Tips for managing a project schedule

It is a good idea to review the schedule each day. The duration of a task can change due to a variety of circumstances such as weather, materials supplier delays, subcontractor delays, or manpower shortages. As delays occur, extend the duration of the affected tasks. Likewise, for tasks completed ahead of scheduled, shorten the duration for affected tasks.

When you change the duration for a task, enter a note explaining why the change was necessary. The notes can provide vital information later if questions or disputes about the schedule arise.

Twice a week, determine which tasks will be performed over the next two weeks. Call the subcontractors and materials suppliers associated with the tasks that are two weeks out to remind them when they are expected to arrive. If the start dates have changed, inform the affected subcontractors and materials suppliers of the changes.

Each week, print and mail update notices to the subcontractors and materials suppliers who are expected on the job site in two weeks.

It is good idea to meet with the clients twice a month to discuss the project’s actual progress and how it compares to the schedule. At the meetings, supply the clients with a copy of the revised schedule. The schedule will help clients to see their responsibilities (such as when client decisions need to be made), avoid potential conflicts, and prevent last-minute problems.