4 May, 2023

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)

Carefully curated video recommendations for you:


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.

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

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Mike Clayton

About the Author...

Dr Mike Clayton is one of the most successful and in-demand project management trainers in the UK. He is author of 14 best-selling books, including four about project management. He is also a prolific blogger and contributor to ProjectManager.com and Project, the journal of the Association for Project Management. Between 1990 and 2002, Mike was a successful project manager, leading large project teams and delivering complex projects. In 2016, Mike launched OnlinePMCourses.
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