Project Planner

What does a Project Planner do?

A Project Planner plays a key supporting role in any project. The job description of a Project Planner involves developing, managing, and maintaining project schedules, ensuring that projects are completed on time and within budget.

The role involves detailed planning, coordination, and monitoring of all aspects of a project, from its inception to completion.

The contributions made by Project Planners greatly impact the success of a project. It enables the project team to effectively manage resources, mitigate risks and have consistent and clear communication between stakeholders.

What is the Difference Between a Project Planner and Project Manager?

A Project Planner’s duties consist of organizing, arranging, designing, preparing and scheduling, while a Project Manager is responsible for leading, supervising and administrating. These are two different roles that are sometimes accomplished solely by the Project Manager but often are distinct roles on larger projects.

More information can be found in this article clearly defining what a project manager does, as well as outlining the difference between a Project Manager and another similar role – a Programme Manager.

There is also this article defining exactly what project management is and what it consists of; it provides a simple breakdown of the key aspects of project management, which may help solidify the difference between a Project Manager vs. a Project Planner.

Let’s look at the difference between tasks of a Project Manager and that of a Project Planner to help distinguish the two:

Project Manager Tasks:

Work with or as the Project Planner
Leads the team responsible for project outcomes
Initiate the project
Plan the project
Execute the project management plan
Monitor and control the project
Close the project
Resolve conflict
Manage stakeholder expectations

Project Planner Tasks:

Work with a Project Manager
Plan and track costs
Estimate costs
Maintain schedules
Keep project resources on track
Provide regular project updates
Maintain contact with project staff
Supports conflict management with project staff

Key Responsibilities of a Project Planner

The Project Planner is responsible for creating and maintaining comprehensive project plans, schedules, and timelines. They also coordinate with various departments and ensure that projects are completed efficiently and successfully. This role requires strong analytical, organisational, and communication skills to track project progress, manage resources, and ensure deadlines are met.

Here is a summary of the nine main responsibilities of a Project Planner:

1. Develop Project Plans and Schedules:

Collaborate with Project Managers and stakeholders to document project goals, scope, timelines, and deliverables.
Create detailed project schedules using tools like MS Project, Primavera, or other project management software.
Set and enforce realistic deadlines, milestones, and timelines to ensure timely completion.

2. Monitor and Track Progress:

Regularly update project schedules and progress reports to track project performance against set goals.
Identify potential delays or issues and propose corrective actions to minimise risks to the timeline.
Coordinate with project teams to ensure alignment with project plans.

3. Resource Management:

Allocate resources effectively (personnel, equipment, and materials) to meet project objectives.
Work with Resource Managers to ensure that the project has the necessary personnel and equipment at each phase.
Monitor resource utilisation and suggest adjustments as needed to optimise project execution.

4. Risk Management:

Identify potential risks and issues that could affect project timelines and deliverables.
Support development and implementation of mitigation plans to reduce risks and address challenges as they arise.

5. Collaboration and Communication:

Act as a liaison between project teams, clients, contractors, and stakeholders.
Provide regular updates to Project Managers, senior management, stakeholders, and project teams on project status, timeline adjustments, and potential issues.
Facilitate meetings to ensure team members are aligned on priorities and timelines.

6. Documentation and Reporting:

Prepare and maintain detailed project documentation, including schedules, status reports, change logs, and meeting minutes.
Ensure all project records are up-to-date and stored appropriately for future reference.

7. Budget and Cost Control:

Assist in budget planning and cost estimation.
Monitor project expenditures to ensure they are within budget and recommend adjustments where necessary.

8. Quality Assurance:

Ensure the project plan incorporates quality assurance activities to ensure the final product meets project standards and client expectations.

9. Post-Project Review:

Conduct post-project evaluations to assess what went well and identify areas for improvement in future projects.
Provide input for project planning processes for continual improvement.

What Skills Does a Project Planner Need?

A successful Project Planner is someone who can balance technical skills with strong interpersonal capabilities. They need to be organised, detail-oriented, and able to manage multiple aspects of a project simultaneously.

Here are the key skills required for a Project Planner:

1. Project Management Skills

At the core of a Project Planner’s role is project management. An understanding of project management methodologies—such as Agile, Waterfall, or Praxis Framework—is beneficial. A Project Planner must be able to develop comprehensive project plans, define project milestones, and allocate resources effectively. This skill also includes the ability to break down complex projects into smaller, manageable tasks, ensuring everything is on track.

2. Scheduling Expertise

A Project Planner must be adept at creating and maintaining project schedules. This involves using project management tools like Microsoft Project, JIRA, Trello or other scheduling software. A deep understanding of time management is crucial. Knowing how to plan and track project timelines, allocate resources, and adjust for any delays. Being able to visualise timelines through Gantt charts or other planning tools helps keep teams on track and ensures deadlines are met.

3. Analytical Thinking and Problem-Solving

Project Planners are tasked with identifying potential challenges or bottlenecks before they arise. Strong analytical skills are essential for assessing risks, evaluating resource needs, and predicting potential delays. When problems occur, a Project Planner must quickly assess the situation and propose solutions, ensuring minimal disruption to the project schedule.

4. Communication Skills

Effective communication is vital for a Project Planner. They need to communicate project expectations clearly to all stakeholders, from team members to clients, contractors, and senior management. Being able to report progress, share updates, and convey complex information in an easy-to-understand format is key. Additionally, a Project Planner must be skilled at facilitating meetings, resolving conflicts, and ensuring that everyone is aligned on the project goals and timelines.

5. Attention to Detail

Project planning involves managing multiple components at once, from schedules and budgets to resources and stakeholder requirements. A Project Planner must be detail-oriented to monitor the project progress and ensure no task or resource is overlooked. A meticulous approach ensures that the project is running smoothly and within scope.

6. Time Management & Prioritisation

Managing time efficiently is a cornerstone of successful project planning. With multiple tasks and responsibilities to juggle, Project Planners must have excellent time management skills to prioritise tasks, meet deadlines, and ensure that no part of the project is neglected. They must be able to identify critical path activities and allocate enough time to complete them without compromising other areas of the project.

7. Resource Management

A Project Planner needs to effectively allocate resources—be it contractors, equipment, or materials—to ensure the project moves forward smoothly. This skill includes balancing resources across various phases of the project, making sure that everything needed is available when required, and adjusting plans if there are shortages or delays.

8. Risk Management

Risk is an inherent part of any project, and a Project Planner must be skilled at identifying potential risks and creating mitigation strategies. Whether it’s a delay in delivery, a resource shortage, or an external factor affecting timelines, being able to foresee and address these risks before they impact the project is essential. Effective risk management also means keeping stakeholders informed about potential issues and how they’re being addressed.

9. Adaptability and Flexibility

Projects rarely go according to plan, and things can change quickly. A good Project Planner must be flexible and adaptable, able to make quick adjustments when circumstances shift. Whether it’s a change in project scope, a shift in timelines, or new stakeholder demands, being able to adjust plans and keep the project on track is crucial.

10. Collaboration and Teamwork

Being able to collaborate effectively with Project Managers, team members, clients, and other stakeholders ensures that everyone works together towards a common goal. Project Planners need to be able to listen, offer guidance, and facilitate communication across teams to ensure alignment and avoid misunderstandings.

11. Budgeting and Cost Control

Having a good grasp of budgeting is another critical skill for a Project Planner. They must be able to estimate costs, track expenses, and ensure the project stays within budget. This involves monitoring resources, managing procurement, and adjusting plans as necessary to avoid overspending.

12. Technological Proficiency

In today’s digital age, Project Planners must be comfortable with project management software and tools. Beyond scheduling software and proficiency in collaboration platforms, knowledge in data analysis and AI tools is increasingly important. Understanding of these tools ensures smooth communication and helps with real-time tracking and reporting.

To be successful in this role, a Project Planner needs a unique combination of technical expertise, organisational ability, and interpersonal skills. With the right combination of skills, a Project Planner ensures that projects are completed efficiently, on time, and within budget.

How Much Does a Project Planner Get Paid?

According to leading industry body APM’s Salary Survey, a Project Planner on average can be paid around £42,500 (USD$54,000).

How to Become a Project Planner

There are a few routes to go down if you want to become a Project Planner. You can pursue a degree or gain experience, for example.

However, arguably the most effective approach is gaining a certification in Project Planning. It is a quicker than a degree, a more industry-relevant option, and shows employers that you have the right knowledge and understanding for the job. Meaning you are more likely to be hired over an applicant who doesn’t have a certification.

Project Planning and Control™ (PPC) Certification

PPC was developed in line with principles outlined in the Association for Project Management (APM) framework for Planning and Project Control Managers and Engineers.

APMG’s Project Planning & Control Certification backs the release of the APM’s publication, Planning, Scheduling, Monitoring and Control – The Practical Project Management of Time, Cost, and Risk.

This book marks the APM’s first comprehensive collection of guidance and best practices for project planning and control, offering valuable insights for all industries and sectors.

The goal of this guidance is to enhance understanding, enabling organisations to set benchmarks based on a shared resource, ensuring they meet established standards. It encourages striving for best practices while maximising value from their projects.

Ultimately, the guidance aims to provide increased confidence and certainty in project delivery.