How to Create a Project Schedule – 21 Steps in 5 Stages | Video

In this video, I will take you through 5 stages and 21 steps for creating a Project Schedule.

This video is safe for viewing in the workplace.

This is learning, so, sit back and enjoy

The Five Stages for Creating a Project Schedule

1. Stage 1: Project Schedule Framework
   Start by getting all the core time-related data into your plan.
2. Stage 2: Task Framework
   Now introduce what you need to do and what you need, to do it.
3. Stage 3: Analysis
   This is where you turn your data into a plan.
4. Stage 4 Review
   Now it’s time to expose your draft schedule to critical review…
5. Stage 5: Sign-off
   Once you have all the comments, you are ready…

Stage 1: Project Schedule Framework

Start by getting all the core time-related data into your plan.

1. Fixed Milestones
   Like start date, release dates
2. Discretionary Milestones
   Reporting deadlines, release targets
3. Calendar Constraints
   Public holidays, company days
4. Resource Constraints
   Staff holidays, Delivery schedules, equipment or asset availability
5. Consider the number of hours per working day
   This may differ on different days – and will include the non-working days in each location.

Stage 2: Task Framework

Now introduce what you need to do and what you need, to do it.

• Identify the tasks to be completed
  These will be in your Work Breakdown Structure (see our video)
• Estimate the work required to complete each task
  with contingency
• Identify dependencies between tasks
  Usually, finish-to-start but can also be other forms (see our video). This will allow you to sequence your tasks
• Add in any lags or leads
  A lag is a gap between the tasks that are dependent. For example, Task B starts after Task A is complete, with a lag of 3 days so concrete can set or a coating can cure.
  A lead is a negative lag. So, if Task B starts 2 days before Task A finishes, this is a Finish-to-Start dependency with a 2-day lead.
• Identify resources for each task
  …and their availability. Then assign those resources
• Calculate the duration
  Use the work required and resources applied. For example, a task that has a work required of 15 days, and two full-time staff allocated will have a duration of 7.5 days. If there are three people allocated ½-time, that’s a 10-day duration.

Stage 3: Analysis

This is where you turn your data into a plan.

1. Now you can calculate your critical path
   …or paths – see our video
2. Consider whether you have the right amount of float
   Not too much – not too little – especially in high-uncertainty parts of the project
3. Review the schedule for business sense
   Does this produce a consistent schedule that can deliver on time, with enough contingency?
   Are workloads balanced so that none of your resources are over-stressed?
4. If not, revise
   Consider how much contingency, how many resources, and where you apply them. Do you need to overlap tasks, add resources, reduce quality standards, or adjust the scope?

Stage 4 Review

Now it’s time to expose your draft schedule to critical review…

1. Expose your plan to scrutiny from your team
   They should be looking for risks and errors arising from:
   • Fundamental errors in project strategy
   • Data entry
   • Incorrect data
   • Calculation errors
   • False or risky assumptions
   • Missing dependencies or constraints
   • Poor reasoning
   • Risks
2. If this is critical expose your plan to further scrutiny from an independent Red Team. They will be looking for the same kinds of mistakes.

Stage 5: Sign-off

Once you have all the comments, you are ready…

1. Create your final draft
   this is likely to be in the form of a Gantt chart. You may like our companion video, How to Create a Gantt Chart in 9 Easy Steps
2. Submit your draft for sign-off by your client, sponsor, project Board, or Steering Group
3. Up-issue the final draft (with any amendments) to version 1
4. Place your schedule under version control (we have a video)

Recommended Videos to Help with Project Scheduling

Carefully curated video recommendations for you:

• Project Planning Process – How to Build Effective Project Plans | Video
• The Key Deliverable of Your Project Plan | Video
• Building a Project Plan – Conversation with Kristina Kushner | Video
• What is Milestone Planning? | Video
• How to Create a Gantt Chart in 9 Easy Steps | Video
• How to Create a Work Breakdown Structure: A WBS Masterclass | Video

Recommended Articles to Help with Project Scheduling

• Project Scheduling: Your Essential Guide
• Project Planning Process: Navigate the Many Steps You Need
• Planning Performance Domain: How to Plan a Solution to Meet Your Goals
• Capabilities Based Planning: A Primer
• 12 Project Planning Mistakes… and How to Fix Them

What Kit does a Project Manager Need?

I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list. I added my own. 

Check out the Kit a Project Manager needs

Note that the links are affiliated.

Learn Still More

For more great Project Management videos, please subscribe to the OnlinePMCourses YouTube channel.

If you want basic Management Courses – free training hosted on YouTube, with 2 new management lessons a week, check out our sister channel, Management Courses.

For more of our Project Management videos in themed collections, join our Free Academy of Project Management.

For more of our videos in themed collections, join our Free Academy of Project Management.