{"id":2783,"date":"2014-11-26T09:26:22","date_gmt":"2014-11-26T09:26:22","guid":{"rendered":"https:\/\/www.cmwlab.com\/blog\/?p=2783"},"modified":"2023-02-15T09:22:26","modified_gmt":"2023-02-15T09:22:26","slug":"beat-project-scheduling-problems","status":"publish","type":"post","link":"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/","title":{"rendered":"How to beat project scheduling problems"},"content":{"rendered":"<p><em>This is a guest post by Elizabeth Harrin of A Girl\u2019s Guide To Project Management.<\/em><\/p><br \/>\r\n<p>Putting together a project schedule is one of the most important tasks for a project manager. It\u2019s also very easy to get caught out! Here are some scheduling problems and how you can beat them.<\/p>\r\n<br \/>\r\n<p><!--more-->\r\n<a href=\"https:\/\/www.cmwlab.com\/platform\/try\/\" onclick=\"ga('send', 'event', 'abtest', 'platform-banner-click');\"><img decoding=\"async\" id=\"pl-banner\" src=\"https:\/\/www.cmwlab.com\/blog\/wp-content\/uploads\/2023\/03\/cmw-platform-banner.png\" class=\"img-fluid my-5\" alt=\"CMW Platform banner\" title=\"CMW Platform banner\"><\/a><\/p>\r\n<img loading=\"lazy\" decoding=\"async\" data-id=\"3052\"  src=\"https:\/\/www.cmwlab.com\/blog\/wp-content\/uploads\/2014\/11\/MakeThingsHappen.jpg\" alt=\"Make Things Happen\" width=\"600\" height=\"376\" class=\"alignright size-full\" \/>\r\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_28 counter-hierarchy counter-decimal ez-toc-grey\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" style=\"display: none;\"><label for=\"item\" aria-label=\"Table of Content\"><i class=\"ez-toc-glyphicon ez-toc-icon-toggle\"><\/i><\/label><input type=\"checkbox\" id=\"item\"><\/a><\/span><\/div>\n<nav><ul class=\"ez-toc-list ez-toc-list-level-1\"><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Problem_1_No_clear_view_of_tasks\" title=\"Problem #1: No clear view of tasks\">Problem #1: No clear view of tasks<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Solution_1_Use_a_work_breakdown_structure\" title=\"Solution #1: Use a work breakdown structure\">Solution #1: Use a work breakdown structure<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Problem_2_Not_enough_resources\" title=\"Problem #2: Not enough resources\">Problem #2: Not enough resources<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Solution_2_Resource_levelling\" title=\"Solution #2: Resource levelling\">Solution #2: Resource levelling<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Problem_3_No_structure_to_the_work\" title=\"Problem #3: No structure to the work\">Problem #3: No structure to the work<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Solution_3_Create_order_where_there_is_none\" title=\"Solution #3: Create order where there is none\">Solution #3: Create order where there is none<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Problem_4_An_overly_optimistic_project_plan\" title=\"Problem #4: An overly optimistic project plan\">Problem #4: An overly optimistic project plan<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/#Solution_4_Get_a_realistic_view_of_outstanding_work\" title=\"Solution #4: Get a realistic view of outstanding work\">Solution #4: Get a realistic view of outstanding work<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Problem_1_No_clear_view_of_tasks\"><\/span>Problem #1: No clear view of tasks<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\nDo you know exactly what your team has to deliver? It sounds like a simple question but I often see project managers start an initiative without knowing exactly what they are supposed to be doing (and not in an Agile, iterative, phased delivery kind of way, either).<br>\r\nThis situation leads to work that is overlooked: tasks that then arise later when you don\u2019t have time to fit them in.<br>\r\n<br>\r\n<h2><span class=\"ez-toc-section\" id=\"Solution_1_Use_a_work_breakdown_structure\"><\/span>Solution #1: Use a work breakdown structure<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\nA work breakdown structure (WBS) is a simple way to get a complete view of what is needed for your project. At its most basic, a WBS is a chart that shows the project deliverables broken down into manageable chunks. The important thing to note is that it shows deliverables, not tasks so it is only the starting point for solving this particular problem.<br>\r\nUse your WBS to build your task list: when you know exactly what you have to deliver it\u2019s easier to plan the activities required to do it.<br>\r\n<br>\r\n<h2><span class=\"ez-toc-section\" id=\"Problem_2_Not_enough_resources\"><\/span>Problem #2: Not enough resources<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\nYou notice your team coming in earlier. And staying later. And not taking lunch breaks. And they respond to your emails at the weekend! These are all flags you should be aware of. They mean:<br>\r\n<ul style=\"padding-left:20px;\">\r\n\t<li>The team is so passionate about your amazing project they live and breathe it and think everyone else should.<\/li>\r\n<\/ul>\r\nor\r\n<ul style=\"padding-left:20px;\">\r\n\t<li>You are burning them out.<\/li>\r\n<\/ul><br>\r\nIt\u2019s probably the latter.<br>\r\n<br>\r\n<h2><span class=\"ez-toc-section\" id=\"Solution_2_Resource_levelling\"><\/span>Solution #2: Resource levelling<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\nResource levelling involves taking the amount of work allocated to each team member in each time period and comparing it to the amount of hours they have available. You\u2019ll be able to see if anyone has too much to do or is under resourced.<br>\r\nUse resource levelling charts to see who can take on more work and who needs a break. You may find out that even with reallocating work between team members you still can\u2019t get it all done with the people you\u2019ve got. The resource data will give you great evidence to go to your sponsor and ask for additional help.<br>\r\n<br>\r\n<h2><span class=\"ez-toc-section\" id=\"Problem_3_No_structure_to_the_work\"><\/span>Problem #3: No structure to the work<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\nYour tasks are all over the place, and no one knows what\u2019s coming up. They\u2019ve got a good idea of what needs to be done but aren\u2019t sure of what they should work on first. Your project schedule has no structure and it\u2019s causing confusion.<br>\r\n<br>\r\n<h2><span class=\"ez-toc-section\" id=\"Solution_3_Create_order_where_there_is_none\"><\/span>Solution #3: Create order where there is none<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\nRework your schedule to add some structure. You\u2019ve got all the content, now you need to put it together in a way that makes logical sense. Use:<br>\r\n<ul style=\"padding-left:20px;\">\r\n\t<li>Milestones<\/li>\r\n\t<li>Categories<\/li>\r\n\t<li>Dependencies<\/li>\r\n\t<li>Phases<\/li>\r\n\t<li>Stages<\/li>\r\n\t<li>Gates (processes through which the project must pass to move to the next authorised phase of work)<\/li>\r\n<\/ul>\r\nGroup your tasks chronologically or thematically to provide your team with an order. Flag your critical path in another colour so they can see which are the priority tasks. Not sure where to start? Read this introduction to project dependencies and constraints to help you identify the critical parameters for your project.<br>\r\nReview the schedule with the team on a regular basis so they have plenty of opportunities to ask questions about upcoming deadlines and dependencies.<br>\r\n<br>\r\n<h2><span class=\"ez-toc-section\" id=\"Problem_4_An_overly_optimistic_project_plan\"><\/span>Problem #4: An overly optimistic project plan<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\n\u201cYes, of course we can complete all that by next Tuesday,\u201d your project team members say, but inside you know they couldn\u2019t possibly get through that amount of work. Still, they\u2019ve said that they will do it, so you mark it down on the schedule as the delivery date.<br>\r\nAn overly optimistic project plan is a disaster for project managers because you\u2019ll always be playing catch up. The team will be under pressure and it will be difficult to manage the expectations of people who actually believe what\u2019s on your schedule, such as your project sponsor.<br>\r\n<br>\r\n<h2><span class=\"ez-toc-section\" id=\"Solution_4_Get_a_realistic_view_of_outstanding_work\"><\/span>Solution #4: Get a realistic view of outstanding work<span class=\"ez-toc-section-end\"><\/span><\/h2><br>\r\nIf you believe that your project deliverables cannot be completed in the time you\u2019ve got available then you should throw your existing plan away. What\u2019s the point of working to something that is so completely unrepresentative of the situation you are in?<br>\r\nCall a meeting and get your team together. Explain the situation and talk honestly as a group about how long things are likely to take. Then you can start to create your schedule again with realistic estimates.<br>\r\nYour project management software can speed this up for you. <a href=\"https:\/\/www.cmwlab.com\/project-management-software\/project-management-gantt-chart\/\">Predictive Gantt charts<\/a> shift all the incomplete work to a future date so if it isn\u2019t marked as finished it will roll forward, pushing everything else forward as well. That\u2019s a visual way of seeing the impact unfinished work has on the dates and if you use your schedule as an effective management tool you\u2019ll avoid being overly optimistic at all.<br>\r\nOf course, once you\u2019ve done this you\u2019ll probably find that you can\u2019t deliver on time. Then you\u2019ve got to assess what you could deliver by the published finish date and whether that\u2019s good enough, or whether you should get authorisation to extend the project so that 100% of the scope can be delivered.<br>\r\nYou can create a great project schedule and overcome problems related to project scheduling. Follow these tips to smarten up your schedule. Do you have other tricks that you use on your schedule? Let us know in the comments.<br>\r\n<br>\r\n<br>\r\n<section class=\"author bg-light border\">\r\n    <section class=\"row p-3 p-sm-5 align-items-center\">\r\n        <aside class=\"col-sm-3 col-4\">\r\n            <img decoding=\"async\" class=\"author__img img-fluid rounded-circle\" title=\"Elizabeth Harrin\" alt=\"Elizabeth Harrin\" src=\"\/blog\/wp-content\/uploads\/2014\/11\/elizabeth-harrin.jpg\">\r\n        <\/aside>\r\n        <article class=\"col-sm-9 col\">\r\n            <p class=\"author__text\"><a href=\"https:\/\/rebelsguidetopm.com\/\" target=\"_blank\">Elizabeth Harrin<\/a> is the award-winning blogger behind A Girl\u2019s Guide To Project Management and author of several project management books. She is a Fellow of the Association for Project Management in the UK. <\/p>\r\n        <\/article>\r\n    <\/section>\r\n<\/section>\r\n","protected":false},"excerpt":{"rendered":"<p>This is a guest post by Elizabeth Harrin of A Girl\u2019s Guide To Project Management. Putting together a project schedule is one of the most important tasks for a project manager. It\u2019s also very easy to get caught out! Here are some scheduling problems and how you can beat them.<\/p>\n","protected":false},"author":15,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[18,19],"tags":[],"class_list":["post-2783","post","type-post","status-publish","format-standard","hentry","category-popular-topics","category-solutions"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.14 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to beat project scheduling problems &mdash; CMW Lab Blog<\/title>\n<meta name=\"description\" content=\"Are you struggling for putting together an awesome project schedule? Check frequent project planning problems and learn how to beat them.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.cmwlab.com\/blog\/beat-project-scheduling-problems\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to beat project scheduling problems &mdash; CMW Lab Blog\" \/>\n<meta property=\"og:description\" content=\"Are you struggling for putting together an awesome project schedule? 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