In order to achieve successful projects, you need to have an effective project schedule. When you need to manage a project, don’t get started right away or put off your schedule until later. Making a plan and schedule will make your project more successful. Most people avoid it because they are too lazy to plan. But project management and creating an effective project schedule is not as tiring as you might think.
Firstly, there is a list of things you need to complete a project. The tasks and works you need to complete to carry out a project effectively are included in this list. In project management, this list is called the project schedule. Whatever the size of your project, creating a project schedule is one of the most important projects management steps.
Project schedules are different from to-do lists that you create for your tasks. Projects are time-bound tasks. Whatever you need to do to complete a project must be done within a specified time. An effective project schedule creates a structure for the successful completion of a project. It allocates a certain amount of time and resources to the task involved in each phase of a project. So, you can complete the project on time.
Tips for Creating Effective Project Schedules
In other words, a project schedule is a timeline that includes the start dates, deadlines, and resources required for a project. Although planning your project schedule and timelines is not easy, it is very important to create a project schedule right before you start work. An effective project schedule will help you allocate resources, lay a foundation for performance and project management, and track your project easily. There are 6 basic steps to create an effective project calendar. We have compiled these 6 steps for you:
Make a list of project tasks
Initially, divide your projects into phases. Identify and list the tasks required for each phase. By dividing your project into phases, you will not miss any task you need to do while completing your project. Especially when it comes to complex projects, organizing tasks and their subtasks can help you complete the project effectively. Measuring all phases and outputs of your project also allows you to make forward-looking predictions.
Also, you should not forget to include your team and stakeholders in these phases. Involving everyone will make your project schedule more effective. This allows you to gain broader insights and collaborate with project teams to understand the tasks required.
Prioritize tasks and determine dependencies
As a first step to creating an effective project schedule, you have divided your project into small parts. The next step is to prioritize these tasks in order of importance. Prioritizing tasks should be done early on in your project as it will enable you to take action on subsequent tasks.
- List and rank the tasks that need to be done in your project from start to finish.
- Add the deadline for each task you line up.
After listing and prioritizing your tasks, you need to identify which task depends on the other to complete. It is very important that you define all project dependencies correctly so that your project does not delay and you can complete the tasks at the right time. Collaborating with your stakeholders or teammates is helpful in this part of your project scheduling. At this point, project management software can be very helpful. With the project management software PeerBie, you can brainstorm with your stakeholders by communicating instantly or by making video conferences. Also, while working on a task, if you think there is a dependency you can let everyone in the project know.
Before starting the project, it is important to identify its resources. If any risk is expected during the project initiation phase, be sure to review these risks. Meet with your stakeholders or teammates to determine the expected duration of tasks and phases. These are key steps of an effective project schedule.
Check if your team members are working on multiple projects. It is much easier to detect this with the project management tool PeerBie. Thanks to the application, it is possible to see which projects your teammates are involved in, or what tasks they are working on and document them in reports.
With this information, you can create milestones for your project. Milestones are the point at which a phase in a project must be completed. It is a good opportunity to check if your project is going well and how it is progressing. Another way to track how your project is progressing is with the project management tool PeerBie. With PeerBie, you can track both the progress of your teammates and the progress of the project step by step. You can determine whether the project phases are completed within the specified time.
Allocate time and assign your team members
As we said before, if you want to create an effective project schedule, you need to set a deadline for each phase you divide the project into. You want to neither overestimate nor underestimate the time you give for tasks. Because both can have bad consequences for your effective project schedule. What you have to do is estimate the duration using data from similar previous projects. With PeerBie, you can store your data on your previous projects. You can convert this data into a document, download and use it on your computer or mobile devices.
If you don’t have any data, you can get help from the experience of your teammates. That’s why it’s important to create an effective project schedule as a team. Also, allocate the necessary resources for each activity in your project. After allocating time and resources, you need to assign the most appropriate people to the tasks of your project. Assigning people to tasks is very important as it helps you better track the progress of your project.
Use a project scheduling tool
Planning your project with using pen and paper can be a more challenging process for you. It is actually not a complicated process to use the tips we have listed for you and to create an effective project schedule for your project. With the right project scheduling software, you can create an effective project schedule and easily track your project.
Thanks to the project scheduling software PeerBie, you can divide your projects into tasks, assign the person you want to these tasks, and most importantly keep track of these tasks. You can store all the necessary resources for your project in the application and share files from there. By using the calendar feature, it is possible to see the busy days of your team members or which days they have activities and tasks.
Review and control
After you create an effective project schedule and start the project, you need to make frequent evaluations and control to keep track of your project. You should review your schedule regularly, as changes might occur in your project. In this way, you can evaluate the progress of your project according to the project schedule that you have prepared and you can easily adapt to the changes. You can also measure the performance of your teammates. Because of all these, you need to control your project often.