Project management - Scheduling Simple Projects
Projects which involve only a few people with a few tasks over a
short period of time are "simple projects" and are usually
relatively easy to coordinate.
Typically, such simple projects will have only a few tasks which
are dependent on other tasks. Examples of such a simple project
might be coordinating delivery of workbooks for a workshop
session, creating and implementing a small marketing plan,
painting a single room, baking a cake, or planning a weekend
away for two.
With simple projects like those above, tools like Gantt charts
may make project scheduling too complicated. Unless project team
members are trained in these tools then the inappropriate use of
the tools will lead to poor communication and muddled projects.
Task Lists, Action Plans and Timetables may well be enough to
coordinate and implement simple projects. Anyone involved in
carrying out the project should be communicated with, tasks
identified and allocated, action plans drawn up and
communicated, and timetables negotiated and agreed.
Each timetable will have control points and deadlines, where
progress can be monitored and measured. The control point is a
time allocated or activity completion point where the project
status is measured against the plan. If, and when, a deadline is
missed then the overall impact on project completion time can be
assessed.
Action plans are lists of tasks that have to be carried out to
achieve a single and focussed objective - in this case, the
project completion. Action plans are different from To-Do Lists
in that action plans focus on the achievement of a single goal,
where to-do lists may cover many goals.
To schedule a project, draw up a 3 column table. In column one
create the Task List. In column two allocate an owner to each
task then in column three identify a required completion date.
Allow time for errors, delays, administration, sick leave and
other priorities to impact on the completion dates. As
completion dates are being drawn up, be aware of any potential
dependencies, e.g. the walls cannot be put up until the
foundations are laid. In the event that dependencies are shown,
then it may be more appropriate to use the Gantt Chart format
for scheduling.
The timetable now created allows you to easily concentrate on
the stages of that project, and provides a useful tool to
monitor progress towards successful completion of the project.
Timetables may be drawn up on MS Word (or equivalent) on MS
excel(or equivalent) or on a more sophisticated platform,
although not necessary.