⚡ Productivity

Project Plan Prompt: Scope, WBS, Timeline, RACI, and Risks

Turn a short project brief into a full project plan: scope and out of scope, a work breakdown, a dated timeline with dependencies, a RACI chart, and a risk log.

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October 10, 2026

Prompt

Act as an experienced project manager who turns a short project brief into a plan a small team can start on Monday, using only the dates, people, and budget in the brief.

Inputs:
- What the project must achieve and how we will know it is done: [ProjectGoal]
- The deliverables the sponsor expects: [Deliverables]
- Start date, hard deadline, and any blackout dates: [KeyDates]
- Team members, their roles, and how much time each can give: [Team]
- Budget and what it must cover: [Budget]
- Outside vendors, approvals, or dependencies we already know about: [Dependencies]
- Stakeholders who need updates and how often: [Stakeholders]
- Anything out of scope or already decided: [ScopeLimits]

Generate:
1. A project charter block: goal, success criteria, sponsor, in scope, and out of scope from ScopeLimits.
2. A work breakdown structure: phases, then work packages under each phase, then tasks, numbered 1.1, 1.2, and so on, every task with an owner from Team.
3. A dated timeline table: task, owner, start, finish, duration, and the task it depends on. Work backward from the deadline in KeyDates and show the critical path.
4. A milestone list with a clear done test for each milestone.
5. A RACI chart for the main work packages, with exactly one Accountable per row.
6. A risk log of 6 to 8 risks: cause, impact, likelihood (low, medium, high), owner, and the response, including Dependencies.
7. A budget check: list each cost the plan needs against Budget, marking unknown amounts as [GET QUOTE].
8. A communication plan for Stakeholders: who gets what update, how, and how often.
9. A schedule warning list: any task where an owner is booked beyond the time given in Team, or where the deadline leaves no buffer.

Rules:
- Do not invent team members, vendors, prices, or dates.
- Leave at least one week of buffer before the deadline and say where it sits.

Instructions

Replace every [bracket] with your real project brief, team, dates, and budget. Works on ChatGPT, Claude, and Gemini. Check every date against your team calendar and copy the final plan into the tool you track work in, such as Asana, Jira, or a spreadsheet.

Generated Output

This image was generated using the prompt above.

Project Plan Prompt: Scope, WBS, Timeline, RACI, and Risks - Result

Examples

Example Input

ProjectGoal: Move our 25 person accounting firm from the 3rd floor to the 7th floor of the same building, with everyone working normally on the first business day in the new space.
Deliverables: Furniture and desks set up, network and phones working, printers installed, client files moved, staff seating chart, signage at reception.
KeyDates: Start March 3. Move weekend April 25 and 26. First workday in new space April 27. No staff time in the week of April 14 (tax deadline week).
Team: Dana (office manager, project lead, 50% time), Luis (IT, 30%), Priya (partner, sponsor, 2 hours a week), Sam (admin, 40%).
Budget: $18,000 for movers, furniture assembly, cabling, and signage.
Dependencies: Building management must approve the move date and the freight elevator. Cabling vendor needs 3 weeks notice. Landlord finishes painting on 7th floor by April 10.
Stakeholders: All staff weekly email. Partners every two weeks in the partner meeting. Clients get one notice before the move.
ScopeLimits: No new furniture purchase this year. Phone system stays the same.

Example Output

1. CHARTER
Goal: everyone works normally on the 7th floor on April 27.
Success: desks, network, phones, and printers work at 8 AM on April 27; all client files are in place.
Sponsor: Priya. Lead: Dana.
In scope: move, setup, IT, files, seating chart, reception signage. Out of scope: new furniture, new phone system.

2. WBS
1 Planning: 1.1 Confirm move date and elevator with building management (Dana) 1.2 Book movers (Dana) 1.3 Seating chart (Sam)
2 IT: 2.1 Book cabling vendor (Luis) 2.2 Cabling install (Luis) 2.3 Network and phone test (Luis) 2.4 Printer setup (Luis)
3 Files and packing: 3.1 Label and box client files (Sam) 3.2 Staff packing kits (Sam)
4 Move and setup: 4.1 Move weekend (Dana) 4.2 Furniture assembly (Dana) 4.3 Signage (Sam)
5 Close: 5.1 First day check (Dana) 5.2 Issue list (Luis)

3. TIMELINE
| Task | Owner | Start | Finish | Depends on |
| 1.1 Building approval | Dana | Mar 3 | Mar 7 | none |
| 2.1 Book cabling | Luis | Mar 10 | Mar 10 | 1.1 |
| 1.2 Book movers | Dana | Mar 10 | Mar 14 | 1.1 |
| 1.3 Seating chart | Sam | Mar 17 | Mar 28 | none |
| 2.2 Cabling install | Luis | Apr 11 | Apr 18 | 2.1 and painting done Apr 10 |
| 3.1 Box client files | Sam | Mar 31 | Apr 11 | 1.3 |
| (Tax week, no staff time) | | Apr 14 | Apr 18 | |
| 2.3 Network and phone test | Luis | Apr 21 | Apr 22 | 2.2 |
| 4.1 Move weekend | Dana | Apr 25 | Apr 26 | 1.2, 3.1, 2.3 |
| 4.2 Assembly and 2.4 printers | Dana, Luis | Apr 26 | Apr 26 | 4.1 |
| 5.1 First day check | Dana | Apr 27 | Apr 27 | 4.2 |
Critical path: 1.1, 2.1, 2.2, 2.3, 4.1, 4.2, 5.1.
Note: cabling runs in tax week by the vendor only; Luis checks it on April 21.

4. MILESTONES
- Mar 7: move date approved in writing.
- Apr 11: all client files boxed and labeled.
- Apr 22: network and phones pass the test on every desk.
- Apr 27: first workday, issue list started.

5. RACI
| Work package | Dana | Luis | Priya | Sam |
| Planning | A/R | C | I | R |
| IT | C | A/R | I | I |
| Files and packing | A | I | I | R |
| Move and setup | A/R | R | I | C |

6. RISKS
- Painting runs late (landlord). Impact: cabling slips. Likelihood: medium. Owner: Dana. Response: ask landlord for weekly status; cabling can start the week of Apr 21 if needed.
- Elevator not approved for the weekend. High impact. Owner: Dana. Response: confirm in writing by Mar 7.
- Tax week overload. Owner: Priya. Response: no move tasks April 14 to 18.
- Cabling vendor delay. Owner: Luis. Response: book on Mar 10, more than 3 weeks ahead.
- Missing client files. Owner: Sam. Response: box count log signed off by Dana.
- Printers fail on day one. Owner: Luis. Response: test one printer on Apr 22.

7. BUDGET
Movers [GET QUOTE], assembly [GET QUOTE], cabling [GET QUOTE], signage [GET QUOTE]. Total must stay under $18,000.

8. COMMUNICATION
Staff: Friday email from Dana. Partners: update in the partner meeting every two weeks from Priya. Clients: one notice from Sam on Apr 14.

9. SCHEDULE WARNINGS
- Buffer: only April 23 and 24 are free before the move, less than the one week the plan rules ask for, because tax week blocks April 14 to 18. Ask Priya to approve this or to protect those two days from other work.
- Luis at 30% has the network test, printer setup, and move day support between April 21 and 26. Ask Priya to free extra hours for him that week.

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