A project schedule is a visual representation of the tasks, resources, dependencies, and deadlines involved in a project. It helps you plan, monitor, and control your project activities and deliverables. Creating a project schedule from scratch can be challenging, but not impossible. Here are some steps you can follow to create a project schedule that works for you and your stakeholders.
The first step is to define the project scope, which is the set of goals, deliverables, and requirements that your project aims to achieve. The project scope should be clear, specific, and measurable, and agreed upon by all the project stakeholders. You can use a scope statement or a scope management plan to document the project scope and avoid scope creep.
If you have a team of experts, be sure to consult them! Remember this game is played together and not alone. Many times, several project managers create a WBS or schedule without consulting their own team, don't be that person. This is one of the most mistakes you should avoid. When we do this, we keep our team engaged and create more assertive and higher quality material.
One time on a project, I was able to use these steps to develop a plan from scratch with the project team, sponsor and major stakeholders: 1. Outline schedule 2. Define the project activities 3. Determine dependencies 4. Sequence activities and estimate resources 5. Estimate durations and develop the project schedule 6. Monitor and control with risks and constraints in a clear plan.
- Clear & well-defined project activities including scope then proceed to divide the scope into smaller and more manageable pieces of deliverables so we can reasonably evaluate and assign to teams which is called work breakdown structure (WBS). - Estimate resources. - Estimate durations for each activity. - Determine dependencies. - Combine all the activities as one complete schedule.
With so many uncertainties in the current business world and the speed of smart technology advancement, the role of Facility Managers has become increasingly more challenging. Now, the Facility Managers are expected to do “more with less” in providing quality service and be available 24/7 to response to clients and unexpected situations. This is a truly daunting task, as these expectations placed upon the Facility Management (FM) practitioners could compromise their service performance. However, with some mitigation measures put in place, we hope to have a good balance and ease the situations.
Imagine you're an architect tasked with designing a city. You start by conducting in-depth interviews with city officials, residents, and urban planners to understand their needs and desires. This step is akin to defining the project scope, where you meticulously outline the parameters and objectives of your grand project. You develop a Scope Statement—a detailed document that acts as the city's master plan, delineating everything from the number of skyscrapers to the public transportation system. This comprehensive scope definition serves as the blueprint for the entire project, ensuring that everyone involved, from city planners to construction workers, understands the vision and objectives. That's how you define a scope.
The next step is to break down the work into manageable chunks, called work packages or tasks. You can use a work breakdown structure (WBS) to organize the work packages into a hierarchical tree diagram, showing the relationship between the project deliverables and the work required to produce them. The WBS should be comprehensive, consistent, and detailed enough to estimate the time, cost, and resources needed for each work package.
Start by involving the full cross-functional team in a workshop. My experience is this is best if you can do in person but can definitely be done remotely if facilitated well. Give the team a detailed overview of the project scope as gathered in step 1 and ask each team member to define the deliverables for their function and the tasks to complete. Once complete have everyone present what they have come up with to facilitate dialogue among the team on what might be out of scope or missing. Compare against historical work breakdowns from similar projects as well. The final "work breakdown" will be the input for the next couple steps.
When starting a project from scratch, effective stakeholder engagement & team dynamics are crucial. This involves identifying & involving all relevant stakeholders from the outset. A well-composed team, where diverse perspectives & skills are valued, can greatly enhance the project's success. However, it's important to be mindful of potential blind spots & the risk of echo chambers. Diverse teams can help in this regard, as they bring a range of experiences & viewpoints that challenge homogeneous thinking. This diversity not only drives innovation but also helps in identifying & mitigating blind spots that might not be apparent in a more uniform group. Open communication & constructive feedback are keys to avoiding echo chambers!
In order to deliver the project its critical to breakdown the project into milestones or delivery packages. These packages would mostly be delivered in parallel and compete for resources with each other. In my experience the project manager needs to look at all key deliverables of the project and break it into as granular detail as possible. Think of it with an example - if you were to build a car you would have several big components like the chasis, engine, body, electricals, air conditioning etc...for each of these areas you would further divide them into sub areas and further down and so forth...until you arrive at assembling of a small part for each section. Once you have this structure, you can assign timelines, resources and QA.
Now that you have your city plan, envision transforming it into a colossal 3D puzzle. Breaking down the work involves taking each component of the WBS and dissecting it further. If one element of the city is a residential zone, you further break it down into tasks such as land acquisition, infrastructure development, and construction. You create a Responsibility Assignment Matrix (RAM) to allocate specific tasks to different teams or contractors. This step is like assembling the individual puzzle pieces, ensuring that each team member knows their role in constructing the city. It's about turning your grand vision into manageable, actionable tasks for the entire project team.
Breaking down the work is like dissecting the project into bite-sized pieces, making it more digestible and manageable. Think of it as creating a roadmap with smaller landmarks that lead to the final destination-your project's deliverables. Using a work breakdown structure (WBS) is akin to constructing a tree of tasks, showing how each piece contributes to the whole. This method not only simplifies complex projects but also allows for better understanding and estimation of the resources, time, and costs needed for each task. It's like unraveling a puzzle; breaking down the work helps you see the project's intricate details, making it easier to navigate and execute
The third step is to estimate the resources that you will need to complete each work package. Resources can include human, material, equipment, or financial resources. You can use various methods to estimate the resources, such as expert judgment, historical data, or parametric estimation. You should also consider the availability, capacity, and allocation of the resources, and how they will affect the project schedule.
Estimating resources involves assigning human, material, and equipment assets to project tasks. Begin by identifying the skill sets required for each task and allocating suitable team members. Consider resource constraints, availability, and potential bottlenecks. Use historical data and expert input to gauge resource requirements accurately. Factor in material needs and equipment availability, ensuring alignment with project timelines. Regularly reassess resource allocations as project dynamics evolve or new information arises. Effective resource estimation ensures optimal utilization and minimizes potential delays.
Think of your city as a living organism that requires resources to thrive. Estimating resources involves identifying what's needed for each task. If constructing a skyscraper is a task, you estimate the number of bricks, steel, and labor required. This estimation process is like creating a shopping list for building the city. You develop a detailed Resource Management Plan that outlines how these resources will be acquired, allocated, and utilized. This plan ensures that you have the right materials and workforce at the right time, preventing delays and keeping the project on schedule.
Once the WBS is finalized, the project manager gears up for execution. The crucial first step involves identifying and assessing resources required for each task. This process demands experience, and the project manager can rely on tools like expert judgment, historical data, or parametric estimation. Pinpointing resource bottlenecks is key for effective planning and risk management, ensuring a smoother project execution.
In my experience, estimating resources accurately is a key step. Use methods like expert judgment or historical data to gauge human, material, equipment, or financial resources needed for each task. Factor in resource availability and allocation, considering how it impacts the overall project schedule. This ensures realistic planning and better resource management.
Meticulously estimate resources for each work package, including human, material, equipment, and financial aspects. Utilize techniques like expert judgment, historical data, or parametric estimation for enhanced accuracy. Consider factors such as resource availability, capacity, and allocation, recognizing their impact on the project schedule. This strategic approach empowers project managers to anticipate and address potential bottlenecks, ensuring efficient resource utilization throughout the project lifecycle. Thorough resource estimation and understanding their dynamics enable project teams to execute tasks seamlessly, fostering success within defined constraints.
The fourth step is to sequence the tasks, which means determining the order and dependencies of the work packages. You can use a network diagram or a Gantt chart to show the logical sequence of the tasks, and identify any constraints or risks that may affect the schedule. You should also define the milestones, which are significant points or events in the project, such as the start or end of a phase, or the completion of a deliverable.
Begin by identifying task dependencies, determining which tasks must precede others. Use techniques like the Precedence Diagram Method (PDM) or Dependency Structure Matrix (DSM) for visual clarity. Consider both finish-to-start and finish-to-finish relationships. Arrange tasks to optimize workflow and resource utilization. Identify critical path tasks that directly impact project duration. Regularly review and adjust task sequences as project conditions evolve. A well-sequenced plan enhances efficiency and helps manage project dependencies effectively.
Sequencing tasks is akin to choreographing a project's dance, where each step influences the next. Using tools like network diagrams or Gantt charts helps create this flow, revealing potential roadblocks or vulnerabilities that could disrupt the schedule. Think of milestones as the project's story beats-a series of significant moments that shape its narrative. These key points serve as checkpoints, offering guidance and allowing teams to measure progress, ensuring the project stays on track towards its ultimate goal.
The project manager has defined the scope, broken down tasks, and allocated resources. Now, the crucial step involves establishing the sequence, dependencies, start and end points of each task, identifying risks, setting deadlines, and recognizing prerequisites and parallel activities. Precision in the Gantt chart is pivotal for effective risk management and progress tracking. It serves as a roadmap, guiding us on what needs attention at every moment, what has been accomplished, and what allows us to proceed to the next phase. Accuracy in these details ensures seamless project execution and successful outcomes.
In my experience, sequencing tasks is crucial for a smooth project flow. Utilize tools like network diagrams or Gantt charts to outline task order and dependencies. Identify constraints and risks that might impact the schedule. Clearly define milestones to mark significant project points, ensuring everyone is aligned on progress and goals.
The fifth step is to estimate the duration of each task, which is the amount of time it will take to complete it. You can use various techniques to estimate the duration, such as analogous estimation, three-point estimation, or critical path method. You should also account for any uncertainties, assumptions, or contingencies that may impact the duration, and use buffers or reserves to protect the schedule from delays or changes.
Accurately estimating task durations in a Gantt chart poses a significant challenge for project managers. While accounting for uncertainties and incorporating buffers is vital to safeguard against delays, it's crucial to balance this with the overall project duration expected by customers and stakeholders. Striking this balance becomes even more critical when facing time constraints, as both overestimation and underestimation can result in an unrealistic schedule. Effective project management involves navigating these challenges to ensure a reliable and achievable project timeline.
I'm not familiar with a "critical path method" for estimating activity durations. The critical path represents the sequence of activities essential for completing a project in the shortest possible time. Tasks on this path have no slack or float, so any delays directly affect the project's final deadline. Understanding and effectively managing the project's critical path are crucial aspects of proper project schedule management.
The critical path method is not a method to determine task duration but project duration itself. Once you estimate all tasks duration using the other techniques you mentioned, and determining predecessors and successors for each task, the critical method is then used to determine the duration of the project and any slack tasks not in the critical path have.
Estimating project durations involves assessing the time required for each task. Use historical data, expert judgment, and analogous projects for accurate estimates. Break down tasks into smaller sub-tasks, making them more manageable for estimation. Consider dependencies between tasks and potential risks. Employ techniques like Three-Point Estimation (optimistic, pessimistic, most likely) for a more nuanced view. Factor in external dependencies, such as vendor lead times. Regularly update estimates as more information becomes available or project dynamics change. Rigorous estimation contributes to a realistic and achievable project schedule.
In my experience, validating duration estimates with team members and functional leads is key. Their input not only improves accuracy but also fosters collaboration. Adding buffers strategically to address potential risks is a practice I've found instrumental in maintaining a robust project schedule.
The final step is to review and adjust the project schedule, based on the feedback and approval of the project stakeholders. You should communicate the project schedule clearly and regularly, and update it as the project progresses. You should also monitor and control the project schedule, using tools such as earned value analysis, schedule variance, or schedule performance index, to measure and report the project performance and status.
once we have prepared a project schedule by the traditional methods such as defining project scope, breaking down it into activities, estimating resources, sequencint the tasks and estimating the duration of tasks, now is the time we optimize the schedule by: 1. Analyze the critical path 2. Analyze the slack or float time with the aim to use this time to allocate resources more efficiently 3. Consider crashing or fast-tracking project to shorten the project duration by adding more resources or performing tasks in parallel, respectively but assess increase in cost and risk against the benefits 4. Use simulation or resource leveling to deal with uncertainty and variability in your project.
Regularly review progress against the schedule, identifying causes for deviations such as unforeseen challenges or resource constraints. Encourage open communication to gather insights into potential roadblocks. Use project management tools for real-time tracking and identify tasks falling behind. Be flexible in reassessing priorities, adjusting task sequences, and allocating additional resources. Collaborate with stakeholders and the team in making adjustments. Clearly communicate revised timelines and reasons for modifications, especially if delays are inevitable. Proactively manage risks during this phase, incorporating mitigation strategies into the updated schedule.
Think of your city plan as a dynamic roadmap. Even with the best plan, unexpected road closures or detours may occur. Reviewing and adjusting involve regularly checking your roadmap and making course corrections as needed. This step is like using a GPS to navigate unforeseen challenges. During project reviews, you engage with stakeholders and project teams to gather feedback. It's an iterative process, where you assess progress, identify bottlenecks, and make adjustments. This adaptability ensures that your city development stays on track, accommodating changes while adhering to the overall vision.
One of the key things to consider while executing any project is to always plan for the unknown unknowns or what we refer to as Black Swan events. Even though you can't predict unknown unknowns, you can establish a robust risk management plan. This involves identifying potential risks, assessing their impact, and planning mitigation strategies for risks you can foresee. For unknown unknowns, you should include contingency plans. Other things which can help you counter Black Swan events - 1. Reserve Budget and Time 2. Strong Communication Framework 3. Emergency Response Plan 4. Scenario Planning Running Analytics and Simulations often helps model some of these events and scenarios and is a powerful method of Risk Avoidance.
Here’s What Else to Consider Contingency Planning: Prepare for unexpected events by creating contingency reserves, and emergency response teams ready for unforeseen challenges. Resource Leveling: Balance workloads across your project team, ensuring no team member is overwhelmed. This promotes efficiency and prevents burnout. Milestones: Track progress and celebrate achievements with key milestones. Communication Plan: Create a robust communication plan to keep everyone informed. Documentation: Treat your project as a historical landmark. Document decisions, changes, and lessons learned to ensure transparency & facilitate knowledge transfer, and serve as a resource for future projects.