Activity list Template | FREE Download

byTam M. | reviewed 21/08/2024

The activity list is a full list of all the activities in the project schedule. It breaks down each work package into activities which form the basis for estimating, scheduling, completing, and controlling the work. It includes an identifier and a description of the scope of work for each activity. It needs to contain enough detail for the project team to understand what needs to be done. stakeholdermap.com

Table of Contents:

What are activities in project management
The Relationship between the Work Breakdown Structure, Work Packages and Activities
Activities vs Milestones
The contents of the Activity list Template
Activity list Template

What are activities in project management

Activities in project management are the individual tasks or actions that need to be completed to achieve project objectives. The activity list serves as a comprehensive inventory of all the activities within the project schedule. It effectively breaks down each work package into specific, manageable activities that form the foundation for estimating, scheduling, executing, and controlling the project work.

A well-constructed activity list includes an identifier for each task and a detailed description of the work scope. This level of detail is crucial as it ensures that the project team has a clear understanding of what needs to be accomplished. The activity list is typically an output of the process of defining activities, as outlined in the Project Management Body of Knowledge (PMBOK) Guide (6th edition). It can be developed in conjunction with the Work Breakdown Structure (WBS) and WBS dictionary, or it may be created as a subsequent step after the WBS is finalized. Project managers often leverage standardized lists or draw from the experience of previous similar projects to aid in the creation of a comprehensive and accurate activity list.

The Relationship between the Work Breakdown Structure, Work Packages and Activities

This diagram illustrates the hierarchical relationship between the Work Breakdown Structure (WBS), Work Packages, and Activities in a project:

At the top, we have the overall Project.
The Project is broken down into WBS levels (1, 2, and 3 in this example).
The lowest WBS level (Level 3 in this case) is further divided into Work Packages.
Each Work Package contains specific Activities.

Key points about the relationship:

WBS: This is a hierarchical decomposition of the project into smaller, more manageable components.
Work Packages: These are the lowest level in the WBS, representing a group of related tasks.
Activities: These are the specific tasks or actions that need to be performed within each Work Package.

The diagram shows how a project is progressively broken down from the high-level WBS to the detailed activities, demonstrating the relationship between these project management concepts.

Activities vs Milestones

Activities are different from milestones, because they have durations. In other words, the activity will take a certain amount of time and may have resources and costs associated with it. Milestones are zero duration markers usually denoting of the completion of an important stage or phase within the project.

This is a FREE Activity list Template in Excel. The template is fully editable with Microsoft Excel and can be converted or changed to suit your project requirements.

See what is in the Template! Check out the Contents complete with Hints and Tips on how to use.

Check out the contents below or Grab the template now!

The contents of the Activity list Template

Field

Field Description and Tips to Complete

Project details and document control

Provide information on the project and document:

Project Name and Reference
Project Manager
Document Date

Activity ID

Give each activity a unique ID, this may include a reference to the work package in the work breakdown structure.

Activity Title

Give each activity a title that is as understandable as possible, in other words a title that the project team will understand. For example:

1. Database Schema Design Activity

2. Social Media Content Creation Activity

3. Foundation Pouring

Activity Description

Describe the activity clearly so that the person responsible understands the work. For example:

1. Database Schema: Design and document the database schema for the new customer relationship management (CRM) system.

2. Social Media: Develop a month's worth of social media content for the upcoming product launch campaign.

3. Foundation Pouring: Pour concrete foundations for the new office building.

Scope of Work

Add more detail if needed. For example, you may include references to procedures or manuals and you might make a note of any exclusions. For example:

1. Database Schema: Scope of Work

Analyze current data structures and future requirements
Create entity-relationship diagrams
Define tables, fields, relationships, and constraints
Document the schema design
Review and iterate based on stakeholder feedback

2. Social Media: Scope of Work

Create 60 social media posts (20 each for Twitter, Facebook, and Instagram)
Design 15 graphics/images to accompany posts
Develop 5 short video scripts for TikTok
Set up a content calendar

3. Foundation Pouring: Scope of Work

Set up formwork and reinforcement
Mix and pour 500 cubic meters of concrete
Ensure proper curing of concrete
Remove formwork after curing
Conduct quality checks

Successor Activities

Enter any activities that rely on the completion of this activity.

1. Database Schema: Successor Activities

DEV-002 (Database Implementation)
DEV-003 (API Development)

2. Social Media: Successor Activities

MKT-006 (Content Approval)
MKT-007 (Social Media Scheduling)

3. Foundation Pouring: Successor Activities

CONST-024 (Ground Floor Slab)

Constraints

Enter any limitations that may apply to this activity. For example:

1. Database Schema: Successor Activities

DEV-002 (Database Implementation)
DEV-003 (API Development)

2. Social Media: Successor Activities

MKT-006 (Content Approval)
MKT-007 (Social Media Scheduling)

3. Foundation Pouring: Successor Activities

CONST-024 (Ground Floor Slab)

Assumptions

Make a note of anything that you have assumed to be true in relation to this activity. For example, you might have assumed that adequate stock is in place, or that a particular resource will be available to deliver the activity.

Resource Requirements

List the human, material, or system resources & equipment that will be needed to complete the activity.