Project Planning from Start to Finish with the Vibe Smartboard

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Project planning is one important aspect of your business. You want to find solutions that keep everyone informed of vital deadlines, budgetary restrictions, and more. With the help of Vibe, project planning has never been easier. You can connect with your team and share updates with stakeholders. Plus, it is simple to add annotations and notes in real-time. Find out how Vibe has the solutions for your project planning needs. 

What is project planning?

In any type of project management , you need to start with the important steps of project planning. During this step, you should outline how you want to proceed and list all those vital elements that lead to a successful completion. Make sure to focus on definition, preparation, integration, and coordination. With a well-thought project plan, you can ensure that it will be executed, monitored, and completed to your client’s satisfaction.

There are a few basic steps to every project plan. First, there’s the initial planning stage. This is the part where all the ideas come together. In some cases, this might be known as the “horizon” stage as clients love to shoot for the moon, creating ideas that might seem like a great idea, but they cannot be completed in reality.

Next is the reference stage, where all those nuts and bolts are figured out by your team. At this stage, you can determine what will work and what needs to be discarded in the project plan. From there, your team can create a project schedule and identify risks or obstacles before presenting to stakeholders.

We’ll go more in depth on every project planning stage in a bit.

Why is project planning important?

You might think that you can save some time and skip the step of project planning, but that could lead to disastrous results. Project planning is the best way to ensure that your project stays on track and results in success. So although you might be tempted to“wing it,” the truth is that when you’re working with other team members and clients, disorganization can lead to frustration. 

Along with that, think about any issues that you could encounter throughout the project’s progression. When you have an established project plan, you can meet and deal with any issue head on and find solutions to overcome them. Your clients will appreciate this extra planning on your part to avoid any unnecessary problems.

How to prepare for project planning

If you are ready to let Vibe take your project to the next level, you need to understand how to prepare a project plan. First, you need to organize all your tasks, activities, and resources that involve your project. You can try to figure it out with spreadsheets or shared documents, but that can be inefficient and overwhelming.

Vibe interactive whiteboards can help you to increase engagement and prepare a project plan that meets the objectives of your clients. You can even incorporate your favorite applications to create a more suitable workspace for your team and stakeholders.

The basic steps to project planning

Ideate

Ideate and collaborate on the Vibe smartboard Ideate and collaborate on the Vibe smartboard

Ideation can be the first step toward a great idea. Using Vibe’s collaboration software , your team can list objectives, problems, and solutions; create flowcharts ; and connect ideas to your company’s goals, all on a 55” 4K UHD touch screen.

Collaborate with team members who are working remotely by starting a video call — they can join the discussion via their own Vibe device, or by using a Skype or Zoom call code. You can also share your screen with remote participants so they can follow along.

During this stage, you need to identify the project stakeholders. While not all of them will be actively involved with the project, you still want to keep them in the loop about the progress. Some of these stakeholders will include:

  • the client
  • end users
  • team and company leaders
  • people working on the project

When you’re done, you can save your brainstorming canvas for later, or share it with another team. (Forget to save? Vibe Cloud’s autosave feature makes sure you don’t lose your progress.)

Define roles and responsibilities

Now it’s time to assign individuals to specific roles in the project. You need specific skills and competencies to reach a successful outcome. Using your preferred project management software on the Vibe smartboard can help with this part of your project plan.

Once you know who will be working on the project, begin to fill these necessary assignments. It is important to note that one person can fill multiple roles, especially if they are a great fit for the project. In other cases, multiple people fill an identical role, such as software engineer. Project manager, sponsor, and team members are other vital roles in your project.

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Present

A kickoff meeting is the perfect way to set the tone for the team for the duration of your project, and it’s the ideal time to introduce those individuals who are filling specific roles in the project.

Have a presentation saved on your computer? Wirelessly screencast to your Vibe board, and use the stylus to annotate your presentation as you go. You can also screencast from your Vibe board to a TV, or even project onto a wall for maximum presentation size. The Vibe mobile stand makes transporting the board easy and allows you to adapt to any room layout.

And remember, if someone can’t make it to the physical presentation, they don’t have to miss out — you can use video calls to share your presentation. The interactive elements will keep your audience engaged and encourage collaboration no matter where your audience is.

Define project scope, budget, and timeline

After you have started with the pre-planning of the project, you need to focus on the three important elements: scope, budget, and timeline.

With the scope, it is vital to outline what you can or cannot achieve with the project. Make sure to clearly define your project’s objectives from the customer and the team. 

A budget is critical for any type of project, especially those involving customers. You want to make sure that you have the resources to meet those objectives, and that they stay within a predetermined budget. Take time to learn about what happens if you go over the budget.

Finally, the all important timeline. With this, you can figure out certain phases of your project and make deadlines for that time frame. Plus, this is the time to figure out if all those goals can be reasonably met within a certain time.

Brainstorm and build

Visuals and shared spaces are a major asset in team project planning. Visuals and shared spaces are a major asset in team project planning.

Let’s say your team’s project is designing a new product. In this stage, your design team can use the Vibe smartboard for a myriad of activities:

  • draw early prototypes
  • experiment with combining different shapes, colors, and materials
  • map out production timelines

Vibe allows you to combine multiple elements (sketches, screenshots, tables, annotations, etc.) all on the same canvas. And with Vibe’s advanced stylus, the stylus-to-touchscreen experience feels natural, like using a marker on a traditional whiteboard.

You can refer back to your brainstorming canvases at any time to keep your goals in focus. Make sure that your team understands the project’s objectives by breaking down those big ideas into smaller tasks. Then, prioritize each job according to its importance to the project. Finally, create a system where corrective actions are used to meet all the goals on time.

Related: How to Use UX Research to Create Products Users Actually Want

Define deliverables

Any service or product can be defined as a deliverable, and they are used to complete your project. These deliverables are a vital part of your project plan.

Easily communicate deliverables to your team with Vibe’s collaboration software. This type of seamless collaboration will help to meet the customer’s objectives for the project.

Create a project schedule

With your project schedule, you can use a Vibe whiteboard that can detail the timeline, resources to complete a task, and any information that is vital to managing the team. Make this schedule simple and easy to understand. 

A successful project schedule should:

  • be divided into individual phases
  • assign dependencies to certain members
  • sequence all of the activities
  • provide an estimation for the taste’ duration and needed resources

You can also make some adjustments to the project plan at this point, which is better than trying to complete changes after the project has begun. 

Complete a risk assessment

It’s not uncommon for projects to run into a snag. That’s why it’s imperative to identify those risks and try to mitigate them during the project planning phrase. Complete a risk assessment with your remote team using the Vibe smartboard and software. On the infinite canvas, team members can list all potential risks. Some of the most common risks involve:

  • the project’s scope
  • failures in communication or technology
  • resources
  • unexpected delays

While you cannot account for every obstacle, you can certainly think about them and create a plan in the event that they occur during your project.

Related: How to Conduct a SWOT Analysis for Your Business

Communicate

During project planning, regular communication among teammates is key. During project planning, regular communication among teammates is key.

When it’s time to share your progress you can use your preferred apps (like Microsoft Teams and Slack) to share content to any device via secure URL from your Vibe board.

As you pass along saved canvases to other teams for workshopping, you can be confident that your intellectual property is safe — Vibe is serious about security , following best practices for technology like AES-256 encryption and AWS S3 storage.

Vibe’s public sharing system includes features like guest mode, auto-expiring codes to limit sharing time, tap to clear content, multi-user sign-in, and permission controls, so you can easily manage who has access to your content.

Let Vibe help you with your next project

With Vibe, you can have an all-in-one collaboration hub where you can create, present, and discuss every crucial aspect of your project plan. Vibe provides a multitude of opportunities to enhance collaboration without interrupting your workflow. 

Vibe’s digital whiteboard gives you the chance to integrate third-party apps, use video conferencing, and access wireless screencasting.

Vibe is more than just a device — it’s a member of your team, cultivating productivity and innovation at every step in the creative process. With this innovative technology, you can plan your next project with ease.

Learn more about making Vibe part of your next project by scheduling a demo or registering for one of our upcoming webinars .

[Editor’s note: this post was originally published July 22, 2019 and updated August 3, 2021.]


Vibe offers a collaborative solution combining an interactive digital whiteboard and innovative smart software. Increase engagement and efficiency at your brainstorming sessions, virtual training, and classroom sessions by integrating your favorite applications with video conferencing and an infinite, mess-free writing canvas! Collaborate today with Vibe.

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