Kristin Fink December 4, 2020 Project Management
Most team members often feel overwhelmed with the prospect of having to worry about timelines and tasks they need to accomplish over the duration of the work effort. Helping them to stay focused and organized is a key skill that a PM must bring to the table when running a project.
Project Managers are all too familiar with the project triangle. We know we can shorten a schedule by either (a) reducing the scope of the project, or (b) adding more resources to it. Unfortunately, management either has not seen that triangle or, more likely than not, simply chooses to ignore it. Consequently, Project Manglers who are more interested in pleasing upper management than keeping honest have come up with their own universal algorithm for shortening project schedules. Take the number of days that need to be cut from the schedule, divide it by the number of major milestones, and then deduct that number from the duration of each milestone. In other words, if a project comprising of 4 major milestones is estimated to last 6 months, but you need to reduce it by one month, you`d take 20 days, and divide it by 4. Take the answer (5), and deduct it from the duration of each milestone. And voila! Works every time.
In addition, the schedule provides project teams with a map for project execution and offers a baseline for tracking progress and managing changes. It can be used as a checklist to make sure that all necessary tasks are performed. If a task is on the schedule, the team is committed to doing it. In other words, the project schedule gives the means by which the project manager brings the team and the project under control. The visual representation of a schedule is a timeline chart. It is created such that it depicts the tasks of the projects, the duration and the sequencing of them, and the major milestones of the project. The Gantt chart is the most popular timeline chart.
Now, you will notice that some of these tasks will be ongoing throughout the project, like managing team performance, assuring quality, and schedule control. Before each project, you should make a checklist and a list of deliverables that will keep you on track throughout your project. There will be a lot of similarities from project to project, so after the first time this will be very easy to do. You may want to schedule yourself to do some tasks weekly or monthly, depending on the task and the length of your project. Maybe you want to add in some of your own tasks, or maybe there are some that you can live without, but this is a great start to managing any project.
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