As the key drivers of project success, project managers are entrusted with managing project costs and ensuring timely delivery. In this crucial role, project scheduling tools emerge as indispensable aids, fostering collaboration. But what exactly are these tools and why are they so essential? We use development and tools to make our lives easier or accomplish specific goals or objectives. At its core, project scheduling software is a centralized system designed to help plan, organize, and manage projects, making it a vital component of effective project management.
We have inputs: cost, delivery time, and scope; then, we set about doing the work, measuring the outputs (schedule performance variables, for example), and, ideally, adapting to what we learn in those measurements. To make this work in the context of the schedule, we will need some way to make sense of the schedule. Enter scheduling tools specifically.
Importance of Effective Project Scheduling
A well-crafted project schedule breaks the project into manageable tasks, assigns resources, and sets realistic timelines. This enables teams to work efficiently toward achieving project goals. We have to create a Work Breakdown Structure (WBS) based on the scope of work.
Now that the scope has been decomposed into a WBS and the work pieces have been established, the tasks to accomplish each work piece can be defined. By defining tasks to accomplish the work products, we can develop the dependencies, durations, milestones, and critical paths. Laying out a robust schedule that identifies potential bottlenecks and risks early on, allowing for proactive mitigation.
Ideally, developing the schedule engages the entire team. We get commitment from those who are involved in the project. Besides that, effective scheduling improves communication and coordination among team members and stakeholders, ensuring everyone understands their roles, responsibilities, and deadlines. We have a visible representation of our work effort from which every team member can work, comparing what they see in the plan and adjusting as required.
A well-planned and well-executed project schedule delivers high-quality results within the allocated budget and time frame, increasing stakeholder satisfaction and overall project success. The schedule is the source of metrics associated with the task accomplishment and provides a roadmap (feedback loop) for tracking planned spending to actual, enabling tracking and predictions.
There are many benefits from a well-constructed and defensible schedule—a schedule that makes sense rather than a schedule based upon a delivery need but without the tangibles (work) required to deliver. The project manager often, from experience, delivers what is interpreted as bad news regarding the schedule to the executives and sponsors.
Key Features and Benefits of Project Scheduling Software
We develop the schedule for reasons. If there is no benefit, there is no reason to undertake the activity. For some projects, the benefit may not be sufficient to warrant creating a strong schedule. By the way, going through the schedule development process also helps evoke risks associated with task accomplishment, talent, and meet customer expectations.
Centralized Platform: Project scheduling tools provide a centralized location for all relevant project information. Teams can access updates and collaborate in real time, regardless of location. By collaboration, we suggest that task owners update the schedule according to the progress as defined in the metrics associated with the task completion. Being a centralized platform, the project manager can check progress updates without the usual need to contact each member of the team.
Task Breakdown: Another benefit of these tools is that they help break down large projects into manageable tasks, making assigning resources and tracking progress easier. The schedule items are built from the WBS, which allows us to estimate the amount of work (hours) and associated costs. It is easier to estimate the smaller things that we have general experience with than to shoot from the hip and estimate the entire project without understanding the nuances associated with this specific project.
Resource Allocation: Developing the schedule with these techniques and tools allows us to understand the needed talent and resources for this project. Understanding this allows us to efficiently allocate resources to tasks, ensuring optimal utilization and preventing overloading. Not only efficiently allocate, but also identify the constraints that require either remediation or other scheduled action like reworking the tasks and task durations. With these tools, we can model different approaches to explore these alternatives to find the optimal solution virtually.
Dependency Tracking: Part of modeling is the ability to align or realign task dependencies. These tools make it possible to explore the best way to put the schedule elements (tasks) together. Highlight clearly define task dependencies to identify critical paths and potential roadblocks. Depending on the scope some task dependencies may not be moved in the schedule. For example, it would create a mess if concrete were poured before forms were in place.
Milestone Management: Project schedule tools make it possible to see how the tasks line up and support project milestones. We are then able to predict (within some limits) where the project state will be at the time of these milestones, making it possible to manage executives’ and project sponsors’ expectations.
Risk Mitigation: Risks come in a good many forms. The scheduling tools help us identify where talent or resources may be a bottleneck to project progress. From experience, the earlier we learn and discover, the better our decisions can be and the sooner we can avoid and plan around risks identified from that learning. Early identification of risks allows for timely adjustments and proactive problem-solving.
Popular Project Management Scheduling Tools
Project management scheduling tools are essential for effectively planning, tracking, and managing projects. Here are some popular project management scheduling tools, each with unique features that cater to different needs:
Microsoft Project has been around since 1984 and has been updated through the years. A few current features of Microsoft Project are Gantt charts, task scheduling, resource management, time tracking, and a variety of reports. Projects suited for Microsoft Project are large enterprises, requiring detailed project scheduling, and integration with Microsoft Office suite.
Smartsheet was introduced in 2005. A few features of Smartsheet are grid view (spreadsheet), Gantt charts, card view, automation, reporting, and manage calendars. Projects suited for Smartsheet are when teams need flexible project management and prefer a spreadsheet-like interface.
Monday .com was introduced in 2012 and has added versatility over the past few years. Some of the features are customizable workflows, dashboards, timelines, task boards, and activity automation. Projects suited for Monday.com are teams of all sizes, where customizable project workflows are needed, easy communication, collaboration, and data visualization.
Gantt Project has been around for about twenty years, the latest release, 3.0, was in 2021. Some of the features are Gantt Chart, resource management, PERT charts, task dependencies, and export data options. Gantt Project is suited for projects with small to medium size project teams, minimal complexity, for educational purposes, and small businesses.
Primavera was launched in 1983 and Primavera P6 was released in 2007. Some of the features are Gantt Chart, CPM scheduling, resource cost tracking, and risk analysis tools. Primavera P6 is suited for large projects, Construction, Engineering, Oil and Gas, resource-intensive projects, detailed reporting, and collaboration.
Key Features to Consider
When evaluating project management software, key features that align with the organization’s priorities, objectives, and risk levels must be considered. The importance/benefit of each feature can vary significantly depending on these factors.
Gantt charts provide a visual representation of project timelines and task dependencies, making it easier to understand the sequence of tasks and how they interrelate with the overall project schedule.
Efficient resource management tools are crucial for allocating resources optimally. Resource management features provide review of when capable resources are available for each task, minimizing downtime and maximizing productivity. Time tracking features enable project managers and team members to monitor the time spent on tasks, offering valuable insights into productivity, and helping identify areas for adjustments and/or improvements.
Collaboration tools enhance communication and file-sharing capabilities, fostering a collaborative work environment. These tools are vital for ensuring that team members can easily share information and work together, regardless of their physical location. Automation features streamline repetitive tasks and workflows, saving time and reducing potential errors, thereby improving overall efficiency.
Reporting and analytics tools are critical for generating detailed reports and analyzing project performance. These tools provide valuable insights that help teams make informed decisions and keep projects on track. Finally, compatibility with other software and tools the team uses is essential for a seamless workflow, ensuring that the project management software integrates well with existing systems and enhances the overall efficiency of project management processes.
Creating the Project Schedule
Creating a project schedule is crucial yet daunting. However, following a structured approach can make it more manageable and effective. The following information outlines a structured approach to create an effective project schedule.
Scope: The start of any project is to understand the project scope by clearly identifying the project objectives in tangible (measurable ways). What does the project aim to achieve? Defining these objectives is essential. Next, outline the key deliverables and outcomes. This clarity sets the foundation for the entire project. If you have been working on projects for any length of time, you will likely have experienced problems with unclear scope and trying to develop a schedule.
Break Down the Work: A clear and understood scope allows for developing a Work Breakdown Structure (WBS) to divide the project into smaller, more manageable tasks and sub-tasks. Detail each task with descriptions, necessary resources, and dependencies to ensure nothing is overlooked. There is a Swedish saying, Falla mellan stolarna, fall through the cracks. A team-developed WBS is there to prevent this missing item and missing exchanges with the team areas of responsibility. No amount of schedule tools will help if we do not put good and correct missing content that has fallen through the cracks.
Sequence the Activities: Identify dependencies between tasks to determine which tasks rely on the completion of others. Establish how tasks should be performed to ensure a logical and efficient workflow. Projects are often under pressure to deliver quickly, for example, market opportunities. The ability to alter the sequence of activities to shorten the project time plan duration without adding risks, it is prudent for the project manager and team to do so.
Estimate Durations: The breakdown allows for more refinement in estimating the time required for each task. The sum of the tasks will be the total duration and we can learn that by laying the tasks out in either a PERT or Gantt chart. This micro breakdown involves tracing work and work products to historical data from previous projects to make more accurate predictions. This helps in setting realistic timelines and avoiding over-commitment.
Assign Resources: The actions we have taken so far have connected the tasks to those responsible for executing them. The tool visualizes the tasks connected to individuals and, ideally, metrics associated with accomplishing the tasks. Each team member must know what they are to do for this project. That is not to suggest that other team members do not assist them.
Develop the Schedule: Finally, we have the schedule inputs, and we can create the Gantt or PERT charts using the tools above. Previously, project managers would begin drawing out a Gantt or Pert chart on paper with a pencil. Eraser nearby. With technology today, information can be quickly entered and repositioned. Start by setting milestones. Then identify and roughly sequence deliverables or tasks that need to be completed before each milestone. At some point bring team members in to get their input on the chart thus far. Before careful assigning any calendar dates except the Completion, End, or Turn-over date. During schedule development just focus on the end date. Once a schedule has everything in place, assign calendar dates working back from that end date.
Review and Adjust: A project schedule baseline is a fixed reference point in the project management process that captures the planned schedule for project activities at the start of the project. This baseline serves as a reference for monitoring and controlling the timing aspects of the project, allowing project managers to compare actual progress against planned progress throughout the project’s lifecycle. It includes start and end dates for all tasks, dependencies, key milestones, and resource allocation details.
Establishing a schedule baseline helps identify deviations from the plan early, facilitating timely corrective actions to keep the project on track. It is also vital for managing stakeholder expectations and for evaluating the impact of any changes or delays that might occur. Once approved, the schedule baseline should only be changed through formal change control processes, ensuring it remains a reliable standard for measuring project performance and outcomes.
Communicate the Schedule: We now have a schedule baseline to share with the sponsors and all relevant stakeholders to ensure everyone knows the timelines and expectations. Communicating the schedule may be a formal presentation in a gate review setting or an easily accessible site, or it may be printed and placed in the work area. We need to make sure the team members can readily view.
Monitor and Update: We will need to monitor actual progress against planned progress. This is how we predict if we are on track with the project schedule or falling behind. It is not good form to at the last minute tell sponsors the project will be late if we have evidence that it may be late much earlier in the project.
We think outright altering the content of the project schedule, for example, adding tasks and associated durations, should be done by the project manager with the team present. Updating the state of the task accomplishment can be done by the person responsible for that task, if there are tangible metrics associated with that task.
Whether the team and project manager can update the schedule in the tool or just the project manager, we illustrate project activities that improve monitoring and project closure predictions. The project manager is to review the schedule for any resource conflicts or unrealistic timelines. Adjust as needed to balance the workload and ensure the schedule is feasible.
Choosing the Right Tool
When deciding the correct tool, consider your team’s size, project complexity, preferred project management methodology (Agile, Waterfall, etc.) and specific features needed when selecting a project management scheduling tool. Many of these tools offer free trials, so you can test them before deciding. Also, whether we like it or not, cost constraints will be driven by executives and perhaps by procurement.
For those looking to further optimize their project management processes, exploring software solutions like ScheduleReader can be a valuable step. Start a free trial to see how it can help streamline your project scheduling and management tasks.
