.

The first and among the most key people to speak to, naturally, are the client and project stakeholders. They are the ones for whom the project exists and can define its goals and objectives.

Once the vision is clear, project managers can refer back to older projects for historical data that can help guide the direction of this new project. Similarly, input from other project managers and project team members who have run similar projects can be very helpful.

While the buck stops with the project manager, a lot of cooks are in this kitchen. The more research and preparation are done before the pencil hits the paper, the better the results, which will set the tone for the entire project that follows.

What Should a Project Brief Include?

The project brief is a bit of an oxymoron. It must describe the whole project thoroughly while at the same time offering only a summary. It’s not so different from an executive summary, in that it acts somewhere between an elevator pitch and the overview of an agenda.

While project briefs can vary in format, most will touch on these topics.

• Title
• Client (contact info, type of business and customer base)
• Project Definition (background, outcomes, scope)
• Project Approach (processes and procedures)
• Project Objective
• Project Details (target audience, goals, timeline, phase, review, etc.)

Key Elements of a Project Brief

While we briefly touched on what to include in a project brief, let’s delve deeper into some key elements.

• Project title and description: Ensure the title is clear and concise. Include a summary of the project, its purpose and the problem it aims to solve.
• Goals and objectives: Include the desired outcomes the project wants to achieve. The objectives should have SMART targets, or specific, measurable, achievable, relevant and time-bound.
• Project scope: Define what the project will and won’t include to manage expectations and prevent scope creep.
• Key deliverables: Tangible or intangible outcomes that the project will produce.
• Project timeline: Include start and end dates, key milestones, checkpoints and expected completion dates.
• Stakeholders: Identify who have a vested interest in the project or can influence the outcome. Be sure to note the core project team members alongside their roles and responsibilities.
• Budgets and resources: Provide a high-level overview of the allocated budget as well as specific resources like equipment, personnel and materials.
• Constraints: What that could impact the budget, such as budget limitations, strict deadlines or scarce resources?
• Success criteria: Define how project success will be measured and evaluated when finished.

Project Brief Template

Let’s take a look at a project brief and see one in which to get all those elements to come together on a page. ProjectManager has lots of free templates for every aspect of project management, including a free project brief template. You can see that everything is laid out clearly and cleanly. The project name is up top, as is the date the project brief was created, information on the client and an overview of the project itself.

The goals and objects are described, constraints and assumptions are given and the project scope is detailed. You can also add the target audience and who is authorized to deem the project a success and by what criteria.

After that follows more details about executing the project, such as the budget, timeline, duration and milestones.

How to Create a Project Brief

When you write a project brief you have to incorporate the background, the objectives of the project and what will determine if it’s a success. There needs to be an outline of the project’s schedule and target audience.

At its simplest, a project brief can answer those questions and serve its purpose. You can list the sections as bullet points on a one-page document or if it’s a digital link to supporting documentation. There is no one way to create a project brief, but the following is a general guide to how to get started:

Project Overview

Begin by collecting the contact information. It’s a good and easy start. Jot down the client, their contract, a brief about their business and customer base. Having a solid background will inform the rest of your business brief.

Project Objectives

Knowing what your project objectives are is how you get a better understanding of the project at large. Look at what deliverables you have, especially the final one. This is also how you begin to define what a successful project looks like. Use SMART goals, as in being specific, measurable, achievable, realistic and time-bound.

Project Timeline

You’ve defined what you have to deliver, now you need to figure out the timeframe in which you have to make those deliverables. This means knowing when you’re going to start and what the project’s timeline is. What you’re undertaking here is the T in SMART, the time-bound part. To further refine the schedule, look at milestones (important dates, like when one phase ends and another begins).

Who’s the Target Audience?

The project brief is more than just what you’re doing and when you’re doing it, you need to outline who you’re doing it for. Without a target audience, you can’t define whether your project is a success or not. You can get it all done on time and within budget and still fail because you didn’t deliver on the quality expectations of your target audience. That means demographics and other profiling to make sure you’re fulfilling that audience’s needs.

Tie It to the Stakeholders & Team

Finally, you want to tie all the pieces to the stakeholders and the team, who are the target audience for the project brief. That means, making it relevant to them by including resources for the project, outlining the budget, even a communication plan and defining the roles and responsibilities. How much more you want to add is up to you, but it should strike a good balance between what’s important and what’s too in the weeds. Remember, you don’t want to obscure your message.

Construction Project Brief Example

For a better understanding of a project brief, let’s look at a construction project brief example.

Project Title and Description

Project Title: Aspen Creek Townhomes Development

Description: This construction project involves the construction of a new residential development consisting of 10 modern, two-story townhome units on a currently vacant 1.5-acre site located at 123 Main Street, Aspen Creek, Colorado. The development aims to provide high-quality, energy-efficient housing options for families and individuals in the growing Aspen Creek community.

Project Goals and Objectives

Goals

• To deliver a high-quality residential development that meets the housing needs of the Aspen Creek community.
• To achieve a profitable return on investment for the developer.
• To establish a positive reputation for the construction company within the local market.

Objectives

• Complete the construction of all ten townhome units within 12 months from project commencement.
• Adhere to the approved architectural plans and specifications, ensuring high-quality construction standards.
• Achieve a minimum energy efficiency rating of “Energy Star Certified” for each unit.
• Maintain the project budget of $2,500,000, with a contingency of 5%.
• Secure all necessary permits and approvals from the City of Aspen Creek promptly.
• Achieve a 90% pre-sale rate of the townhomes before project completion.

Project Scope

Inclusions

• Site preparation, including clearing, grading, and utility connections (water, sewer, gas, electricity).
• Construction of ten (10) individual two-story townhome units, each approximately 1,800 sq ft with 3 bedrooms and 2.5 bathrooms.
• Installation of all interior finishes (flooring, paint, fixtures, appliances).
• Landscaping of common areas and individual unit yards.
• Construction of on-site parking spaces (two per unit plus visitor parking).

Exclusions

• Off-site infrastructure improvements beyond the property boundary.
• Sales and marketing activities (handled by a separate real estate agency).
• Homeowner association (HOA) establishment and management.
• Customization requests from individual buyers during construction (unless explicitly approved via change order).

Key Deliverables

• Approved architectural and engineering drawings.
• Secured building permits and other necessary approvals.
• Completed and inspected foundation for all units.
• Erected and structurally sound framing for all units.
• Installed and functioning building systems (electrical, plumbing, HVAC).
• Completed exterior finishes (siding, roofing, windows, doors).
• Completed interior finishes (flooring, paint, fixtures, appliances).
• Landscaped common areas and individual yards.
• Completed on-site parking and access roads.
• Final inspection approvals from the City of Aspen Creek.
• As-built drawings and relevant warranties.

Project Timeline and Milestones

Project Start Date: May 15, 2025

Estimated Project End Date: May 15, 2026

Key Milestones

• Permit Approval: June 30, 2025
• Foundation Completion: August 31, 2025
• Framing Completion: November 30, 2025
• Building Systems Installation: February 28, 2026
• Exterior Finishes Completion: March 31, 2026
• Interior Finishes Completion: April 30, 2026
• Final Inspections: May 10, 2026
• Project Completion & Handover: May 15, 2026

Key Stakeholders and Team Members

Key Stakeholders

• Developer (Aspen Creek Development Group)
• Construction Company (BuildRight Construction – Project Lead)
• City of Aspen Creek Planning and Building Department
• Potential Homebuyers
• Local Community

Core Project Team Members

• Project Manager (BuildRight Construction) – [John Smith]
• Site Superintendent (BuildRight Construction) – [Kevin Gardner]
• Lead Architect – [Danny Murphy]
• Structural Engineer – [B&B Engineering, LLC.]

Project Budget and Resources

Total Budget: $2,500,000

Contingency: $125,000 (5% of total budget)

Key Resource Categories

• Labor (various trades)
• Materials (lumber, concrete, roofing, finishes, etc.)
• Equipment (excavators, cranes, etc.)
• Subcontractors (electrical, plumbing, HVAC)

Success Criteria

• Completion of all ten townhome units within the agreed-upon 12-month timeframe.
• Adherence to the project budget, remaining within the $2,500,000 allocation plus contingency.
• Successful attainment of “Energy Star Certified” rating for each unit.
• Positive feedback from the City of Aspen Creek on the quality of construction and adherence to regulations.
• Achievement of at least an 80% pre-sale rate by the substantial completion date.

Constraints and Assumptions

Constraints

• Strict adherence to City of Aspen Creek building codes and zoning regulations.
• Potential weather delays during the winter months (November – March).
• Availability of skilled labor within the local market.

Assumptions

• Timely approval of all required permits and inspections by the City of Aspen Creek.
• No significant unforeseen site conditions (e.g., soil contamination) will be encountered.
• Material prices will remain within the current market range.

Risks and Challenges (Optional but Recommended)

• Potential delays in material deliveries due to supply chain disruptions.
• Unexpected increases in labor costs.
• Delays in permit approvals from the city.

This project brief example for construction will act as a guide for the project team and stakeholders throughout the planning and execution phases.

Things to Avoid when Making a Project Brief

There are common mistakes people make when crafting their project brief; let’s take a quick look at those mistakes below.

• Biting Off More Than You Can Chew: Be on the lookout for pitfalls such as defining too many goals. The project brief needs to be, well, brief and too many goals will not only make it longer but harder to understand.
• Confusing Communication: Clarity is key to a successful project brief. If you aren’t clear when defining your target audience, then the project sights will be off from the start. Even if the aim is only a little off, over the course of the project the effect will be cumulative and your final deliverable will be well off the mark.
• Lack of Precision: Another thing to avoid is generalizations. Good writing is specific, and a well-written project brief shares the same precision. Avoid jargon and any meaningless filling. Say what you want is a few, well-pointed words that describe what you’re talking about, putting it in focus.
• Phoning It In: Finally, don’t be lazy. Put in the work. Do all the research, talk to everyone you need to in order to deliver a strong project brief. This is a foundational document that leads to the project plan, but it’s also a communication tool. If you don’t have a clear project brief, the rest of the project will suffer.

How ProjectManager Enables Successful Projects

ProjectManager is an award-winning project management software that turns a brief into a successful project. With features that can plan, monitor and report on progress and performance, you’ll only need one software to manage all aspects of your project.

All the tasks that lead to deliverables in the project brief need to get done within the timeframe and budget you estimated. To control all these elements, we have an online Gantt chart project view. It organizes your tasks and subtasks, resources and costs.

Task Lists for Easy Execution

Now you have your tasks laid out, but tasks need people to execute them and move your project forward. You can direct your team to use our task lists, which list out your task descriptions and file attachments. Then, they can work together, commenting at the task level with other team members, who are notified by email.

Track Projects with Automated Dashboards

You can keep track of their progress with great monitoring features, such as a real-time dashboard that displays task status, costs and other high-level views of the project. Our software calculates task updates and displays them in color-coded charts and graphs, perfect to share at stakeholder meetings to keep them in the loop.

ProjectManager is a cloud-based software that organizes tasks, teams and projects. It helps you turn your project brief into a project plan, scheduling tasks on a Gantt chart and giving teams kanban boards to visualize their workload. Real-time dashboards and one-click reporting keep you on track and stakeholders updated. See for yourself by taking this free 30-day trial.

The post How to Create a Project Brief: Template & Example Included appeared first on ProjectManager.

What Is a Project Budget?

A project budget is the total projected costs needed to complete a project over a defined period of time. It’s used to estimate what the costs of the project will be for every phase of the project. Creating a project budget is a critical part of the project planning process.

The project budget will include such things as labor costs, material procurement costs and operating costs. But it’s not a static document. Your project budget will be reviewed and revived throughout the project, hopefully with the help of project budgeting software.

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Project Budget Template

Use this free Project Budget Template to manage your projects better.

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Why You Need a Project Budget

The obvious answer is that projects cost money, but it’s more nuanced than that. The project budget is the engine that drives your project’s funding. It communicates to stakeholders how much money is needed and when it’s needed. Project budgets are important for any industry such as construction, marketing or manufacturing, for example.

But a project budget is not only a means to get things that your project requires. Yes, you need to pay teams, buy or rent equipment and materials, but that’s only half the story. The other part of the importance of a project budget is that it’s an instrument to control project costs. The budget, which is part of your project plan, acts as a baseline to measure your performance as you collect the actual costs once the project has been started.

Who Is Involved in Setting and Managing a Project Budget?

Several key stakeholders are typically involved in setting and managing project budgets. First, the project sponsor (such as a senior executive or manager) will secure and approve the initial project funding. They outline the project’s financial expectations and limitations. The sponsor also has the authority to approve major budget revisions or the allocation of contingency funds.

Then, the project manager will develop a detailed budget. They create a budget plan and break down the project scope and estimate costs for tasks, resources and deliverables. They will manage the budget throughout the project and provide regular financial reports to the sponsor and other stakeholders. The project team may also be involved, as team members with specific expertise can contribute to estimating the costs associated with their tasks and required resources.

What Is Project Budgeting?

Project budgeting is the process of estimating the full cost of the project from the very beginning until the end. The project budgeting process involves the following:

• Budget planning: Estimating costs and making a budget based on a project estimate
• Budget tracking: Keeping track of project expenses during the project execution phase
• Project budget management: Setting guidelines and control procedures to guarantee that costs don’t exceed the project budget

Project Budgeting Approaches

There are four project budgeting approaches: analogous, parametric, top-down and bottom-up. Analogous is an estimating technique that uses historical data to help determine the cost of the current project. It looks at past projects that are similar to figure out the cost and duration of the new project. This is a popular choice when there’s little data available for the project, making accurate estimates difficult.

Parametric estimating is a statistical approach to estimating the time, cost and resources for a project. It uses historical data, but also statistical data, to make a more accurate estimate. Top-down estimating is when the organization sets the cost and/or the duration of the project. With that figure in mind, the project manager seeks expert opinions to help determine the budget. Finally, bottom-up estimating is working from the lowest possible level of detail. It builds up the estimate from the work package.

What Is Project Budget Management?

Project budget management is a process by which the finances related to the project are administered and overseen. It goes beyond estimating the cost of completing the project and includes tracking those costs and much more. Some of the aspects of project budget management include how you’ll estimate the cost of the project and how those costs will be spread across the life cycle of the project. You’ll need to determine the metrics and the method by which you’ll track those costs to keep to the budget.

Reporting on the budget is also part of project budget management, including how you’ll do it and the frequency with which you’ll do it. If you find you’re going over budget, you’ll need to come up with a plan to rein the budget back in. You’ll even need to define a process of learning from historical data.

Project management software simplifies project budgeting and project budget management. Take ProjectManager; all you have to do is open up the settings on your Gantt and set a budget baseline. Now you have the planned effort saved and you can use budget tracking features such as real-time dashboards to compare it to your actual effort as you execute the project. You can reset the baseline as many times as you need during the project to always be able to measure your project variance instantly. Get started today for free.

How to Make a Project Budget

As noted, there are many components necessary to build a budget, including direct and indirect costs, fixed and variable costs, labor and materials, travel, equipment and space, licenses and whatever else may impact your project expenses.

To meet the financial needs of your project, a project budget must be created thoroughly, not missing any aspect that requires funding. We’ve outlined seven essential steps toward creating and managing your project budget:

1. Use Historical Data

Your project is likely not the first to try and accomplish a specific objective or goal. Looking back at similar projects and their budgets is a great way to get a headstart on building your budget.

2. Reference Lessons Learned

To further elaborate on historical data, you can learn from their successes and mistakes. It provides a clear path that leads to more accurate estimates. You can even learn about how they responded to changes and kept their budget under control. Here’s a lessons learned template if you need to start tracking those findings in your organization.

3. Leverage Your Experts

Another resource to build a project budget is to tap those who have experience and knowledge—be they mentors, other project managers or experts in the field. Reaching out to those who have created rough order of magnitude estimates and budgets can help you stay on track and avoid unnecessary pitfalls.

4. Confirm Accuracy

Once you have your budget, you’re not done. You want to look at it and ensure your figures are accurate. You can use our project budget proposal template for this process. You can also seek those experts and other project team members to check the budget and make sure it’s right.

5. Baseline and Re-Baseline the Budget

Your project budget is the baseline by which you’ll measure your project’s progress once it has started. It’s a tool to gauge the variance of the project. But, as stated, you’ll want to re-baseline as changes occur in your project. Once the change control board approves any change you need to re-baseline.

6. Update in Real Time

Speaking of changes, the sooner you know about them, the better. If your project planning software isn’t cloud-based and updating as soon as your team changes its status, then you’re wasting valuable and expensive time.

7. Get on Track

The importance of having a project management software that tracks in real time, like ProjectManager, is that it gives you the information you need to get back on track sooner rather than later. Things change and projects go off track all the time. It’s the projects that get back on track faster that are successful.

If you manage your project expenses using these building blocks you’re going to have a sound foundation for your project’s success.

Project Budget Template

If you want help getting your budget together, ProjectManager has a free project budget template that lays out most of the basics for you. For additional support, try our free project budget template.

Project Budget Example

To further illustrate how a project budget is created, let’s pretend we’re making an app. The first thing you’ll need to figure out is the costs of labor and materials. You’ll need programmers, designers, content developers, a dev team, etc. It helps list all the tasks and assign the team to them—a hallmark of good task management. This way every penny is accounted for.

With the tasks broken down for the project and your team in place, you’ll next need to look into whatever materials will be needed. Will they need laptops, other devices and equipment? This must be accounted for.

Now note other line items. There might be travel expenses and renting space to house the team. Then there are fixed items that are true for any project. These are things where the cost is set and won’t change over the course of the project. You’ll also want a column for any miscellaneous costs that don’t fit elsewhere in the budget.

Your budget must have a planned versus actual column. When you’re making that app you’ve likely to pivot and that is going to impact the budget. These columns are a way to track the expenditure to ensure you’re staying on budget.

How to Manage a Project Budget

When managing a project budget, use a continuous process of planning, tracking, controlling and adjusting finances. During the planning stage, define the project scope and understand the deliverables, tasks and requirements. A work breakdown structure (WBS) can help break the project down into smaller, more manageable tasks to estimate costs more accurately. Each project activity should also have cost estimations such as labor, material, travel, equipment, subcontractor or software costs.

While we touched on documents and how they’re essential for tracking, be sure to specifically use timesheets, invoices from suppliers and subcontractors, receipts for materials and expense reports.

Analyzing budget performance may consist of comparing planned vs. actual costs and calculating the variance between them. This helps identify trends and can outline if certain types of expenses are consistently under or over budget.

Controlling a Project Budget

When controlling a project budget, establish change control procedures, or a formal process for managing changes to the scope, schedule and budget. Control can also consist of regular budget reviews, negotiating better supplier rates and contingency management. More complex projects may benefit from earned value management (EVM) to track the project performance against the baseline schedule and budget simultaneously.

Finally, when adjusting the project budget, develop a plan if an overrun is projected. This could mean cost-cutting measures, scope adjustments (pending approval) or getting additional funding.

Project Budget vs. Project Estimate

We’ve spent a lot of time talking about project estimates, but how do they differ from the project budget? A project estimate is what you think the project will cost. It’s the first step when making a project budget, so you want that project estimate to be as accurate as possible. Once you’ve done the research, looked at historical data and all the activities and resources needed to execute them, you’ll submit that estimate to be approved as your budget. But it’s only a guideline, while the project budget is a firm figure.

Project Budget vs. Budget Proposal

Again, when you’re talking about a project budget you’re talking about all the expenditures that are needed to deliver the project. It defines how the money for the project will be allocated. A budget proposal, on the other hand, is the best estimate of the costs required to complete the project. It’s similar to the aforementioned project estimate in that it’s the final project estimate, the one that’ll be presented to stakeholders. They’ll then determine if the figure matches what they think is viable and either approve it or reject it.

More Project Budgeting Templates

Project budgeting is one of the most important aspects of project management, no matter what industry you’re in. However, your project budget might look slightly different depending on the type of project you’re managing. Here are some free project budgeting templates for marketing, event planning and construction.

Marketing Budget Template

This marketing budget template is a great tool to start creating accurate baselines for your marketing campaigns. You can customize it to fit the needs of your team.

Event Budget Template

Like a project, an event requires resources that cost money. This free event budget template helps you list down the costs related to your event such as equipment rental, materials and labor.

Construction Estimate Template

Estimating the costs of a construction project is one of the most important construction planning activities there are, as an accurate cost estimation allows construction firms to make sure their project is not only feasible, but profitable. This free construction estimate template is a great tool to start estimating the costs of your construction project.

Project Budgeting Tips

A project budget is extremely important; without the funds to execute a project, it’s dead in the water. We’ve explained what a project budget is, and how to make one and we’ve provided examples. But when you’re in the thick of it, you need tips. These will help you with project budgeting.

1. Document your process when putting together a budget. Documents are essential for tracking the project and reviewing the outcomes.
2. Create contingencies. Have a plan B in place. There will always be unexpected costs, delays and other issues that’ll impact your budget.
3. Project budgeting is a team effort. Seek advice from your team, as they’re the ones with experience executing projects. Meet with experts who can provide you with guidance. Any person or organization that has insight should be tapped for their expertise.
4. Know your resources and their associated costs. This includes any maintenance required for equipment, and don’t forget your team is also a resource. Know their availability, overtime potential and other overhead costs.
5. When estimating costs don’t forget about task duration. These are also estimates and can greatly impact the budget.
6. The budget is a great tool for tracking performance. It can even be used as a communication tool for teams across departments.

ProjectManager Helps Projects Stay on Budget

ProjectManager is online project management software. That means we deliver data instantly to our real-time dashboard, so you can monitor your project across six metrics. When actual costs vary from your planned budget, you know faster and can respond quicker.

You can also plan your budget on our software, adding expenses and then use our resource management feature to assign resources, workforce and hourly rates, which are automatically added to your project. Add expenses at the task level with our Gantt chart, and report on expenses at the task level, too.

Video: Project Budgeting Tips

It’s clear that building an accurate budget is key to setting up your project to succeed. Why not take a moment to listen to our resident project management expert Jennifer Bridges, PMP, who explains how to build a project budget in this tutorial video.

Thanks for watching!

Pro tip: Be sure to track the budgeted vs. actual costs when you’re in the project to see if you’re adhering to that budget. Because after you make a budget, you have to know how to manage it.

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• ¿Cómo Hacer un Presupuesto De Un Proyecto?
• Budget de projet : bases de la budgétisation de projet
• Projektbudget: Grundlagen der Projektbudgetierung
• Orçamento do projeto: noções básicas de orçamentação de projetos

The post How to Make a Project Budget: Project Budgeting Basics (Templates Included) appeared first on ProjectManager.

What’s amazing about people is, that despite the external forces at play on our constitution, we can always be influenced by attitude. If your coworkers or managers can motivate you, suddenly that hidden resource is tapped, and you’re ready to get up and go again with renewed energy and focus.

Leaders can motivate and inspire through communication. Great leaders are charismatic and articulate, and they use these attributes to rally the troops. You’ve probably heard or read some of those famous speeches that have helped people at their lowest reach for the highest aspirations.

The following is a collection of some of the best motivational speeches, chock-full of inspirational words, sure to motivate you when you need it most.

Allyson Felix, The Olympic Spirit — and How You Can Tap Into It, 2024

Allyson Felix is an 11-time Olympic medalist. In fact, she is the most decorated track and field Olympian in history. Beyond her inspiration as an athlete, she is also incredibly motivating outside of her sport. She understands firsthand how to navigate setbacks in all areas of life. Live from the 2024 Summer Olympics in Paris, Felix discusses how to thrive under pressure and find a purpose that extends beyond winning. In this motivational speech, she provides tangible tips that will resonate with everyone, regardless of where they are in life.

Barack Obama, DNC Speech, 2004

Before Barack Obama became the first African-American President of the United States, when he was little known outside the grassroots activist community in Chicago, he was given a national platform as the keynote speaker at the Democratic National Convention in 2004. He acknowledged what everyone was likely thinking and how surprising it was for him to be addressing the audience at the convention. But he started by stating his roots, which were not dissimilar from other Americans, who constitute, after all, a nation of immigrants. He infused the audience, nation and even the world with a sense of hope for the future. After this speech, he continued to connect with people and motivate them to elect him four years later to the highest office in the land.

Related: How to Manage Better with Transformational Leadership

Jim Carrey, Commencement Address, Maharishi University, 2014

From the sublime to the ridiculous, even comic actors like Jim Carrey can find inspirational words to motivate. At this point in his successful career, Carrey moved from celluloid buffoon to philosophic guru. That change was first on display at this speech for the graduates of Maharishi University in 2014. He told these future managers that they should never settle for less than what they want. He illustrated this by talking about his father, who could have been a comedian but chose the safe route of accounting—a job he eventually lost. That life lesson wasn’t lost on Carrey, who saved the world from one more accountant.

Related: The 25 Most Inspiring Leadership Quotes

Steve Jobs, Commencement Speech, Stanford, 2005

Commencements tend to bring out the motivational speeches, and who would expect any less than the best from Apple CEO Steve Jobs. The man who inspired a company to become one of the most successful in world history, and who motivated people to want his products with a zealousness almost unheard of, was the go-to guy for rich insights. At this speech at Stanford, he tells three stories: the first is about dropping out of Reed College, which he said was the best decision of his life. That led to the creation of a company he loved and built up, only to later get fired from. But that dismissal leads to Apple. Finally, he spoke of being diagnosed with pancreatic cancer. These challenges, any of which could have sent another spiraling to the depths of despair, taught him to become more resilient and fight harder for what he wanted.

Related: 10 Strategies to Motivate Your Team

Ed Mylett, Your Imperfections Are Your Greatest Asset, 2023

Ed Mylett is a globally recognized speaker, coach, entrepreneur and best-selling author. He uses platforms like YouTube, TikTok and Instagram to share what he has learned as a businessman, father, husband and philanthropist. In this motivational video, Ed delves into facing your imperfections head-on instead of hiding from them. He notes how humans can leverage these imperfections for the better to help them chase their dreams and achieve their goals. To further drive home his points, Mylett uses his personal anecdotes to inspire others. You only need 15 minutes to gain incredible insight from this motivational video.

Al Pacino, Any Given Sunday

Speeches are fiction of a sort, so it’s not surprising that some of the most inspirational speeches can be found in the arts. The football film, Any Given Sunday, is a perfect example. What’s more cliché than the coach inspiring the team to get back on the field and win after being humiliated? But not every coach is as motivating as Al Pacino. When he delivers what has become the “The Little Things You Do Daily Matter” speech on the importance of working together, the actor and script combine to create something bigger than both.

Related: 10 Consistency Quotes to Help You Keep Going

Bill Gates, Commencement Speech, Harvard, 2007

Surprisingly funny and insightful, Microsoft founder Bill Gates’ Harvard commencement address shows a side of the successful entrepreneur that might not have been visible through the glare of fame and fortune. He is probably Harvard’s most famous dropout, but he acknowledged that the university’s environment of energy and intelligence was inspiring. He noted that education is important but so is knowing the wider world.

J.K. Rowling, Commencement Speech, Harvard, 2008

Harvard has the pull to get Bill Gates, sure, but J.K. Rowling, too? Yes! The Harry Potter author uses inspiring words to offer lessons she learned late and wished others had told her earlier. Rowling was a poor, single mother before her writing shot her into the financial stratosphere, but she doesn’t romanticize poverty.  Beyond the humiliation and depression of being poor, she feared failure, and yet it was a failure that gave her the lessons she needed to succeed. That might be unexpected, but it’s also motivating. Who doesn’t have experience with failure? And we can all succeed.

David Foster Wallace, Commencement Speech, Kenyon College, 2005

Regardless of whether you ever finished his famous tome Infinite Jest, the writer David Foster Wallace was smart, troubled and often densely convoluted. But he could be plainspoken and was at his best in this commencement speech, published as This Is Water. He opens young minds in this speech to the fact that as educated as they might be, they can still hold a closed mind. Such narrow thinking puts us out of perspective and falsely tells us we’re the center of the universe. We’re not, and worse, by thinking this way we lose sight to the interconnectedness of the world. We’re all in it together. How’s that for motivating you to do good?

Brené Brown, the Power of Vulnerability, 2014

Brown is a researcher whose speech on the power of vulnerability is excerpted in this animated video. Vulnerability is not often a topic that inspires and motivates people. We’re all too familiar with being vulnerable. But Brown notes that it’s the fear of failure or of not being good enough that makes us put up walls. These boundaries make it hard to connect with others. But it is by connecting with a larger whole that we can achieve our greatest good and see our own worth reflected in the product of our collaborative process. Empathy is a choice. Make it.

Related: Teamwork Quotes: The 25 Best Quotes About Working Together

Sheryl Sandberg, Harvard Business School Class Day, 2012

In this famous speech that launched the Lean In movement, Facebook exec Sheryl Sandberg deconstructs the idea of the career ladder. She is more interested in opportunities that can make an impact rather than titles. The linear path as a plan might work for some, but it can become too rigid and leave people on the sidelines, missing the real exciting stuff that doesn’t follow a set plan. She also throws away the traditional wisdom that says successful people are not emotional. She’s all about passion and sometimes that emotion is going to come out strongly. You don’t want to become an automaton.

Oprah Winfrey, Commencement Address, Stanford, 2008

Oprah motivates daily. If you’ve ever seen her TV show, then you’ve seen how she can whip up an audience. She does that and more with these inspiring words for the Stanford class of 2008. She knows that the personal touch is the most impactful and shares moving incidents from her life, including her feelings, failures and happiness. The bottom line is that even a success as massive as Oprah’s came with its share of heartaches. You must persevere.

Turn Motivation Into Results with ProjectManager

You’re motivated. Now what? It’s time to take the creative energy and put it to work. Get productive with ProjectManager. ProjectManager. is an online work management tool that can help you and your team accomplish your goals, no matter how lofty.

You’re ready to work and ProjectManager is here to help. Start with your idea and break it down into small tasks that will get you there. Those tasks can be set up in the task list view, which has due dates, room for comments and attachments—everything you need to take control of your work.

If you want to get really productive, then you’ll want to get others to help. ProjectManager has a collaborative platform that makes teams work better together. You can stay in contact with anyone on your team, and get valuable feedback from them. Two heads are better than one!

There’s even a kanban board view, which is a way to visualize your workflow and easily get organized. The board is broken down into columns and cards. The columns are stages and the cards are tasks. As you work on your tasks, you simply move the cards from column to column until it’s done. It’s so easy!

Kanban boards help with transparency, too, so you know where everything is in terms of production. Because you’re working on one card or task at a time, it also helps to keep you focused on what you’re doing. ProjectManager helps you manage workflow to avoid bottlenecks and turn that motivation into results.

Motivated? Now that you’re ready to take over the world, you’ll need the right tools to turn that inspiration into success. ProjectManager is a project management software that is cloud-based, so you get real-time data to make accurate decisions. Get motivated and try it out with this free 30-day trial.

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