The 5-Minute Project Plan for Non-Project Managers
You might not have “Project Manager” in your job title - but if you’ve ever organised something, improved a process, or rolled out a new system, you’ve already done the job - just without the title or training.
Maybe it was setting up a new onboarding process, redesigning a team report, or helping deliver a system update. You didn’t think of it as a project - it was just “something that needed doing.”
That’s how most projects begin - and it’s also why so many small initiatives lose focus before they’re finished.
The good news? You don’t need to be a qualified Project Manager to bring order to the chaos - you just need five minutes and five questions.
The 5-Minute Project Plan
This is a simple tool you can use for any piece of work, from department projects to internal initiatives. It’s built around five questions that help you think like a project manager - without the jargon.
1. What are we doing? (Define the scope)
This sounds obvious, but most projects fail because the goal was never clearly stated.
Write down a single sentence that describes exactly what you’re delivering.
For example:
“We’re creating a new onboarding process for new starters joining the HR team.”
If your description feels vague, or includes words like review, improve, or explore, keep refining it. Those words sound safe, but they don’t define success.
β Tip: Start with a verb - “create,” “launch,” “update,” or “deliver.”
2. Why are we doing it? (Clarify the purpose)
This question helps you connect the work to something meaningful.
Projects without a clear “why” often lose support mid-way through. When things get tough, people only stay engaged if they believe the effort matters.
So write down what success will achieve - for your team, your customers, or your organisation.
“Our goal is to help new hires feel confident faster and reduce onboarding time by 20%.”
That’s measurable, relatable, and motivating.
3. Who’s involved? (Identify your team and stakeholders)
Even the smallest project needs clear roles.
List the people who need to be involved, and label them simply:
- Owner: the person accountable for delivery (that might be you).
- Contributors: people doing the work.
- Approvers: anyone who needs to sign things off.
- Informed: people who need updates.
This one step reduces confusion, duplication, and those dreaded last-minute surprises.
4. When will it be done? (Plan the timeline)
Set key dates — even if they’re approximate.
Break the work into 3–5 major milestones. For example:
- Process mapped by March 10
- Templates tested by March 24
- Rollout live April 15
Having visible checkpoints keeps everyone moving and gives you an easy way to report progress.
β Tip: Always add a quick buffer. Real-world projects rarely run perfectly to plan.
5. How will we know it’s successful? (Measure outcomes)
Before you start, define what “done” looks like.
It could be:
- A working version of a new process
- Feedback from users or customers
- Measurable results (like reduced errors or faster turnaround times)
This gives you a clear finish line - and a story to tell when you report back.
A Quick Example
Imagine your manager asks you to “improve the monthly report.”
Without a plan, you’d probably open Excel, make a few tweaks, and hope for the best.
With the 5-Minute Project Plan, you’d say:
- What: Redesign the monthly report format.
- Why: Make data easier for senior managers to interpret and use.
- Who: You (owner), your analyst (contributor), finance (approver), and the leadership team (informed).
- When: Prototype in two weeks, final version by end of month.
- Success: Report adopted by all departments within one quarter.
Five minutes, and suddenly your work looks and feels like a project — structured, focused, and measurable.
Why This Works
This framework builds clarity, accountability, and confidence — the three things most new project owners struggle with.
You don’t need Gantt charts, software, or endless documentation.
You just need structure, and a habit of asking good questions early.
Next Steps
If you or your teams regularly run small projects without formal project management training, a little structure can make a huge difference.
Our Managing Smaller Projects course is designed for professionals who deliver real-world projects alongside their day job - giving them practical tools to stay in control, manage time, and deliver results.
For those looking to build a stronger foundation in project delivery, our Principles of Project Management course introduces the full project lifecycle - from planning and risk management to communication and delivery.
Both courses can be delivered virtually or onsite and include six months of post-course support to help embed learning.
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About the Author
Emma-Jane Haigh
Leadership and People Development Specialist, Executive Coach, and Facilitator. Emma-Jane designs and delivers training that helps managers and teams strengthen communication, build resilience, and lead with confidence. At Underscore, she runs leadership, management, and project management programmes focused on practical skills and real workplace impact.
