Key Highlights
- Around 20% of projects are delivered late, mainly due to poor project timelines.
- Brief the project, figure out and calculate the time for each task to create project timeline.
- Onstro Projects is a project management software that lets you define project timelines.
Most of us prefer to have visual reminders in front of us, whether it is for a birthday party or a conference meeting. A project timeline sets out an organized workflow that visually reminds you of what needs to be done and when to ensure project success. It is made prior to the project workflow and is part of the planning process.
While it may sound simple, the reality is far different. Estimating a project timeline is one of the toughest challenges faced by a manager, and if not done correctly, it may backfire on your project. Statistics state that 20% of projects are delivered late, as opposed to the expected time. An unrealistic project timeline template is the main reason for this. So, how to create a timeline for a project that actually works out for you? Let’s check it out.
What is a project timeline?
A project timeline is an outline that breaks down each task of a project and explains how much time it takes to finish a specific task. It maps out what needs to be completed before getting started with the next task and how the manager plans to execute the project on time.
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5 Steps to Create Project Timeline
A well-prepared project management timeline not only allows for visualization but also makes sure that your team is on the right track. Now, let’s check out what are the 5 steps in creating a timeline:
Brief Your Project
First of all, brief the important points of your project for a quicker review. Get started by figuring out the list of deliverables that you wish to provide with the project. Then, estimate the overall resources that are to be spent on the project. A project brief must answer main questions like what the project scope is, what the expected project timeline is, and so on. This way, you can align the interests of stakeholders with the plan.
Figure out the tasks
Once you have created a project brief, break down the project into simple, actionable tasks. List out all the activities that must be done to complete the project. Try to include all tasks, irrespective of whether they are small or big. You need not worry much about the order of the tasks now, as it could be covered in the later steps. All you need to do is create a roadmap to show the starting point and the end of the project management timeline.
Calculate the Time for Each Task
The next step to create project timeline is to calculate the time of each activity. If your project already has a fixed deadline, just allocate the available time to each activity wisely. It is better to get in touch with individual members and fix deadlines in accordance with their preferences.
One important thing to keep in mind is that the timeline for each task must be reasonable and should not compromise the output quality. Project management software like Onstro Projects can make things a lot easier for you by providing data for informed decisions. This way, you can estimate time more easily.
List out dependencies
What should be included in a project timeline? Well, dependencies are something that you cannot miss out on while preparing a project timeline. As you run a project, it is common to arise a situation where one task can be completed only after the other tasks. For instance, a copywriter must provide the caption and concept of the poster. Then only a graphic designer can start designing a social media poster.
If your project has such dependencies, you must prioritize that over all other tasks. Clearly, figure out who is responsible for such tasks. This way, you can avoid the chances of any conflicts or confusion.
Create Project Timeline
The final step is just to put together the missing pieces and create project timeline. Get started by fixing the timeline within which you expect to complete the project. Then, include the timeline for each task based on its importance and timeframe. One of the simplest methods to create a project timeline is to get started with templates. You can consider project management software with pre-approved templates to avoid the wastage of time involved in manual drawing.
Final Words
Building a perfect project timeline requires the right set of software tools. As mentioned above, a whiteboard, either digital or physical, may not be enough for that.
Onstro is a business software that works for companies and teams of all sizes as an all-in-one solution. It enables you to create custom workflows and set visually interactive timelines, along with features to track individual performances at each step of the project. Contact us to start now.
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