An accurate construction project scheduling is the backbone of any successful project, setting the stage for efficient resource allocation, time management, and risk mitigation. When created meticulously, not only can you manage your time on a certain project wisely, but you can also manage risks, allocate the right resources, and empower your whole team with the most accurate information to make the project run smoothly.
By breaking your projects down into manageable tasks, creating realistic timelines and building dependencies with useful tools like the critical path method (CPM), you and your team can gain a clear roadmap to success. Even the visual tools can make it easier for all stakeholders and everyone involved to stay aligned on the same deadlines and milestones.
Engaging the full team in construction scheduling creates a more collaborative, feedback-driven process that can help prevent pitfalls, keeping your project on track and within the actual scope. In this blog, let’s find out how truly important construction scheduling is, the role it plays to your project success, and more.
But What is Construction Scheduling?
To put it simply, construction scheduling is a core project management function. It is heavily involved in creating a plan that executes a project. This plan includes delivery timelines, specific project tasks to finish and complete, the people involved and responsible, etc.
To have a better grasp of construction scheduling, here are its basics, where it starts with breaking down your whole project into more minor activities, tasks or deliverables and provides answers to the following key questions:
- What is needed to execute each task? This usually includes the costs, tools, and equipment to be used, and the number of crew required to work as a team.
- Who is responsible for each project activity?
- How will you monitor the progress of the project?
- When will every task be completed? This includes the sequence and respective timeframe.
- What are the possible disruptions while the project is ongoing, and how can they be avoided? Most solutions can be made by making alternative supply arrangements, adding buffers to estimates, using crew scheduling software, and other tools.
And when you begin answering the above questions, you will come across the following terms:
- Project milestones: These are key stages in your project that should be finished by a specific date.
- Dependencies: This refers to the relationship between two or more construction tasks where one task cannot start or finish without the other task.
- Project duration: This refers to the time it takes to complete a task or activity. The time is usually measured in days. Adding the durations for every single task will give the project timeline.
- Lead time: This is the time interval between when a construction activity begins and when it is finally completed. It is also the time it takes for materials, tools and equipment to arrive at the jobsite from the supplier.
- Float: It is the amount of time a specific task can be delayed without affecting the completion date of a project or the start of the next tasks.
- Resource allocation: This is the assigning of materials, expenses, labor, tools, and equipment to respective project tasks/activities.
- Baseline schedule: This is the final document being made after the scheduling process.
A handy construction schedule will become a living document that project managers, contractors, and builders review from time to time. Updates are necessary based on ongoing conditions like weather forecasts and material availability. Because of this, it is highly suggested to pair construction schedules with a construction employee scheduling software that automates key workflows, so you can respond to changes and make updates right away.
How Construction Scheduling Brings Order to Everything
In construction, chaos and unforeseen events happen all the time. Scheduling is the ultimate to-do list of everything, bringing order to the craziness of project timelines, resources and all moving parts. Here’s how construction scheduling takes control over the chaos onsite or offsite, and maintains structure for all activities – proving that it is a game changer and guarantees success to your projects.
Optimized resource allocation
A well-planned construction scheduling ensures that all resources available on your table, including materials, tools, equipment, and manpower, are accessible onsite at the right time, right place, and right quantities. This boosts overall productivity, prevents delays, minimizes wastage and optimizes the use of your resources.
Better budget management
A proper construction scheduling will improve your financial forecasting and estimation of other expenses for your construction projects. You can have better control over when and how your money (for projects) is going to be spent by linking budget estimates to each project phase. In turn, not only does it help you stick to the budget constraints or limitations, but it also helps so much in mitigating the possible risks of cost overruns.
Enhanced quality assurance
When a job is being scheduled with enough time for every task, construction teams can focus more on completing every activity rather than rushing the work to meet deadlines. This led to higher-quality work, improved compliance with industry standards, and only a few post-construction reworks.
Streamlined communication and coordination
Construction scheduling offers a more structured construction timeline. This timeline can serve as a single source of information for all people involved in your projects. It then enhances coordination and collaboration between contractors, subcontractors, engineers and suppliers. Everyone is on the same page, understands what needs to be accomplished and finished, when, and in what order – reducing conflicts and improving team collaboration.
Risk reduction and delay mitigation
A well-planned schedule accounts for possible risks like equipment failure, weather disruptions, and even supply chain delays. With buffers and built-in contingencies in a construction schedule, your project teams and workforce are better prepared to respond to challenges without affecting the project timeline.
Higher client satisfaction and building a reputation
Completing your construction projects on time and within budget and according to specifications can satisfy and please your clients. Timely execution and delivery of the projects builds trust and reinforces good business relationships. As a result, there will be more repeat business and referrals on your part. In addition, it strengthens your construction company’s professional reputation in the market.
Essential Steps for Better Construction Scheduling that Deliver Results
Having a well-thought-out construction schedule is critical to the success of your projects. Whether you are working on a commercial complex, residential build, or infrastructure projects, following the most essential steps for construction scheduling will set the stage for project success.
Gather all critical information
The first step to an improved construction scheduling is to gather all relevant information about the projects, as well as the requirements and selection of the right tools. Here, you can simply start by listing all subcontractors and stakeholders that are part of the project. Reach out to each of them and make an estimation of the time required for procuring construction materials and completing some specific scopes of work.
Deciding on a suitable construction manpower scheduling software is a big help, especially for handling tons of information in some of the most complex construction projects.
Break down project scope
With all the information in the palm of your hand, the next step is to break down your project into more manageable tasks. Start with segmenting your project into small components. Doing so can help you plan and allocate your resources correctly.
It is also the time to gather your whole construction crew and allow them to contribute insights to the project. This collaborative approach ensures the list of your tasks is comprehensive and clearly reflects the sequence of operations.
Take note that milestones like foundation completion, structural framing, inspections, and electrical installation must be on the list and be clearly identified.
Estimate task duration and account for construction delays
If you want a proper and well-planned construction schedule, getting accurate estimates of the duration for every task is essential. To guide your estimations, make use of historical data, ask for expert inputs, and review industry benchmarks. Do not forget to account for possible delays caused by material lead times, weather, permit holdups, or labor shortages.
Procurement planning is equally important and another key element. Make sure to schedule construction deliveries and material purchases to align with each construction stage. Include quality assurance checkpoints and other critical inspections to prevent bottlenecks.
Assign construction resources and start the project
Once tasks are identified and durations are finally set, it is time to allocate all your resources and workforce. Match tasks to the right subcontractors based on their skills, availability, and workload capacity. Use scheduling software for construction crews to match them accordingly and clearly visualize crew assignments to prevent overlaps.
Using this all-rounder software solution, you can automate notifications and keep your teams informed regarding their task assignments, approaching deadlines and updates. Only with this technology can you balance workload distribution.
And as construction kicks off, there is already clear communication and accountability across all your teams, which smoothens project execution.
Review and adjust your construction scheduling
Your construction scheduling process is not a set-it-and-forget-it thing. In fact, it is a critical process that must be continuously reviewed, adjusted and refined throughout the whole project cycle. Ensure to monitor the progress of your projects either daily or weekly with the use of site reports, inspection results, and updates from everything.
Also, take advantage of real-time dashboards and daily reports in an intuitive software to stay informed and engaged. At the end of the day, transparent reporting makes it easier for all parties to be aligned and on the same page.
Always Improve Your Construction Scheduling Process!
In today’s evolving and cost-sensitive construction industry, a well-planned and effective construction scheduling is more than an operational necessity – it is a strategic business asset.
From gathering information to breaking down the scope of the project, a well-structured scheduling process lays the foundation of your project’s success.
To better improve your construction planning and scheduling, an integration of the best construction labor scheduling software is key!
Pro Crew Schedule is an intuitive and collaborative construction software built especially for construction professionals. A sophisticated scheduling solution for builders, our software provides real-time updates, smart features, seamless integration to other applications, and more.
