Free Project Planner: One-Page Project Planner, Multi-Project Overview, and a Project Budget Tracker (PDF, Word, Excel)

What is on the project planner

Goal

What done looks like, in a sentence or two, with numbers where possible, and why it matters.

Steps

Every step in order, with one owner and a due date. If a step takes more than a week, break it up.

Multi-project status

For each project: owner, dates, priority, percent complete, red, amber or green, the very next step and anything blocking it.

Budget by category

The budget for each type of cost and what has been spent; Excel works out what is left.

Spending log

Every expense as it happens, with the date, supplier and category, so the category totals can be checked.

Planning a project on one page

Write the goal first, as specifically as you can: not "hold an open house" but "300 visitors, $6,000 in sales, 150 email sign-ups". Then work backwards from the deadline and list every step in order, with one person responsible and a due date. Put the steps that take longest or depend on other people (permits, suppliers, printing) near the start. Add the people and suppliers you'll need and any risks, like the weather for an outdoor event. Pin the page somewhere visible and tick steps off as they're done. If the list grows past a page, move it to the project task tracker.

Running several projects at once

Small business owners rarely have one project; they have five, all competing for the same people. The overview puts them on one page so priorities are a deliberate choice. Number them by priority, and be strict: if everything is priority one, nothing is. Write the very next step for each one, and anything blocking it. Review the page weekly. In the sample, the owner has decided nothing new starts before the store launch, and the laptop project is red only because it is waiting for her own approval which is easy to fix once it's visible.

Tracking a project budget

Set the budget by category before spending anything, including a small contingency. Log every expense the day it happens, with the receipt, and update the spent column by category. The "left" column shows early where money is running out, while there is still time to choose a cheaper option. For larger projects, record estimates against actuals in the project plan; for business expenses in general, use the business expense tracker.

Editing the files

The PDFs are fillable. Excel totals the budget, spending and what is left. The Word versions are fully editable for personal projects: a home renovation, a wedding, a move or a garden project all fit the one-page planner.

Questions

What should a project planner include?

The goal, deadline, budget, the steps in order with an owner and due date for each, the resources and contacts needed, and notes on risks.

How do I manage multiple projects?

List them on one page with owner, dates, priority, progress, status and next step, set a strict priority order, and review the page every week.

How do I track a project budget?

Set a budget for each cost category, log every expense with its category, and compare spending with the budget as you go.

Is this suitable for personal projects?

Yes. The one-page planner and budget tracker work for home renovations, events, moves and other personal projects.

Does the budget tracker calculate?

Yes. Excel totals the budget, spending and the amount left in each category.