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BASIC STEPS IN PROJECT MANAGEMENT AND SCHEDULING

The document outlines the basic steps in project management and scheduling, emphasizing the importance of defining activities, sequencing them, estimating resources and durations, developing a schedule, and controlling it. Each step is crucial for ensuring projects are completed on time, within scope, and budget, with real-world scenarios provided for clarity. By following these structured steps, project managers can enhance efficiency and improve project outcomes.

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Angelo Arzadon
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23 views3 pages

BASIC STEPS IN PROJECT MANAGEMENT AND SCHEDULING

The document outlines the basic steps in project management and scheduling, emphasizing the importance of defining activities, sequencing them, estimating resources and durations, developing a schedule, and controlling it. Each step is crucial for ensuring projects are completed on time, within scope, and budget, with real-world scenarios provided for clarity. By following these structured steps, project managers can enhance efficiency and improve project outcomes.

Uploaded by

Angelo Arzadon
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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BASIC STEPS IN PROJECT MANAGEMENT AND SCHEDULING

Project management and scheduling are fundamental components of


successful project execution. Each step in the process plays a critical role in
ensuring that projects are completed on time, within scope, and within budget.
Below is an elaboration of each step, highlighting its importance and providing real-
world examples.
1. Define Activities
Defining activities is the foundational step in project management, where
the project is broken down into specific tasks or activities required to achieve the
project goals. This process involves creating a Work Breakdown Structure (WBS)
that categorizes all deliverables and tasks into manageable components.
Importance: Clearly defined activities provide a roadmap for the project,
ensuring that all team members understand their roles and responsibilities. This
clarity helps prevent scope creep, where additional tasks are added without proper
planning or resources.
Scenario: In a construction project for a new office building, defining
activities may include tasks such as site preparation, foundation work, framing,
electrical installation, and interior finishing. By breaking down these tasks, the
project manager can assign specific teams to each activity, ensuring that everyone
knows what is expected of them and when.
2. SEQUENCING ACTIVITIES
Once activities are defined, the next step is to sequence them based on
their dependencies. This involves determining which tasks must be completed
before others can begin.
Importance: Proper sequencing helps identify the critical path of the
project—the longest sequence of dependent tasks that determines the shortest
time to complete the project. Understanding dependencies allows for better
resource allocation and minimizes delays.
Scenario: In an event planning project for a corporate conference,
sequencing activities might involve scheduling venue booking before catering
arrangements can be made. If catering is booked first without confirming the
venue, it could lead to conflicts or wasted resources if the venue cannot
accommodate the planned catering service.
3. ESTIMATE ACTIVITY RESOURCES
Estimating activity resources involves identifying what resources—people,
equipment, materials—are needed for each task defined in the previous steps.
This estimation is crucial for budgeting and ensuring that the right resources are
available when needed.
Importance: Accurate resource estimation prevents overallocation or under
allocation of resources, which can lead to project delays or increased costs. It also
helps in managing team workloads effectively.
Scenario: In a software development project, estimating resources may
involve determining how many developers are needed for coding, how many
testers are required for quality assurance, and what software tools will be
necessary for development. If a project manager underestimates the number of
developers needed during peak coding phases, it could lead to delays in delivering
features.
4. ESTIMATE ACTIVITY DURATION
Estimating how long each activity will take is essential for creating a realistic
schedule. This involves considering past experiences, expert judgment, and
available data to predict task durations accurately.
Importance: Accurate duration estimates help set realistic deadlines and
manage stakeholder expectations. They also play a crucial role in identifying
potential bottlenecks early in the planning phase.
Scenario: In a marketing campaign launch, estimating duration might
include assessing how long it will take to create content (e.g., articles and videos),
design promotional materials, and execute advertising strategies. If durations are
underestimated due to unforeseen complexities in content creation or design
approvals, it could jeopardize the entire campaign timeline.
5. DEVELOP SCHEDULE
Developing a schedule involves compiling all defined activities, their
sequences, resource estimates, and durations into a cohesive timeline that
outlines when each task will start and finish.
Importance: A well-developed schedule provides a clear framework for
tracking progress throughout the project lifecycle. It serves as a baseline against
which actual performance can be measured.
Scenario: In an IT infrastructure upgrade project, developing a schedule
would involve mapping out milestones such as hardware procurement timelines,
installation dates, and testing phases. This schedule allows stakeholders to see
when key deliverables will be completed and helps ensure that all team members
are aligned on timelines.
6. CONTROL SCHEDULE
Controlling the schedule involves monitoring progress against the
established timeline and making adjustments as necessary to address any
deviations from the plan. This step is vital for ensuring that projects stay on track
despite unforeseen challenges.
Importance: Effective schedule control allows project managers to identify
issues early on and implement corrective actions before they escalate into larger
problems that could derail project timelines.
Scenario: During a product development cycle for a new consumer gadget,
if testing reveals significant issues with functionality that require additional
development time, controlling the schedule enables the project manager to adjust
timelines accordingly—perhaps by reallocating resources from less critical tasks—
to ensure that quality standards are met without compromising overall delivery
deadlines.
By following these steps—defining activities, sequencing them logically,
estimating required resources and durations, developing a comprehensive
schedule, and controlling it throughout the project lifecycle—project
managers can enhance efficiency and increase the likelihood of successful
project outcomes. Each step builds upon the previous one to create a
structured approach that can adapt to changes while keeping stakeholders
informed and engaged.

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