When solving a problem requires a lot of time and effort, it’s time to turn to the project’s calendar plan. Its compilation should not cause difficulties, but it will require attention. In the article, we have collected tips on writing a project plan, answered the most important questions on this topic.
What is a calendar plan and what does it include
A calendar plan is a specific to-do list broken down by time, schematically depicted on a calendar grid. If several performers are involved in the implementation, they must specify:
- responsible persons and performers;
- meetings, meetings to discuss progress;
- consistency, the relationship between tasks;
- required resources for execution;
- possible risks and ways to eliminate them.
Taking into account the specifics of the task, the elements that are of key importance are noted. You can divide cases into general and internal so that each department or employee knows their actions.
Why do I need calendar planning?
To achieve the goal, it must be correctly designated. An accurate schedule allows you to achieve your goal even faster. The charts may also reflect risks and ways to overcome them. A calendar plan is an accurate schedule of all actions that need to be performed, indicating the performers, deadlines, divided into small steps. It usually indicates:
- Task name;
- execution period;
- responsible persons;
- separate assignments for certain performers;
- accounting periods with measurable indicators;
- all activities carried out within the framework of the project.
Company managers or project managers can prepare such a document. It is previously required to convene a meeting where all those involved in the new project will be present. The participants will tell you how to achieve the desired result.
A ready-made schedule allows the manager to monitor progress. Employees will be able to refer to the document at any time to clarify their assignments and deadlines for their execution.
What is the benefit of a calendar plan?
The benefits of the calendar plan in the implementation of the project can be seen in the following stages:
- planning when all actions are visualized and it is much easier to meet deadlines;
- when allocating resources, because by referring to the document, you can quickly determine what is needed to complete the work and in what quantity;
- The schedule allows you to avoid conflicts in the schedule, since all tasks are distributed evenly, which means that the team performs everything consistently, on time.
When can I write a project plan
There are several ways to accurately understand that it’s time to start making a schedule:
- The goals and objectives have already been defined;
- The final budget has been formed;
- a list of subtasks necessary for the implementation of the project has been defined.
You can create a document in standard text editors or in the form of a table.
What does the calendar plan look like?
The table format is the most convenient for such a document. It is better if the table is updatable, with the ability to access and edit it by different project participants. The table contains the types of work, the sequence of their execution, deadlines, and responsible persons.
Some independent assignments may be carried out in parallel by different employees. This helps to save time and reduces the overall implementation period. Reflect in the schedule the time of meetings, their format, and reporting periods. This will help employees navigate the process.
Tools and useful services
Technology is coming to help companies plan. There are auxiliary services, for example:
- Google Tasks. Google software with great planning capabilities, working even offline. This is a free service, it has many tools, simple and effective.
- The leaderboard. Domestic software, for small companies or students. It can also work offline, it has a built-in scheduler, meeting reminders, and corporate chat. A free version is available, as well as the possibility of a paid subscription with advanced functionality.
- Worksection. It is suitable for solving various issues, it only works with an Internet connection. There is a free trial period of 2 weeks, you can also use the free limited version, or buy a subscription.
- Wrike. The service offers users built-in templates and the ability to integrate tasks. There is also a free trial and several subscription options.
- Kissflow Project. Simple, lightweight, can integrate with Google Workspace. You can set priorities and deadline reminders in the service. It works only online, sometimes there are failures when transferring documents. The free trial version is available for two weeks. Next — paid tariffs.
Examples of project scheduling
As an example, the calendar plan for the implementation of a project can be analyzed in different situations. This can be the development of an application or the organization of an event. Each situation will have its own characteristics.
Application development
The process can be divided into several stages:
- Working out the idea of the application, creating a design. At this stage, the functionality, target audience, and visual style are determined. The tasks are indicated at the beginning of the project with an indication of the sequence.
- Programming. Different teams get involved, and the processes themselves start at different times. We reflect everything on the graph in accordance with the priority, we put down dependencies between tasks.
- Testing. When the main parts of the application are finished, you can start testing. At this stage, errors are identified and corrected. It should follow after development, and set real deadlines for its execution.
- The final. The final stage of preparation for the launch, publication in the app stores. Set the time that the stores will need to check.
Each of their stages can be broken down into small tasks. An executor is assigned to each one and is written on the schedule.
Organization of events
We take the Gantt bar chart as the basis for planning the event. At the first stage, we mark up large tasks:
- elaboration of the concept;
- drawing the design;
- search, hiring of contractors;
- sending out invitations and so on.
Mark on the plan the orders that the contractors will execute, specify all the deadlines. Also note the parallel large processes. Distribute subtasks between departments and performers using kanban boards.
What documents are needed for the project’s calendar plan
To ensure that the project schedule contains all the necessary information, rely on the following documents when creating it:
- list and schedule of works;
- deadlines for each goal;
- the sequence of orders, the relationship between them.
Attach to the main documents the estimate provided for the event, a resource, communication plan, and a risk matrix.
Typical mistakes when using a calendar plan
Sometimes you can make some mistakes when making a schedule. Study them in advance to avoid them on your own experience.
The deadlines are too ambitious
It is very important to have a clear understanding of the time it will take to complete the work. This refers to the total deadline and deadlines for completing subtasks. To understand these deadlines, establish communication with the team. Only the performers can be aware of exactly how long it takes to resolve the issue. Lay down an additional reserve of time for force majeure.
Lack of flexibility
Make a schedule taking into account the possibility of editing. Changes may occur during the work, so it is important to be able to make adjustments.
Communication problems
The calendar plan of the project activities should be discussed regularly. Make sure that all team members understand their assignments, deadlines, and their importance in the overall success of the project.
Inattention to details
The details form a complete picture, so carefully mark all the data on the tasks. Each stage must be documented, the subtasks are outlined, and the risks are foreseen.
Additional aspects for scheduling
When compiling, we recommend taking into account non-obvious features, for example:
- if the customer will be introduced to the schedule, it is better to create two copies. One is expanded, for internal use, the second is shortened, without unnecessary details for the customer;
- fill out the extended version in great detail, indicating deadlines, performers, work meetings and phone calls;
- calculate the project budget and estimates separately, but be sure to link these documents to the document. You can use additional sheets or cross-references, they do not overload the document.;
- set deadlines based on external factors or the opinion of the team. Interview the participants, make a schedule for the tasks, and build a sequence of processes.
5 applications for developing a calendar plan
Modern technologies make making a plan easier, more convenient, and faster. There are several applications where you can create a graph with the ability to edit and multiple access.
WEEEK
The first example of an application for a project calendar plan is WEEEK. A familiar calendar format that can be planned for a week or a month. For clarity, you can use the Gantt chart to create long tasks for days and months. They can be linked together, assign assignments to employees who will not be displayed on the general plan, but will be available to direct performers.
Google Sheets
Familiar and understandable Google tables are also suitable for planning. This is free software, available on any device, with the ability to edit. The tables have the necessary tools, templates, and the ability to build a Gantt chart. Several sheets of the document may contain different information on the same project, so as not to load the overall document. Not the easiest option. It is for those who know how to use it.
YouGile
A domestic YouGile service with the possibility of planning in several options. It is especially convenient to build graphs adhering to the Gantt principle. Tasks are laid out on the board, they can be dragged and placed at your discretion. You can change the deadlines and make other important adjustments.
Roadmunk
An application that was specially developed for building all kinds of graphs, planning, visualization. There are ready-made templates, the interface is user-friendly, intuitive, various methods of detailing allow you to plan accurately, taking into account the slightest features. There is a disadvantage – the application is paid, and the 2-week trial version is not enough to fully understand all the tools and features.
GanttPro
A functional application for building a GanttPRO project calendar is dedicated to the Gantt chart. Everything is planned here to the smallest detail, there are separate columns for performers. You can scale the chart by days, months, and weeks. It can take into account the time of work, resources, for the convenience of their distribution.
