What is project schedule management?

Schedule management in a project means identifying tasks, the order of work, necessary resources and their allocation, and the time required to complete the work. By managing the schedule, the field office can clarify what tasks need to be done and by when. It also makes it easier for managers to monitor progress, and in cases where tasks are stuck, they can adjust the schedule or redistribute tasks more quickly. If the schedule is managed properly, it is less likely that tasks will be delayed, and the progress can be accurately monitored, making it possible to complete the project on schedule.

In order to actually manage the project schedule, you must understand the process of getting the project started. The following section describes what you need to do before the project starts.

How to proceed before starting a project

It is no exaggeration to say that the success of a project depends on the efforts made before the start of the project. This section describes the steps leading up to the start of a project that must be grasped.

(1) Set and share the project goal

When moving forward with a project, it is important to clearly set goals for the project and share these goals with all parties involved. After clarifying the 5W1H, such as what is to be achieved and how, make sure that everyone involved in the project has a common understanding of the goal.

2) Identifying tasks

Once the goal has been determined, identify tasks and subdivide them into smaller tasks. Subdividing tasks can be a difficult point, but it is important to start by dividing the schedule in a manageable way. It is also important to identify all tasks. Even the slightest omission may cause a small gap in the schedule later on, from which a major readjustment of the schedule may be necessary.

(3) Understanding the relationship between tasks and sequencing them

Based on the relationship between tasks, priorities are determined. This prioritization is very important for accurate scheduling. An example of a relationship might be that Task B cannot be started unless Task A is completed. Therefore, we must not just set priorities, but must also consider the relationships among tasks. If the relationships are wrong, the schedule may collapse later on, so care must be taken. The types of common task dependencies will be introduced later.

(4) Determination of task due dates and listing of tasks

Once the relationships between tasks have been clarified and sequenced, the due dates are determined, taking into account the time required for each task. It is also important to allow a little leeway when deciding on due dates. This will make it easier to readjust the schedule in the event of an emergency. Also, do not estimate man-hours on a hunch when setting due dates. Make sure to subdivide the tasks and understand their relationships, and clarify the time frame for completion before creating the schedule.

The above is the schedule management flow up to the start of a project. If you can follow this flow, there will be no problem, but you must be careful because there are several points that can be stumbling blocks. Next, we will discuss some of the common stumbling blocks to determining the actual schedule.

Three points that tend to trip you up before determining the schedule

Here are three common stumbling blocks in determining a schedule.

(1) Tasks are not subdivided from a bird's-eye view

In some cases, you do not have a bird's eye view when subdividing tasks. Even if you are able to identify what needs to be done within your company, you may not be able to fully grasp the external tasks of affiliated companies, etc. Managers are required to have a bird's eye view of external relationships as well.

(2) Not understanding how tasks are dependent on each other

If the dependencies between tasks are not sufficiently discerned and understood, work will not proceed according to schedule. Managers must understand the entire workflow and the connections, relationships, and order among tasks. It is also important to understand the following task dependencies

Forced dependencies: Relationships in which the order in which tasks are to be performed is naturally determined by the nature of the work
- Optional dependencies: Relationships in which the order in which tasks are to be performed can be set arbitrarily
- External dependencies: Relationships affected by influences from outside the project

Forced dependencies apply to relationships such as "If you do not do A, you cannot do B". An optional dependency is a relationship in which the order can be arbitrarily determined, such as "There are A and B, but it would be smoother to proceed from A. External dependencies are relationships in which the progress of a task is affected not only by tasks within the project, but also by factors outside the project.

When managing a schedule, it is essential to be aware of these dependencies.

(3) Not being aware of the necessary time frame for each task when thinking backwards.

Many of you have probably heard the phrase "think backward from the objective" when making a schedule. While it is not wrong to work backwards, it is often the case that people are not aware of the time required for each task when working backwards. In such cases, even if the order itself is correct, the schedule management will not work because the time settings are wrong. Therefore, it is important to have the members estimate and understand the time required for the tasks before calculating backwards. Thus, being aware of the stumbling blocks is the key to schedule management. Next, we will introduce some key points for managing the schedule without stumbling blocks.

In order to manage the schedule without stumbling

Here, we will explain the key points to keep in mind when actually managing the schedule.

(1) Encourage real-time progress reporting

When breaking down the project tasks into smaller tasks and considering them from a bird's eye view, it is important to encourage project members to report on each task and schedule. Without knowing the progress status of tasks, it is difficult to know whether the project is on track or behind schedule, which reduces operational efficiency. In addition, omissions in reporting can cause gaps in schedule recognition, which can lead to significant delays. By having the progress status of tasks and specific schedules up to the due date constantly reported, when someone is unable to execute a task, instructions can be promptly issued to those who can spare the time to do so. Be sure to have the status of each task reported in real time so that the progress of the project can be properly monitored.

2) Grouping tasks according to their dependencies

As explained earlier, group tasks together after understanding the key dependencies for selecting a scheduling tool that fits your company. An example of grouping is "to manage tasks in a hierarchical manner by attaching more broken-down child tasks to the parent task. This type of grouping makes it easier to manage and adjust the schedule.

(3) Create a schedule using a combination of "back-calculation" and "totalization

When creating a schedule, do not think backwards from the beginning, but build it up while taking into account the time frame required for the member's task. It is also important to work backwards when deadlines become unacceptable in light of the schedule due dates.

Try to manage your schedule while considering these points. In addition, you can manage your schedule more efficiently by introducing a dedicated tool. Next, we will explain the points to consider when selecting a schedule management tool.

Points for choosing a schedule management tool that fits your company

Here, we will explain the points to keep in mind when actually selecting a schedule management tool. Please refer to this section if you are in charge of a company that is planning to introduce a tool in the future.

(1) Is the schedule management tool appropriate for the project cost?

When introducing a schedule management tool, it is important to control costs. It is important to select a tool that is suitable for your company's budget after checking various points, such as what functions can be used for free, whether the fee will increase as the number of users increases, and whether it is a cloud-based or on-premise type tool.

(2) Is the schedule management tool convenient and easy to use?

No matter how good the tool is, it will be meaningless if it is difficult for the members who will actually use it to use it. Therefore, when introducing a tool, consider its operability and convenience for your employees. Some service providers offer support for the introduction of their tools, so using such support is one way to go.

Summary

In this article, we have explained the key points in managing project schedules. In managing a project schedule, it is very important to understand and manage the process up to the start of the project. In order to eliminate the stumbling blocks introduced in this article, you should pay attention to the points when managing schedules as described in this article, and consider introducing a schedule management tool that is suitable for your company.

For those who are looking for a tool to solve the problems of project and task progress management and to facilitate projects, we recommend Works Applications' Project Board. It reduces the burden of man-hour and resource management by visualizing tasks and progress. It is easy to operate and intuitive to use, as you can register tasks as if you were using a spreadsheet. Visualization of task status also supports project management operations. When a project is delayed, analysis can identify bottlenecks.

Download the Brochure if you are interested in the product or would like to learn more.