Project Scheduling Done Right: 5 Elements You Can’t Ignore
Developing a project schedule that is detailed enough to establish a baseline plan for execution, but not so detailed that it requires a full-time scheduler is a necessary balance the project manager must strike in most mid-sized projects. The following five key areas help breakdown how the schedule should be developed and maintained throughout the lifecycle of the project.
1. Scope and Deliverables
Define Work Breakdown Structure (WBS): Break down the project into manageable work packages to ensure all tasks are accounted for before the work begins. Typically, you want to break them down into just enough detail so that progress can be measured, but not so granular that constant readjustment of the schedule is required that adds little value.
Establish Milestones: Identify key project milestones and deadlines that indicate significant progress points.
Clarify Project Objectives: Ensure that the schedule aligns with the project goals and overall execution plan. If it does not, meet with project stakeholders to determine where concessions can be made.
Avoid Scope Creep: Be clear on the agreed scope to prevent unnecessary additions that may impact the timeline. If additional scope is required, be clear that it will have an impact on cost AND schedule. Most folks miss the latter.
2. Task Dependencies
Identify Critical Path: Use critical path analysis (CPA) to determine the longest sequence of dependent tasks that directly affect the project’s duration. This will become your focus – tracking the critical path and adjusting the work plan so that it does not extend.
Define Task Relationships: Understand how tasks relate to each other (e.g., finish-to-start, start-to-start, finish-to-finish) to sequence activities effectively. Get these right to begin with to avoid headaches later (i.e., does that task really depend on the other being completed – or is the predecessor you choose just conveniently ending on the date you want the next task to begin).
Parallel vs. Sequential Tasks: Identify tasks that can run in parallel to optimize time without compromising project constraints.
Lag and Lead Time Considerations: Account for necessary delays (lag) or possible overlaps (lead) between tasks. (e.g., shipping time between when a piece of equipment is ready, to when it arrives at its destination, concrete cure time before it can bear load, etc.)
3. Resource Availability
Assess Workforce: Ensure that the right team members with the required skills are available at the needed times.
Manage Equipment and Material Procurement: Factor in lead times for ordering and receiving equipment and materials. These should be based on the latest information available since lead times are constantly changing.
Consider Workload Balancing: Avoid overloading key team members to prevent burnout and scheduling conflicts.
Account for External Subcontractors: Align schedules with subcontractor availability and commitments.
4. Risk and Contingency Planning
Identify Potential Risks: Assess project risks such as weather delays, supply chain disruptions, and regulatory hurdles.
Build in Contingency Buffers: Allocate extra time for high-risk activities or unpredictable factors.
Develop a Risk Response Plan: Establish mitigation strategies for risks that may cause schedule slippage.
Monitor and Adjust: Continuously track risks and adjust the schedule proactively to stay on track.
5. Stakeholder and Regulatory Constraints
Understand Client and Stakeholder Expectations: Align scheduling decisions with project sponsors, clients, and key stakeholders. Be realistic up front on what is possible, not what they want to hear.
Meet Regulatory and Permitting Requirements: Account for approval processes and regulatory inspections that may impact timelines. Be clear that these are estimates subject to adjustment and plan accordingly.
Plan Around External Dependencies: Identify external factors such as weather, supply chain limitations, or third-party contractors. Factor in inefficiencies and be ready to adjust as necessary since these can be hard to control.
Communicate Schedule Updates Regularly: Keep stakeholders informed about progress, changes, and potential delays. Schedule status should be communicated weekly with an official schedule updated at least monthly.
Factoring in these key elements in project schedule development, updates, and communication will have a significant impact on the success of your project.
