10 Project Scheduling Techniques For Project Manager

Project Managers, have you ever felt overwhelmed by the complexity of coordinating tasks, timelines, and resources? How often have you wished for a clearer roadmap to navigate through your project’s lifecycle? The answer lies in mastering Project Scheduling Techniques. These techniques provide clarity, structure, and foresight in Project Management.

Picture being able to visualise your entire project timeline, identify critical tasks, and allocate resources with precision. In this blog, we will delve into important Project Scheduling Techniques that every Project Manager should master. Ready to revolutionise your Project Management approach? Let’s explore these indispensable tools and discover how they can make your projects more streamlined and successful.

Table of Contents 

1) What is Project Scheduling?  

2) Importantance of Project Scheduling  

3) Different Project Scheduling Techniques  

  a) Critical Path Method  

  b) Gantt Chart  

  c) Program Evaluation and Review Technique (PERT)  

  d) Simulation   

  e) Resource levelling  

  f) Duration compression   

  g) Fast-tracking  

  h) Task list  

  i) Calendar  

  j) Crashing  

4) Components of a Project Schedule

5) Conclusion 

What is Project Scheduling? 

Project scheduling is the process of outlining a timeline for completing all tasks and activities necessary to achieve specific project goals. It involves creating a roadmap that identifies the sequence of tasks, their durations, dependencies, and the resources required. The primary objectives of project scheduling include:

1) Time Management: Make sure that tasks are completed within specified deadlines.

2) Resource Allocation: Assigning resources (like people, equipment, and materials) efficiently to complete tasks.

3) Coordination: Coordinating tasks and activities to avoid conflicts and optimise efficiency.

4) Risk Management: Anticipating and mitigating potential delays or issues that could impact the schedule.

5) Communication: Providing a clear timeline for stakeholders to understand project progress.
 

Importance of Project Scheduling 

Project scheduling is essential for effective Project Management, enabling precise time management, resource allocation, and risk mitigation. It coordinates team efforts, clarifies responsibilities, and enhances communication. By setting clear timelines and milestones, it ensures projects stay on track, minimises delays, and optimises resource utilisation.

Schedules provide a framework for budget control, facilitate progress tracking, and bolster customer satisfaction by delivering on time. They also enable continuous improvement through lessons learned and performance analysis. Ultimately, project scheduling is crucial for guiding projects to successful outcomes by providing structure, clarity, and proactive management of project dynamics.

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Different Project Scheduling Techniques 

Explore a list of techniques tailored to build the perfect project schedule for your team:

1) Critical Path Method 

Mostly used in construction and industrial businesses that involve the movement of product, Critical Path Method, concentrates on the path of task dependencies. It organises the tasks based on the longest path of dependencies. 

Dependent tasks are the ones that need to be completed for the project to progress towards completion. Tasks that do not have any dependencies are considered floating tasks, which means they do not affect the time frame of delivery. 

For example, in the above image, the letters A, B, C, D and E are representations of dependent tasks, and the letters F, G and H are representation of floating tasks. 

2) Gantt Chart 

Gantt Chart allows you to track the progress of your project with interactive visuals. It allows you to put your plan of action down in a spreadsheet that has lines to map the progress of the Project based on the data entry of the teams responsible for the respective tasks.  

You can use the basic Gantt Chart, with manual inputs into a spreadsheet or purchase the extended add on that have built in automation and require lesser manual input. 

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3) Program Evaluation and Review Technique (PERT) 

Program Evaluation and Review Technique (PERT) is ideal for assessing project risks. It estimates project duration by considering optimistic (O), most likely (M), and pessimistic (P) scenarios. O is the quickest possible time, M is the realistic average, and P factors in potential challenges.

The formula (O + 4M + P) / 6 calculates a tentative project completion time, accounting for potential errors and delays. PERT helps in planning and managing projects by providing a structured approach to anticipate and mitigate risks, ensuring projects stay on track and deadlines are met effectively.

4) Simulation  

Do you remember the Algebra problems in math class that gave you suggested values to calculate with, like if X = 5 and Y= 3, calculate [2X +4 (XY) - Y] and wondered where you would apply this knowledge? Well, you have found your answer!  

If you are uncertain of the variable that your plan of action may depend on, then you can use the Simulation technique. This technique involves calculating the possible time required on assumed variables to help set a framework for your project. 

Example: if we have 3 people working on the project, it will take a week to complete but if you have 5 people it might take 4 days to complete and if you have 10 people, the project might get completed in 2 days.  

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5) Resource levelling 

Would you prefer that different teams, work on different parts of the project can do so side by side without one team depending on the other to complete their part to begin with theirs? With the resource levelling technique, you can do just that by allocating all resources to project to avoid idleness of any part of the team.  

Example: A waiter would need to wait for the chef to prepare the meal to serve the table but, in the meantime, could also clear up a table and take the order from a different table instead of sitting idle.  

6) Duration compression  

If you feel like a project is taking longer than expected and need to reduce the time taken, you use the Duration Compressing technique. This technique involves choosing between Fast tracking or Crashing techniques that will be explained in further detail bellow. 

But to give you a brief idea, you can compress the duration by running two phases of the project side by side to save time or by allocating more resources, like manpower, to the task that is holding up the workflow. 

7) Fast-tracking 

As mentioned above, the Fast-tracking method is a great way to compress the time taken to complete a project by running more than one phases of the project side by side. It can be used to identify tasks that can run simultaneously, without an overlap. Allowing you to start tasks earlier without needing to wait for another task to be completed. 

8) Task list 

The simplest technique in Project Scheduling is creating a Task list! A task list is a simple spreadsheet or word processor that simply lays down the tasks to be completed in what order with small details regarding each task, like the Task Manager in charge or the deadline etc. This technique is appropriate for small or medial tasks that do not require too much oversight. 

9) Calendar
 

Another simple technique to create a Schedule for your projects is by using a calendar that is accessible by the whole team. To customise your experience, you can also colour code the entries in the calendar based on things like the priority of the tasks and the urgency of completion.  

10) Crashing 

As mentioned before, Crashing is a technique that helps compress the duration of the tasks by increasing the resources that are allotted to it like increasing the manpower working on a task. You can do so by hiring extra freelance contractors to work on the task if you are short of manpower.  

However, as the saying goes “too many cooks spoil the pot!” more manpower may also raise some concerns so make sure you only use this technique if it's absolutely necessary.  

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Components of a Project Schedule

Key components of a project schedule typically include:

1) Tasks and Activities: A list of all activities and tasks required to complete the project, usually broken down into manageable units.

2) Duration: The estimated time required to complete each task or activity, considering factors like resources, dependencies, and constraints.

3) Dependencies: Relationships between tasks that determine their sequence and interdependence. This includes understanding which tasks must be completed before others can start.

4) Milestones: Significant points or achievements within the project timeline that mark progress or completion of major phases or deliverables.

5) Resource Allocation: Identification and assignment of resources (such as people, equipment, and materials) needed to complete each task or activity.

6) Constraints: Restrictions or limitations that may affect the scheduling or execution of tasks, such as budgetary constraints or availability of resources.

7) Risk Management: Assessment of potential risks and strategies to mitigate them, integrated into the schedule to ensure proactive management.

8) Schedule Baseline: A reference point that captures the approved project schedule, against which actual progress is measured and deviations are managed.

9) Contingency Plans: Alternate strategies or actions to address unexpected events or delays that may impact the project schedule.

10) Communication Plan: Guidelines on how schedule information is communicated to stakeholders, ensuring everyone involved understands roles, responsibilities, and timelines.

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Conclusion 

Mastering Project Scheduling Techniques is a game-changer for any Project Manager. By harnessing the power of tools, you can turn complex tasks into manageable milestones, streamline workflows, and foresee potential obstacles. These techniques elevate projects to new heights of efficiency and success. Embrace them and watch your projects thrive – best of luck on your journey!

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