How can you create a realistic project schedule?

1 Define the project objectives and scope

The first step is to clearly define the project objectives and scope. What are the main goals and outcomes of the project? What are the boundaries and limitations of the project? What are the assumptions and constraints that affect the project? You should document these elements in a project charter or a project initiation document, and get approval from your project sponsor and key stakeholders. This will help you align your project schedule with the project vision and expectations.

2 Break down the project into tasks and activities

The next step is to break down the project into manageable tasks and activities. You can use a work breakdown structure (WBS) to identify and organize the deliverables and work packages of the project, and then decompose them into smaller and more specific tasks and activities. You should assign a unique identifier, a name, a description, and a responsible person for each task and activity. You should also estimate the duration, effort, and cost of each task and activity, based on historical data, expert judgment, or other estimation techniques.

3 Identify the dependencies and sequence the tasks and activities

The third step is to identify the dependencies and sequence the tasks and activities. Dependencies are the logical relationships between tasks and activities, such as finish-to-start, start-to-start, finish-to-finish, or start-to-finish. You should determine which tasks and activities depend on others, and which ones can be done in parallel or in series. You can use a network diagram or a Gantt chart to visualize the sequence and dependencies of the tasks and activities, and to identify the critical path of the project. The critical path is the longest sequence of tasks and activities that determines the minimum duration of the project.

4 Allocate and optimize the resources

The fourth step is to allocate and optimize the resources. Resources are the people, equipment, materials, and facilities that are required to complete the tasks and activities. You should identify the availability, capacity, and skills of the resources, and match them with the tasks and activities. You should also balance the resource allocation to avoid overloading or underutilizing the resources, and to optimize the resource utilization and efficiency. You can use a resource histogram or a resource leveling technique to monitor and adjust the resource allocation.

5 Set the baselines and milestones

The fifth step is to set the baselines and milestones. Baselines are the original plans for the scope, schedule, and cost of the project, against which you can measure and control the project performance. You should document and approve the baselines before you start executing the project, and update them only when there are approved changes. Milestones are the significant events or achievements in the project, such as the completion of a deliverable or a phase. You should define and communicate the milestones to track and celebrate the progress of the project.

6 Review and update the project schedule

The final step is to review and update the project schedule. You should regularly monitor and report the actual progress of the tasks and activities, and compare them with the baselines. You should also identify and analyze any variances, deviations, or issues that affect the project schedule, and take corrective or preventive actions to address them. You should also review and update the project schedule to reflect any changes in the scope, resources, dependencies, or risks of the project, and to ensure that the project schedule remains realistic and achievable.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?