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The Project Management Suite is the all-in-one Project Management solution for Notion for professional project management. The Suite contains a portfolio dashboard, project portals, and more than 60 ready-to-use project templates to help you manage professionally every project. Find out more and get the PM Suite here.
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Each template in the toolbox serves a specific function in the project lifecycle. Whether it’s helping with project selection, planning, or execution, these templates are designed to cover every documentation need for both small and large projects.
In this guide, you’ll see the full list of available templates and their description. Behind each template, there is a page with pre-configured elements and you will see some examples below.
| Name | PMP stage | Is there a database inside? | Project size | Description |
|---|---|---|---|---|
| Net present value (NPV) Calculator | 00. Project Selection | No | Large | Easily evaluate your project's profitability with this NPV calculator—just plug in your cash flows and discount rate! |
| Prioritise using the ICE method | 00. Project Selection | Yes | Large, Medium, Small | Use this template to prioritize projects quickly and effectively with the ICE method, helping you decide where to focus your time and resources. |
| Project Scoring Criteria Model | 00. Project Selection | Yes | Large, Medium | Quickly score and select projects that align with your goals and resources using this efficient template! |
| Voting Project Selection Model | 00. Project Selection | Yes | Large, Medium, Small | Use this voting template to quickly engage your team and decide on the next project to tackle based on democratic input. |
| Business case | 01. Initiation | Yes | Large, Medium | Need a quick way to justify your project? This template gives you all the essentials to assess viability and align with strategic goals. Perfect for Project Managers to kick off the right discussions! |
| Feasibility Study | 01. Initiation | No | Large, Medium | Use this template to quickly evaluate the feasibility of your project from technical, financial, operational, legal, and market perspectives. Perfect for Project Managers needing a straightforward assessment tool! |
| Project charter - Medium & Large project | 01. Initiation | No | Large, Medium | Use this project management template to kickstart and guide your medium to large projects from initiation to execution, ensuring clarity and alignment with your organization’s goals. |
| Project charter - Startup version | 01. Initiation | No | Medium, Small | Use this project charter template to kickstart your project by clearly defining its scope, stakeholders, and goals. Perfect for project managers looking to streamline initiation and ensure alignment. |
| Project initiation checklist | 01. Initiation | No | Large | Kick-start your project with this straightforward checklist, ensuring clarity and alignment from day one! |
| SWOT Analysis | 01. Initiation | No | Large | Use this SWOT Analysis template to identify strengths, weaknesses, opportunities, and threats for your project. Perfect for project managers looking to strategize effectively and navigate challenges. |
| Change Management Strategy | 02. Planning | No | Large, Medium | A straightforward guide for project managers to navigate change effectively, ensuring users adapt smoothly to new processes or systems. |
| Communication Plan | 02. Planning | No | Large, Medium, Small | Your baseline on how you will communicate with stakeholders throughout the project. |
| Competitive benchmark | 02. Planning | Yes | Large, Medium, Small | A study of the market to help you identify the existing offer on the market for your population and define how you differentiate. |
| Cost Management Plan | 02. Planning | No | Large | Use this template to efficiently plan, estimate, budget, and control costs for your project, ensuring financial success from start to finish. |
| Define KPIs (Simple table) | 02. Planning | No | Large, Medium | Define and track your KPIs, ensuring you stay focused on what truly matters for project success. |
| KPIs Tracker (Automated) | 02. Planning, 04. Monitoring & Controlling | Yes | Large, Medium, Small | Manage your project effectively with this KPIs Tracker template, designed to help you monitor key performance indicators and keep your stakeholders in the loop. |
| Marketing action plan | 02. Planning | No | Large | Draft a marketing strategy to make sure your final project result is successful. Adapts to product and services. |
| Procurement Management Plan | 02. Planning | No | Large, Medium | A straightforward plan to manage procurement activities in your project, helping you streamline supplier selection, contract negotiation, and performance management. |
| Project Complexity matrix | 02. Planning | No | Large | Evaluate the inherent complexities of your project across various dimensions |
| Project scope statement | 02. Planning | No | Large, Medium | Detailed description of the project scope, including deliverables, exclusions, constraints, and assumptions. |
| Project team overview | 02. Planning | No | Large, Medium | Perfect for organizing your project team’s roles, responsibilities, and timelines at a glance. Use this template to streamline planning and ensure everyone knows their tasks! |
| RACI matrix | 02. Planning | Yes | Large, Medium, Small | Use this RACI matrix template to clearly define roles and responsibilities in your project. Perfect for Project Managers to streamline team collaboration and accountability. |
| Requirements [MoSCoW] | 02. Planning | Yes | Large, Medium | Use this template to clearly define project requirements and prioritize them effectively with the MoSCoW method, ensuring everyone is aligned on what matters most. |
| Resource Management Plan | 02. Planning | No | Large | A comprehensive guide for effective resource identification, allocation, and management across project lifecycles in various industries. |
| Risk register | 02. Planning | Yes | Large, Medium | List the main project risks and mitigation strategies |
| Stakeholder analysis & engagement strategy | 02. Planning | Yes | Large | Use this template to analyze stakeholders and craft effective engagement strategies for successful project management. |
| Stakeholder Interviews | 02. Planning | No | Large, Medium | Quickly gather stakeholder needs and define project requirements with this interview template. |
| Work breakdown structure (WBS) | 02. Planning | Yes | Large, Medium | Define and organize all project tasks to ensure nothing is missed during planning. |
| Action Plan with Timeline (and Gantt chart) | 03. Execution | Yes | Large, Medium, Small | Get organized with this action plan template, perfect for managing project tasks, assigning them to team members, and keeping everything on track! |
| Activities prioritisation matrix | 03. Execution | No | Large, Medium | Determine which project tasks to tackle first based on their effort and payoff, helping you maximize rewards while minimizing wasted time. |
| Change request | 03. Execution | Yes | Large | A form for project team members and stakeholder to request a change during the execution of the project |
| Glossary of terms | 03. Execution | Yes | Large, Medium | Use this template to keep track of key project terms and their meanings, making sure everyone is on the same page. |
| Impacted processes | 03. Execution | Yes | Large, Medium | Analyse what processes need to be changed and how to smoothly process the change |
| Kick-off meeting template | 03. Execution | No | Large, Medium, Small | Kick off your projects right with this template, ensuring all stakeholders are on the same page from the get-go! |
| Meeting agenda (interactive) | 03. Execution | No | Large, Medium, Small | An interactive template to set and follow-up any meeting agenda |
| Meeting agenda (simple) | 03. Execution | No | Large, Medium, Small | A simple template to add to any meeting and make sure the agenda is clearly set. |
| Meeting notes (Quadrant method) | 03. Execution | No | Large, Medium, Small | An efficient way to quickly grab meeting notes whatever the situation. |
| Procurement - Vendors Evaluation Criteria | 03. Execution | Yes | Large, Medium, Small | Evaluate and compare potential vendors for an event, project, or a business activity |
| Purchase order template to send | 03. Execution | Yes | Large, Medium | Use this purchase order template to streamline your ordering process with vendors and ensure all crucial details are captured effortlessly. |
| Purchase orders tracker | 03. Execution | Yes | Large, Medium | Keep all your purchase orders organized and easily track requests and follow-ups with suppliers in this handy template. |
| Solutions Brainstorming | 03. Execution | No | Large, Medium, Small | A workshop template to use collaboratively (or on your own) to list ideas and find solutions. |
| Solve a problem - template | 03. Execution | No | Large, Medium, Small | Use the TOSCA model to identify problems, root causes, and find the right solution to your problem |
| Users testing | 03. Execution | Yes | Large, Medium, Small | Use this template to streamline user testing processes and ensure effective project execution. |
| Weekly project meeting | 03. Execution | No | Large, Medium, Small | Ready to keep your projects on track? Use this template for quick weekly check-ins with your team, ensuring smooth operations and tackling any blockers. |
| (Billable) Timesheets | 04. Monitoring & Controlling | Yes | Large, Medium | Track your team's time and bill clients accurately with this easy-to-use timesheet template! |
| Decision log | 04. Monitoring & Controlling | Yes | Large, Medium | Easily document and track important decisions for your project with this handy log. |
| Issue register | 04. Monitoring & Controlling | Yes | Large, Medium | Track and resolve project issues |
| Monitor KPIs (Simple table) | 04. Monitoring & Controlling | No | Large, Medium | Easily track and manage your project's key performance indicators (KPIs) to ensure everything stays on target and meets your goals. |
| Monthly status report | 04. Monitoring & Controlling | No | Large, Medium, Small | A written document showing the status and health of your project |
| Performance improvement plan | 04. Monitoring & Controlling | Yes | Large | A practical guide for improving team performance, helping you set clear goals, actions, and track progress effectively. |
| Project change log | 04. Monitoring & Controlling | Yes | Large, Medium | Document and track changes throughout the project |
| RAID template | 04. Monitoring & Controlling | Yes | Large, Medium | Use this RAID template to easily track and manage your project's Risks, Assumptions, Issues, and Dependencies. It's your go-to tool for staying organized and proactive in project management. |
| Team performance assessment | 04. Monitoring & Controlling | Yes | Large, Medium | An evaluation system to help you identify gaps of performance and course correct. Perfect for project managers looking to enhance team dynamics and effectiveness! |
| Knowledge Transfer Template | 05. Closing | Yes | Large, Medium, Small | Analyse & plan the knowledge transfer needed to deliver your project to your final client (internal or external). |
| Project acceptance document | 05. Closing | No | Large | A clear-cut Project Acceptance Document to officially wrap up projects, ensuring all deliverables are met and approved by the client. |
| Project closure checklist (Universal) | 05. Closing | No | Large, Medium, Small | Use this checklist to wrap up your project efficiently, ensuring every detail is covered before you close the books. |
| Project Closure Checklist: Construction | 05. Closing | Yes | Large, Medium, Small | Use this checklist to wrap up your construction projects efficiently, ensuring every task is done and no detail is overlooked before you close the project. |
| Project Closure Checklist: Event Planning | 05. Closing | Yes | Large, Medium, Small | Easily wrap up your event planning projects with this checklist to ensure nothing is missed before closing. |
| Project closure checklist: IT | 05. Closing | Yes | Large, Medium, Small | Use this checklist to wrap up your IT projects smoothly and ensure nothing important is overlooked. |
| Project Closure Checklist: Marketing | 05. Closing | Yes | Large, Medium, Small | Use this checklist to wrap up your marketing projects efficiently, ensuring all key tasks are done and lessons learned are noted. |
| Project Closure Checklist: Product Development | 05. Closing | Yes | Large, Medium, Small | Use this checklist to wrap up your product development projects smoothly and ensure nothing slips through the cracks. |
| Project closure meeting template | 05. Closing | No | Large, Medium, Small | A structured way to start every project and provide a clear overview of the key elements to your stakeholders. |
| Project final report | 05. Closing | No | Large, Medium, Small | Wrap up and document everything about your project's final phase effectively. |
| Retrospective | 05. Closing | No | Large, Medium, Small | Capture insights and feedback from your team after a project, helping you celebrate successes and pinpoint areas for improvement. |
Some templates might not be embedded in your current setup because they cater to very specific project needs (e.g., high-level analysis or risk management). You might also have a limited workspace or project focus, making all templates unnecessary upfront.
Specificity: Some templates (like an NPV Calculator or Feasibility Study) are specific to certain types of projects or industries (e.g., finance-heavy projects). If your workspace does not immediately require them, they aren’t embedded by default to keep the workspace clean and focused. If you wish to include them in the portal templates, follow the Advanced tutorial to see how you can customize the various templates.
Complexity: Templates like the Risk Management Plan or WBS may not be necessary for every project, especially if you’re managing smaller or simpler tasks. Embedding only the most commonly needed templates helps reduce clutter for users who don’t need advanced planning tools.
Each template in the Project Management Suite is designed to assist in a specific part of the project lifecycle, from evaluating project ideas to executing and closing them. By understanding the purpose of each template and knowing when to add them, you can streamline your workflow, enhance your team’s collaboration, and ensure that every project is managed efficiently.
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FAQ
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