How are scheduling tools used in project management?
Schedule management software are the savior for project managers. Scheduling in any project encapsulates actions like making a list of tasks, setting deliverables and milestones. When you start a project on prima facie the basic essential is the time deadline. You and your team must know the time to start and finish the project. Apart from the key deliverables, you must know which resources have been allocated for each activity. Keeping all these details in mind can be a task in itself and hence you need schedule management software.
Putting scheduling tools in project management enables the managers to maintain the standard of delivery, follow a time frame, and improvise on the back end to drive business profits. Let us see ways to use the tools in project management:
1. Some Mathematics to compute the period
A project manager uses the Critical Path Method and Program Evaluation and Review Technique to calculate the period of the project. Here is how these two methods help:
a) Program Evaluation and Review Technique
The project managers have a really big mathematical calculation to use there. They decide the flow of tasks through which they ideate the total time taken to complete the project. The computation depends on how each task is related or dependent on the other. All it needs to define the activities, decide their hierarchy, and then evaluate the time each activity will take. Deciding on the span to make the project success depends on the weighted average duration based on:
→ Most-likely timing (MT).
→ Optimistic timing/Shortest Time (SP).
→ Pessimistic timing/Longest Time (LT).
The formula that helps derive weighted average duration is = (SP+4 (MT)+LT)/6
b) Critical Path Method
Deciding the critical path method is based on the scope of the project and the necessary activities required completing the project. Depending on these two, the maximum and the minimum time of the project can be confirmed. The time taken by each activity is also calculated to give a fair estimate of the total duration needed to finish the project.
The scheduling tools help to track the time taken to achieve the scope of the project.
2. Duration Compression
If in case, the project is running late then using the software tool, the managers can anticipate when they can meet the deadlines. Duration compression can be applied using crashing and fast-tracking.
Fast Tracking refers to speeding-up the pace at which the project is executed. The managers overlap different tasks using the CPM technique. It helps to spot which tasks can be pushed faster. Speeding the project does have some risks of errors associated with it. The project quality may also get impacted.
Talking of crashing the project implies that the managers hire more resources. The managers may own spare resources at their disposal. Crashing is attained by paid overtime so that the project is within the deadline. The rise in the total project cost happens but that is okay when the project is to be wrapped within the stipulated period.
3. Gantt Chart
Gantt Chart displays information spread over time, that is, months and days. This bar chart gives details to the project manager based on resource availability and task dependencies. You can fetch the time slot when you can start the project as early as possible.
4. Schedule Network Analysis
The graphical information that can be obtained through schedule network analysis exhibits the logical connection between different works. It entails details of workflow in chronological order from the beginning of the project to the closure. This feature of scheduling tools helps to ensure that the project is on track.
5. Calendar
Scheduling tools help managers to use calendars. These can be used in their name given for individual projects. It makes it possible to spot real-time information for different projects that are still in execution.
The simple method you can think of scheduling the project is task listing. You can document every piece of information on a spreadsheet or in word. This method is possible, largely for small projects. On the other hand, this method may not seem viable for bigger projects. Hence, came into existence the scheduling tools that just cleared the hassles in project management.
Schedule Management Software benefits a project manager by:
a) Improving Time Management: Scheduling every task well in time online allows you to keep a track of the project. The software shows what is in your list and how much work remains pending.
b) Smoothening prioritization of work: Scheduling software enables the managers to set tasks in priority. The more important work can be allocated in priority with rigid deadlines.
c) Strengthens the teamwork: The work can be equally distributed amongst different members of the team. When there is no overload of work on one employee, the team has better collaborations that yields excellent outputs.
d) Enhancing Efficiency: When the work is distributed evenly, it enhances the efficiency of the team.
Flawless deliveries of projects attract some costs that are associated with buying schedule management software. Explore before you invest money on these software.
