Step-by-step Guide to Create an Effective Project Schedule

All types of projects consist of multiple layers and include many tasks as well as deliverables. Even the slight delay in a single element can lead to catastrophic sequences including missed deadlines and unhappy clients. Here, effective project schedule management lends a helping hand. It not only assists companies or businesses to manage resources effectively but also ensures a timely project completion. 

We are going to discuss the role of a project schedule and tips to make an effective schedule in this article. But, before moving forward, let’s understand the concept of a project schedule. 

Project Schedule – Definition and Scope

A project schedule is a tool that outlines all the individual tasks associated with the project, required resources, and other necessary details. With an effective project tracker tool, it is easy to manage all the documents related to the project’s timeline. Managers can add milestones, deliverables, and budget-related information in the detailed project schedule. It enables stakeholders including team members, clients, and investors to get all the details with ease. 

Businesses can either use task management software or project scheduling software for making a proper project schedule to keep tasks on the right track. Shockingly, as per an official survey, only 35% of organizations mostly or always accomplish projects in a given deadline. The project schedule management enables organizations to achieve this objective and motivates your teams to achieve success. 

Another important benefit of the project schedule management is it assists companies to remain under their predefined budget. You can easily estimate the time and resources in advance to save effort and money. Also, you can identify possible bottlenecks in advance. The project scheduling software can help you set deadlines and send real-time notifications in case the delay occurs in any tasks. 

Let’s go through a step-by-step guide to build a project schedule. 

Handy Guide to Create a Proper Project Schedule

Be it a large project or a small one, fundamental steps for creating a project schedule remains the same. These points are-

1. Define the Scope

A project scope is a comprehensive document that includes all details that client will get. It has necessary information including project deliverables, technical requirements, tasks, and acceptance criteria. It can keep your team on the same page and every member has a clear understanding of the project. Simply put, the project scope gives answers like what, why, and how for the project. 

2. Make the List of Tasks

It is imperative to make a project schedule in line with a WBS (Work Breakdown Structure). It can break larger tasks into smaller and more manageable tasks. Let’s take an example of a mobile app development project. This project is broken into the tasks like- making a wireframe, creating a mock-up, graphic designing, and usability testing. All such tasks should be listed properly.  

Also Read- Six Steps of Project Time Management in Workplace You Need to Know

3. Define Dependencies

Most tasks are dependent on multiple team members. A common task dependency shows that one task has to be completed before starting another. It is essential for project managers to define task dependencies while building a project schedule. At times, some project needs third-party assistance. Here, it is necessary for managers to define dependencies accurately. 

4. Set Milestones

Project milestone plays a crucial role in monitoring the progress of ongoing projects. It can be release of product samples or getting approvals for patents. Managers can look through the project’s schedule in a project scheduling software and identify key moments to add project milestones. It is better to indicate the importance of milestones and make your team members understand it for improving their productivity. 

5. Delegate Tasks

Task delegation is one of the most crucial activities that can ensure the success of project and on-time completion. Task management software can enable managers to delegate tasks properly among available resources based on their past performances and skills. If necessary, you can select multiple people or entire teams for delegating tasks and every employee will get the notification about the assigned task.

6. Track Progress

This is last but important step for making an effective project schedule. Project scheduling software can enable managers to track the progress on an intuitive dashboard. It facilitates real-time monitoring, evaluation, and making insightful decisions for ensuring on time project completion. 

Wrapping Up

Project schedule management can enable managers to track various tasks and monitor the progress of projects. Hope these six steps will be useful for creating an effective schedule for the project. Project scheduling software can make the entire process easy and convenient for managers. 

TaskOPad can assist startups and SMBs to create an effective project schedule effectively. As a robust and reliable project tracker tool, TaskOPad enables modern businesses across different industrial sectors to manage and track multiple tasks at once. Do you want to know more about newly introduced features and the scope of TaskOPad for your company? Simply drop us a line at info@taskopad.com to know more.