Creating a Schedule

Because we are on this wavelength, let’s go ahead and review the key steps involved in building a project schedule. The steps are also summarized in Figure 8.4. We will follow up this section with a more in-depth look at a few of these:

1. Identify the work tasks (WBS)—Identify the work tasks that need to be performed (but might need to be revisited as you iterate through the process).
2. Estimate the effort for each work task—Based on specific resource types, estimate the amount of effort each task will require (but might need to be revisited until resource assignments are finalized).
3. Determine task relationships (network diagram)—Identify which tasks have to be done before others can begin and which tasks can be done at the same time (in parallel).
4. Assign resources—Assign the roles, personnel, and equipment that will perform each task.
5. Develop preliminary schedule—If you have not already, capture all these inputs using your preferred scheduling software.
6. Perform “reality” check—This is a key, often overlooked, step in the process to make your schedule realistic. This step includes a review of resource allocation and calendar setup.
7. Shorten the schedule—In this step, you determine the critical path and look for ways to reduce the time required to complete the critical path tasks.
8. Account for risk responses—If any of the risk responses includes adding a contingency buffer to any specific task or to the entire schedule, make sure to include this in the schedule, too.
9. Walk through the schedule—In this important step, the proposed schedule is presented for review and feedback. At a minimum, the schedule should be closely reviewed first by the core project team and then by the key stakeholders (management, customers). CautionA common reason for unrealistic schedules is that the schedule does not account for all the logical dependencies that exist. The schedule generally reflects an earlier completion date than what is actually possible.
10. Finalize schedule—Incorporate feedback from stakeholders; make any adjustments for actual resource assignments, final risk responses, and success factor trade-offs; get formal acceptance of schedule.

Let’s take a closer look at a few of the key steps.

 Tip

Become knowledgeable and proficient at the scheduling software you use. Many unrealistic schedules originate with a project manager who does not understand how to best use the tool.