A new project at work often signals the beginning of another adventure filled with stakeholders, deadlines, deliverables, and tools. But whether your project is a new product launch, a vendor event, the annual editorial calendar, or even employee onboarding, you’ll need a project schedule to get you there.
Empowering yourself to create a project schedule with clear plans, processes, and responsibilities is essential to keep your team on track, know who’s doing what by when, and see how all the pieces connect. While it may take some time up front, a well-done project schedule will increase efficiency, accountability, and clarity. And those three words are music to everyone’s ears (especially your boss who entrusted this project to you). You’ll also be able to cut back on the tools that are supposed to help you manage a project but are actually making the process harder.
Your business card may not have the title project manager under your name, but guess what? For this project, and many you’ll encounter in the future, that’s your de facto role. Embrace it! When you learn to think like a project manager, you’ll be on your way to making work work again.
Now that you’re ready and willing to move ahead as a project manager, it’s time to start planning and draft a project schedule. Since the project management scheduling process may feel a bit foreign to you, here is a list of steps you can take as you build your project plan:
Once you have a detailed project schedule in place, your hands-on project management time will decrease, and you (and your team) will have more hours in the day to spend on quality work. Ultimately, isn’t that why you were hired?
Once you’ve followed all of the above steps, you will have a clear schedule that outlines your project’s schedule and steps. Below are a few examples of what these might look like:
Planning a virtual event? Your schedule will map out everything that needs to get done, and when, before your big day.
Asana tip: Get a jump start on your next event plan with a project management template.
For your next new product, create a work breakdown structure by mapping out all of your steps and dependencies, then view them in one, easy-to-share project to keep your team on track.
Asana tip: Get a jump start on your next product launch with a template.
Know exactly what’s going on at any given date in your marketing campaign with a project plan that schedules out every piece:
Asana tip: Get a jump start on your next marketing campaign with a template.
The purpose of a project timeline is to get more work done, more efficiently. Seeing the overall picture of your project and creating a well-thought-out plan means less stress and more productivity. Once you’ve completed your plan, there are two more essential steps to take.
By sharing your project schedule, team members will clearly understand their responsibilities for the project and have an avenue to give insights on their pieces of the plan. Start by sending the project schedule to everyone involved and ask for specific feedback (questions, concerns, or ideas).
Stay organized by offering a central location to deliver all responses and give a firm deadline to promote timely action from team members. Once you’ve collected all feedback, create an updated version of the project schedule and re-share it with all stakeholders. Additionally, make sure your project schedule is included in all of your important project planning documentation, like your project brief and executive summary.
Heraclitus was on to something in ancient Greece when he mused that the only thing that is constant is change. That goes for your project plan as well. Once you’ve kicked off the project, make sure you’re checking on your schedule consistently. Adapt it as necessary when unforeseen circumstances arise.
Managing your project schedule, and all project assets, in a central location will help everyone have a single source of truth and ensure the most updated version of the project schedule is being used.
To save even more time planning projects, use a proven template and stop reinventing the wheel every time you press “Go” on a new project.
If your current project is an annual event—say, a vendor expo—then it’s a no-brainer to get a solid project schedule in place now, so you can build off it for the next one. And what other projects do you work on that go through the same process each time? For example, your vendor expo might share comparable tasks with the virtual client luncheon you are hosting later this year. Having a project schedule template means you’ll be able to launch future projects faster and more efficiently.
If you’re embracing a new role as a de facto project manager—as well as a more efficient way to approach your work by creating project schedules—it’s probably time to upgrade to all-in-one tool, too. (Yes, these exist!)
Work management tools are available to help you build dynamic project schedules and intuitive Gantt-chart like timelines that provide clear visibility at all stages and to all stakeholders. Say so long to email, spreadsheets, and chats that don’t talk to each other.
Developing and managing your project schedule in a centralized system allows you to create each step and determine its duration with a project calendar, build tasks and subtasks, and assign them to the appropriate person. As you need to adjust your project plan, you can quickly make the change in the tool and all stakeholders will be notified. Different views of your schedule accommodate all work and learning styles and your workflows will come together seamlessly because you’ll always know who’s doing what by when.
Congratulations, de facto project manager, you’re on the road to working smarter. You have the mindset and the steps you need to start revamping—revitalizing—your process for projects. You can do all of the above (and more) with a work management solution like Asana. Consider it your all-in-one tool for project success. Happy planning!
Project management vs work management: what’s the difference?
Project management is part of a larger system of planning: work management. While project management tools help you coordinate individual projects, work management sets up a system and process for all of your work, from day-to-day tasks to company objectives.