Why do you need a project schedule?

A well-developed and maintained project schedule guides the project team and communicates
progress to stakeholders. It contributes heavily to project success by providing a clear roadmap
to help the project team deliver high quality outcomes on time and on budget.

Project scheduling tools and techniques

Scheduling can be simple or complex, depending on the project’s needs. Let’s run through some
of the most popular project scheduling methods and when you should use them.

1. Task list
This is the most basic form of project schedule. It’s simply a list of activities, showing who is
responsible and giving deadlines. You can do this in a spreadsheet, Word document, calendar
or project software. A task list can be useful for small projects, but it’s not the best tool
available for large, complex projects.

2. Work breakdown structure (WBS)

A WBS is a graphical, hierarchical representation of every step needed to deliver the project. It’s
a great first step in breaking down a project scope into smaller, more manageable chunks. It
gives a framework for cost estimating, resource planning and more detailed scheduling
techniques.

Sou
rce: https://www.projectmanager.com/work-breakdown-structure

3. Gantt chart
This is the most common form of project schedule. It’s a horizontal bar chart that tracks
activities over time and allows you to communicate the project timeline visually. They’re great
for graphically representing the project flow but can get cumbersome when your project is
complex with many inter-dependencies.
 Source
: https://venngage.com/blog/gantt-chart-example/

4. Simulation Simulation
IT is a method where you create multiple schedules that allow for different scenarios. It’s great
for predicting the project length when there are risks, uncertainty and the need to accommodate
unknowns. It’s flexible and adaptable, allowing you to create a schedule that can be adjusted
during the project as things firm up.

5. Mathematical methods
Project managers often use mathematical methods to calculate the duration of a project based on
its scope.

a) Critical path method (CPM)

The CPM adds up the time for all activities to arrive at the earliest project completion date. It’s
great for industries like construction where the activity times are known.
 Sou
rce: https://asana.com/resources/critical-path-method

b) Program evaluation and review technique (PERT)

The PERT method gets you to estimate the shortest time, the longest time, and the most likely
time to complete each task. The weighted average of the three is the time estimate used in the
schedule. It’s great for complex projects like research or IT where activity times are unknown.
Source: https://monday.com/blog/project-management/pert-analysis/

6. Duration compression methods

Duration compression methods are used to shorten a schedule. Use with caution, as they can lead
to bigger issues down the track.

a) Fast-tracking
Adjusting the schedule to complete more activities in parallel. It can speed up the project by
overlapping tasks but comes with a greater risk of mistakes and poor quality.

b) Crashing
Using more resources than planned to complete the project faster. It relies on having spare
resources or the ability to add team members, which can push the budget up.
 Sou
rce: https://www.scholar99.com/fast-tracking-crashing-schedule-compression-techniques/

7. Resource levelling heuristics

Resource levelling is a technique that makes adjustments to the tasks, schedule or resource
allocation to flatten resource requirements. The project manager might direct resources to more
critical activities or divide the tasks among the available resources for efficient resource
allocation. There’s a risk of time and cost overruns, so consider your project holistically before
using this technique.

Source:
https://teamdeck.io/project-management/project-scheduling-techniques/

Want to boost your project scheduling skills?

Knowing what project scheduling tools and techniques are right for your projects is just one of
the many essential skills for project managers. As there is a lot to know in project
management, there’s help available from the AIPM at every stage in your career to help you
fill your skill gaps.

If you think your project scheduling skills could do with a top up, joining a professional
association like the AIPM is a great place to start. You’ll find a community of like-minded
professionals, find certification opportunities and get access to professional development
courses and events that will boost your confidence and take your career to the next level.

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A PERT chart, also known as a PERT diagram, is a tool used to

schedule, organize, and map out tasks within a project.
PERT stands for program evaluation and review technique. It provides
a visual representation of a project's timeline and breaks down
individual tasks. These charts are similar to Gantt charts, but structured
differently.
This diagram consists of a few steps to get you from a project start
date to end date. In this article, we’ll cover the five steps, show you an
example, and explain how to effectively use a PERT chart to your
advantage.

How a PERT chart works

A PERT chart works by visually representing a project’s tasks and the
dependencies connected to each one. You might use one to create an
initial project schedule and estimated timeline to share with project
stakeholders before the project actually begins.
 Creating a project roadmap such as a PERT chart can help you
accomplish several project planning activities, including:
 Getting schedule and timeline signoff from leadership
 Communicating project objectives to stakeholders
 Visually mapping out a complex project and its interdependencies
 Estimating the time needed to complete individual tasks
In order to make the most of your PERT chart, you should first
understand the steps needed to complete one and how to visually map
out your diagram.
Try Lucidchart integration with Asana

How to make a PERT chart

To create a PERT chart, follow the five steps of the process lifecycle,
which includes everything from mapping out project scope and
identifying tasks to managing project completion.

1. Identify project tasks

The first step in creating a successful PERT chart involves identifying
and collecting necessary project information and tasks. You can begin
the project planning stage similar to how you’d typically start the
initial project management phase. This can include:
 A business case
 A communication plan
 An initial kickoff meeting
Early planning ensures that you’re prepared to defined dependencies
and connect tasks during the next phases.

2. Define task dependencies

A task dependency is a task or milestone that relies on another task to
be completed before the task at hand can be started. This is
sometimes referred to as a logical relationship and is often used in
a work breakdown structure.
Creating dependencies can help you properly track work, ensure tasks
are completed, and establish clear communication. For complex
projects, plan timelines and project duration properly ahead of time.
In a PERT diagram, dependencies are visualized by connecting and
numbering tasks. While not as comprehensive as other methods like a
work breakdown structure, it helps to show a high-level visualization
of tasks and the work needed to complete them.
Read: 12 tips to effective communication in the workplace

3. Connect project tasks

Once task dependencies have been created, you can work on creating
your PERT chart by connecting project tasks to one another. These
connections consist of arrows, which represent tasks, and nodes,
which represent events or milestones.

For example, place parent events within your nodes (represented as

numbered circles or squares) and draw task arrows to represent the
dependencies needed to complete your events.
This layout provides a simple project structure that, while not overly
specific, is easily comprehensible for project stakeholders.

4. Estimate project time frame

Now it’s time to estimate your overall project time frame using
the critical path method (CPM) and the PERT formula. The critical path is
the longest sequence of tasks that must be completed to successfully
finish an entire project.
 The objective is to find the longest path that will take the most time to
complete in order to estimate the shortest overall project duration.
Time estimates can be calculated based on the following:
 Optimistic time: The minimum amount of time needed to accomplish a task.
 Pessimistic time: The maximum amount of time needed to accomplish a task.
 Most likely time: The best estimate of how long it will likely take to accomplish a task.
You can use the PERT formula to calculate the expected duration of a
task and completion time using: (O + (4 × M) + P) ÷ 6. This can be
measured by minutes, hours, days, or even weeks.
For example, if the optimistic time is 30 minutes, the pessimistic time is 60 minutes, and the most
likely time is 45 minutes, the PERT formula would be: (30min + (4 × 45min) + 60min) ÷ 6 = 45
minutes.
Once you’ve calculated the expected time per task, you can then add
each of the estimates of your critical path together to get an
average project timeline.

5. Manage task progress

The final step in creating a PERT chart is to manage task progress to
project completion. This can be done by closing dependencies and
mitigating issues along the way until all tasks and project milestones
are completed.
Remember that a PERT diagram should be updated in real time as
changes occur. This could be paired with a change control process, which
helps map and communicate project changes.
Once all tasks within the project have been completed, you can
archive materials in a shared space to be referred to later on if
needed.
Read: Why a clear communication plan is more important than you
think

PERT chart example

 Now that you understand the five steps of a PERT chart, it’s time to
create one of your own. Since all diagrams differ depending on the
complexity and time frame of a given project, yours might look slightly
different.
To start your chart, begin by:
 Drawing your numbered nodes: Remember, these are the parent tasks of your project
which, when completed, will make up the project at hand. Your diagram may have any number
of tasks, but 10 is a good number to start with.
 Connect your nodes to tasks: Draw arrows to represent task dependencies. These tasks
are what need to be done for the events to be completed. Your diagram should have a clear
beginning and end, though the middle may look more complex.
Here’s an example of what your PERT chart should look like:

Here is a breakdown of common terminology you may include in

your PERT chart and the definition for each:
 Nodes: Nodes represent project events. These events are the large components that make
up your project. For example, when launching a website design, a node might represent a new
logo design.
 Tasks: Your tasks are what need to be completed in order for your nodes to be
implemented. For example, a task might represent designing three logo mockups.
 Dependencies: A dependency is when a task is connected to another task. These tasks
rely on one another and one cannot be completed without the other.
 Dependencies without resources: A dependency without resources is one that, while
connected to another, doesn’t have tangible tasks that need to be completed. For example, while
a product launch and landing page might be correlated, no one task is connected to each.
PERT charts can be created using a variety of tools, including project
management software. Tools can help you properly plan, visualize, and set
up task dependencies and reminders in order to track project progress
and easily spot bottlenecks.
Plus, using a project management tool to create a PERT chart or PERT
chart template allows you to integrate with visual tools and apps, such
 as Lucidchart or Miro. These integrations help streamline workflows by
letting teams collaborate and map out processes in one place.
Try Lucidchart integration with Asana

When to use a PERT Chart

Project managers use PERT charts to evaluate and complete a given
project. But with so many other methods to choose from, how does a
PERT diagram compare?
For starters, a PERT chart is a good method when you’re looking to
evaluate the timeline, resources needed, and a project’s critical path.
Let’s look at each of these a little closer.
 To determine the critical path: One of the key features of a PERT chart that sets it apart
from other methods is its ability to determine a project’s critical path. This is important when
visualizing the overall timeline of a project.
 To evaluate resources: With the unique features a PERT chart offers, you can easily
display which tasks require resources and which don’t. This saves both you and project
stakeholders time by having that information upfront and accessible.
 To estimate time: Since a PERT chart evaluates both individual task duration and overall
project duration, it’s a great tool when you need to understand the expected timeline during the
initial project planning phase.
Overall, creating a PERT chart is a good option for a simple project
plan that can easily be shared with team members. Use this chart to
quickly share resources and timelines.

PERT chart vs. Gantt chart

PERT charts and Gantt charts are often confused, though they have a
few key differences. Not only do they differ in their visual appearance,
but they also provide different features depending on what your team
needs.
 Here are a few key features to note when deciding on which one is
right for you:
1. PERT charts are flowcharts while Gantt charts are bar graphs: One of the biggest
differences is their visual layout. While Gantt charts take on a traditional bar chart approach,
PERT charts are less structured in appearance and take on different layouts depending on the
project.
2. Gantt charts offer organization while PERT charts offer customization: Gantt charts are
more structurally organized. On the other hand, PERT charts allow simple layout customization
which is better for high-level project needs.
3. PERT charts can be used before the project begins: Since PERT charts offer a simple
project plan and timeline layout, they’re often used as visual guides during the project kickoff.
Project managers then use another method, like a work breakdown structure or Gantt chart, to
specifically map project tasks and dependencies.
In general, Gantt charts are more popular for mapping out project
activities and tasks throughout the project lifecycle while PERT charts
are popular for time mapping in the initial project stages. They can be
used separately or together to create a comprehensive plan.

What’s a timeline chart?

Let’s say that you’re the owner of a software development company and one of your
clients wants to know how things are progressing.

You have 2 options:

1. Call your client by phone and simply tell them what you’ve done so far, what’s
left, and whether you’re on the right track.
2. Create a detailed timeline chart and SHOW them your progress.

Which option is better?

In our biased opinion, we think the second one.

Timeline charts aim to describe the chronological order of past and future events on a
time scale. In project management, this type of chart is often used to oversee team
workload and understand the overall progress of a specific project.

Besides, timeline charts highlight specific events and milestones and help you visualize
who’s working on what and when.

For example, a typical project timeline chart might look something like this:

Commonly, timeline charts are presented horizontally, marking units of time and
important events, tasks, and activities from left to right.

A project timeline chart makes it easier for stakeholders to understand what needs to be
done, how long it may take, and what they should expect in the future.
Since timeline charts document every step in the process, you can avoid potential
problems and misunderstandings about how long a project should take.
Why do you need a timeline chart to manage a project?

Poor resource management, inconsistency in approach, and lack of planning skills are
among the biggest challenges faced by organizations.

(Image Source)

Even though a timeline chart wouldn’t solve all of those problems, per se, it’ll definitely
help.

For example, by understanding the scope of your project, you can better manage your
capital and resources. Or being aware that you’re totally off-track could help you make
the appropriate changes in time to avoid bigger issues.

Timeline charts are more than just a graphical representation of your project scope —
they foster transparency and increase team accountability, as everyone knows exactly
what needs to be done and when.
Other benefits of timeline charts include:

 A deeper understanding of progress: get a visual, simple, and intuitive way to

measure your progress and forecast future events.
 Better collaboration: keep everyone in your team informed on progress,
workload, and major changes in a project.
 Fewer bottlenecks and less resource overload: spot potential delays or issues
before they start snowballing.
 Improved time management: better understand your activities and manage
your time accordingly.