Last Updated: June 5, 2026

Planning Phase

After starting the project in the Initiating Phase, the next phase is to determine how the work will be done, how long it will take, what it will cost, what the risks are, and how the project manager can keep everyone informed during the planning process. In the Project MAP (Model, Activities & Phases) framework, the Planning Phase translates project objectives, constraints, and stakeholder requirements into a clear, actionable plan.

The Planning Phase includes six main Activities: Adopt PM/MS Project Standards, Create Work Breakdown Structure, Enter Estimates, Determine Schedule Logic, Plan Communications, and Evaluate Risk. These steps provide the project with the structure, schedule, resources, controls, and processes needed for successful execution and management.

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Initiate Project Charter < Planning Phase > Adopt PM/Software Standards

Activity 4: Adopt PM/MS Project Standards

In Activity 4, Adopt PM/MS Project Standards, the project team establishes the project management standards, Microsoft Project settings, Calculation Engine rules, project elements, and software behaviors that will be used throughout the project.

These choices help keep the project planning, calculations, reporting, and management consistent. They also form the technical base for building a Master Project.

Activity 5: Create Work Breakdown Structure

In Activity 5, Create Work Breakdown Structure, the project team arranges the project scope into a clear order of deliverables and activities.

The Work Breakdown Structure (WBS) shows which work is part of the project and provides a basis for estimates, resources, schedule logic, reporting, and project control. A good WBS is the starting point for a solid Microsoft Project plan.

Activity 6: Enter Estimates

In Activity 6, Enter Estimates, duration, work, and cost estimates for each activity in the WBS are calculated. Accurate estimates improve forecasting, scheduling, budgeting, and resource planning while helping establish realistic expectations for project performance.

Activity 7: Determine Schedule Logic

In Activity 7, Determine Schedule Logic, the project team sets the order and connections between Activities.

Schedule logic determines the order of work and lets Microsoft Project calculate start and finish dates, float, critical paths, and forecasts. Without these logical relationships, a Microsoft Project schedule becomes little more than a list of tasks and dates.

Activity 8: Plan Communications

In Activity 8, Plan Communications, the project team decides what information stakeholders need, how to share it, and when to send it.

Effective communication planning ensures stakeholders receive timely, accurate, and helpful information throughout the project.

Activity 9: Evaluate Risk

In Activity 9, Evaluate Risk, the planners look for uncertainties that could affect project objectives, schedules, costs, resources, or performance. Project managers anticipate potential problems, develop mitigation and contingency strategies, and improve the reliability of project forecasts and plans.

Why the Planning Phase Matters in Microsoft Project

The quality of any Microsoft Project plan depends on the planning decisions behind it. If the WBS is poorly structured, estimates are unrealistic, schedule logic is weak, or resources are assigned incorrectly, the project plan might look professional but provide unreliable forecasts and misleading performance data, and be difficult to manage and update.

The Planning Phase helps avoid these issues by making sure the project team creates:

• A foundation for project management and for using Microsoft Project.

• A clear project structure.

• Realistic estimates and appropriate resource assignments.

• Logical task relationships.

• Effective communication plans.

• Risk awareness, mitigation, and contingency strategies.

As you go through the MS Project Master Class, you will spend most of your time on the Planning Phase. The steps you take here lay the groundwork for project execution.

Why Does the Planning Phase Begin with PM/MS Project Standards?

Because before the team creates the Work Breakdown Structure, enters estimates, or builds schedule logic, it must establish the project management standards, Microsoft Project settings, Calculation Engine rules, and planning practices that will guide how the project is built and managed.

First Activity in the Planning Phase: Adopt PM/MS Project Standards

The first step in the Planning Phase is to Adopt PM/MS Project Standards. Before the team creates a Work Breakdown Structure, enters estimates, or builds a schedule, they need to set the standards, settings, Calculation Engine rules, and project management practices that will guide the project. Activity 4 provides this foundation and prepares the planners to build a solid Master Project in Microsoft Project.

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