© 2023 ООО “Office Times”
Author: Nikolay Elagin
Rubrics: Project management
– How to follow the sequence of work on the project?
– Make a project schedule.
Each project is a set of tasks related to each other. In the process of work it is necessary to take into account all the time and resources, dependencies and links between different stages of work. For accurate implementation of plans and compliance with deadlines requires a single tool, which is the project schedule. Why is it needed, what is its importance and how does it help to cope with working situations on the project?
Project schedule - is a roadmap
The project schedule is a detailed and detailed route map, which takes into account the timing, resources and sequence of the stages of work. It is appropriate to compare the graph with the musical score. Without it, a large orchestra will not be able to play the work smoothly. If everyone would do the party at the hearing when he wants to, instead of music we get cacophony.
And now let's imagine that all the executors of the project do the work on their own, without coordination with each other, without coordination of the sequence of steps.
As a result, we will get the signing of the lease agreement before the approval and legal expertise, construction before the approval of the project, and installation of switches before the wiring is laid. Absurd, do you agree?
The project schedule is needed in order to comply with the necessary sequence of works, deadlines and technologies.
We use specialized software for scheduling. It is convenient to work, for example in MSP (Microsoft Project). The program allows you to monitor the implementation of each stage, monitor the relationship of tasks and subtasks, make the necessary adjustments.
The notes help the unified sound of the orchestra, and the project schedule-coordinated work of all participants
Where to start drawing up the project schedule? First, you need to identify the main stages of the project. Within these basic blocks, tens and hundreds of smaller sub-tasks will be implemented.
In our project schedules, the main blocks can look like this.
Then each stage is detailed. We prescribe what includes a specific block of work, how much time it takes, what resources are needed and how the tasks and subtasks of the stage are related to each other.
For example, the "Tender" stage may consist of such tasks and subtasks:
The result of the stage will be a list of selected contractors.
All subtasks are linked, and it is important to follow a sequence of actions.
For example, it is impossible to conclude a lease agreement without preparatory work, analysis of conditions, expertise and coordination. So, for this stage we prescribe the appropriate tasks. Key parameters are defined for each of them:
After completing all the tasks, the result of the stage will be the signing of the contract.
The project schedule minimizes risks of violation of terms and sequence of stages
The schedule of the current project reflects its rhythm. The reality is sometimes different from the ideal plan, there are delays and delays, but the schedule allows you to respond in a timely manner and adjust the fluctuations in terms. I know from experience that most of the time is taken by various approvals, which can be delayed for a week instead of one day. This delay leads to a synchronous shift in the timing. Loss of time in the preparatory stages, we can compensate for the direct performance of work. We always cooperate with professionals, so we can optimize and adjust the progress of construction, so as not to disrupt the overall project schedule.
The project schedule is effective for solving a variety of tasks. When we entered one of the projects, 13 contractors were already working in it, each of them had its own deadlines and tasks. This led to serious disruptions in the sequence of actions. The situation can be illustrated by the example of the famous fable "Swan, pike and cancer". The timing of the project was in jeopardy. We have drawn up a single project schedule and ensured its execution by contractors. As a result, the construction was completed as planned.
The schedule makes it possible not only to plan, but also to control the workflow, to clarify the status of each stage. For example, to remind about the end of the task to its executor. If the contractor does not have time to carry out the work before the deadline, the task can be adjusted quickly and without risks.
For example, in the above-mentioned project, we had a single schedule for the installation of switches for all rooms, but there was a delay due to the unavailability of the walls. Then we divided the installation schedule into separate tasks for each room, so that the work goes on as soon as the walls are ready. We changed the General sequence of works with preservation of terms. Contractors were made aware of the new sequence of works and could coordinate their actions. We decided the problem quickly that the time was not injured.
Working on schedule is beneficial for all project participants.
Schedule is an organized, clear and painted process of project execution. It provides the necessary flexibility to perform tasks while keeping the project progress manageable and predictable.