Are you new to project schedule management? Looking for some tips and tricks to help you get started?
In this blog post, we’re going to look at managing your project schedule. This includes some of the following: defining activities, sequencing activities, estimating activity durations and developing the schedule. Then we will end with looking at controlling the schedule which includes monitoring and correcting.
Introduction to Project Schedule Management
Let’s introduce the basics of managing a project schedule. In any project, large or small, one of the most important aspects is managing the schedule. A project schedule is a road map that shows what needs to be done and when it needs to be done in order to complete the project on time.
There are a few different types of project schedules that can be used depending on the size and complexity of the project. The most common type of project schedule is a Gantt chart. This type of chart lists out all of the tasks that need to be completed and shows when each task needs to be started and finished.
Another type of schedule that can be used is a Critical Path Method (CPM) diagram. This type of diagram shows which tasks are dependent on each other and in what order they need to be completed.
No matter which type of schedule you use, keep in mind when creating and managing your project schedule that it needs to be realistic. It is important to be realistic about the durations and sequencing during the development.
It is easy to get ambitious with the schedule and forget that not everything goes perfect with projects. It’s better to have a slightly longer schedule than to try to cram everything in and end up behind schedule.
Defining Activities
In order to manage your project schedule, you need to first understand what activities need to be completed and in what order. This can be a daunting task, especially for larger projects. However, breaking down the project into smaller pieces can make this process much easier.
Start by creating a list of all the tasks that need to be completed. Once you have your list, you can start defining each activity in more detail. For each activity, you will need to identify the following:
- What are the inputs?
- What are the outputs?
- What are the dependencies?
Inputs and outputs can be thought of as the beginning and ending of each activity. The dependencies are other activities that must be completed before this one can begin.
By taking the time to define each activity, you will have a much better understanding of what needs to be done and how long it will take. This will allow you to more effectively manage your project schedule.
Sequencing Activities
As you probably know by now, one of the most important aspects of project management is creating a schedule. This schedule outlines when each task in the project will be completed. But have you ever wondered how to actually create that schedule?
As you create your project schedule, one of the most important considerations is the order in which you will complete the individual activities. This is known as sequencing.
There are a few different ways to sequence activities:
- The most common method is to sequence activities based on their dependencies. In other words, you’ll complete one activity before starting the next one.
- You can also sequence activities based on their duration. Longer activities will be scheduled first, followed by shorter ones.
- Another option is to sequence activities based on their importance. Critical tasks will be completed first. Then less important ones will be filled in revolving around the critical tasks.
No matter which method you choose, it’s important to create a logical sequencing plan that will keep your project on track.
Estimating Activity Durations
When it comes to estimating activity durations, there are a number of different approaches you can take. The key is to find the approach that works best for you and your project. Here are a few common approaches:
- Use your past experience. If you’ve done similar projects in the past, you can use your past experience to estimate how long each activity will take. This is probably the most common approach and it can be very effective if you have a good understanding of how long each activity takes.
- Use industry standards. There are a number of different industry standards that can be used to estimate activity durations. These standards can provide a good starting point for your estimates.
- Use expert opinion. If you’re not sure how long an activity will take, you can ask an expert for their opinion. This can be especially helpful if you’re working on a new type of project or activity that you’re not familiar with.
- Use estimation tools and techniques. There are a number of different estimation tools and techniques that can be used to estimate activity durations. These tools and techniques can provide a more detailed and accurate estimate than other methods.
- Use bottom-up estimates. Bottom-up estimates typically involve gathering data from the detailed steps involved in completing an activity, and then estimating duration for each of these steps. These estimates are usually more accurate than other methods.
Developing the Schedules
There are a variety of ways to develop project schedules. The most common and effective approach is to use project management software, which can help you create and track schedules more effectively. Popular software programs include Microsoft Project, Primavera, and Zoho.
Once you have a good understanding of the work that needs to be done and the duration, you can begin to develop a schedule. There are a few different ways to develop a schedule.
The most common method is to create a Gantt chart. This type of chart lists all of the tasks that need to be completed and shows how they are related to one another. Another popular method is to create a project network diagram. This type of diagram shows the sequence of tasks and how they are related to one another.
Once you have developed a schedule, it is important to keep it up-to-date. As tasks are completed, be sure to remove them from the schedule or indicate them as complete. As new tasks are identified, be sure to add them to the schedule. By keeping your schedule up-to-date, you will ensure that your project stays on track.
Controlling the Schedule
As the project manager, one of your most important jobs is to control the schedule. After the schedule is developed, a schedule baseline is set. This allows for the project manager to view any variance between the actual versus the approved schedule.
One way is to compare the progress along the critical path. Any variance along the critical path will be a strong indicator of the overall project progress and schedule risk.
Another way to control the schedule is to use a project management information software (PMIS). This software can help you track the tasks that need to be completed and when they need to be completed. It can also help you create reports so you can communicate the progress of the project.
Ultimately, the project manager needs to communicate with the team regularly about the schedule. They should be letting them know what needs to be done and when it needs to be done. You also need to get their input on how the project is going through performance reviews. By doing this, you can catch any problems early and make sure that the project stays on track.
Conclusion
Project scheduling is a critical part of any project manager’s toolkit. By understanding how to create and manage a project schedule, you can keep your project on track and ensure that it is completed on time. While there are many different ways to approach project scheduling, the most important thing is to find a system that works for you and your team. With a little practice, you’ll be able to master the art of project scheduling and keep your projects running smoothly.
