Step-by-Step Instructions on How to Prepare a Construction Project Schedule

Is your team planning on starting a construction project?

You know it's best to have a detailed and accurate construction project schedule prepared in advance because without a schedule, it will be difficult to:

• Keep track of your progress

• Make informed decisions about when to halt or alter work; and

• Ensure that workers are working on the right tasks at the right time

In this article, we'll give you a step-by-step guide on how to prepare a construction project schedule.

1. CM Fusion: Simplify the Process of Creating a Construction Schedule
2. What Is a Construction Schedule?
3. How to Prepare a Construction Project Schedule in 7 Steps
4. 4 Tips on How to Make a Construction Project Schedule Right the First Time
5. Learn How CM Fusion Makes Creating a Construction Schedule Easy

CM Fusion: Simplify the Process of Creating a Construction Schedule

It's easy to lose track of what's happening while working on a construction project — and even harder to remember what was scheduled for later in the day or week.

Keeping an updated schedule close at hand will help keep everything on track and minimize delays caused by missed deadlines or inaccurate information.

Using CM Fusion's construction project scheduling tool, you can create a detailed schedule that includes not just the tasks you need to complete, but also the time they should take.

CM Fusion makes it easy to:

• Organize your project by phase or category

• Add notes and comments for each task

• Print or export your schedule as a PDF or Excel file; and

• Share your schedule with others involved in the construction project

CM Fusion is the perfect tool for any construction project. 

With its easy-to-use interface, you'll be able to create a schedule that's accurate and organized in no time at all.

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What Is a Construction Schedule?

A construction schedule is an important construction document that details the steps necessary to complete a construction project.

Construction schedules can help:

• Keep everyone working together on a construction project on track; and

• Minimize overlap or disruptions in the work

In addition, it can help avoid delays or problems caused by missed deadlines or inaccurate information.

What Does a Construction Schedule Consist Of?

A construction schedule typically includes:

• A task list that needs to be completed for the construction project to progress

• Dates on which each task is due; and

• Notes or comments about the task (i.e. the person doing it or the environment in which it will be carried out)

Who Is in Charge of Creating a Construction Schedule?

Since a construction project schedule is created to manage and track the progress of a construction project, the schedule is typically created by a project manager or a construction superintendent.

However, if the project is being co-created by multiple individuals, then someone may be in charge of creating the schedule based on their specific role within the project.

Some other factors that can influence who creates a construction schedule include:

• The size and complexity of the construction project

• The type of construction project (e.g., residential versus commercial); or

• The experience and qualifications of the individual who is creating the schedule

How to Prepare a Construction Project Schedule in 7 Steps

You are in charge of a construction project, and you have to prepare a schedule for it.

But what if you:

• Don’t know how to do it?

or

• Don’t have the time to do it properly?

Use the following steps to learn how to create a construction project schedule.

#1: Choose Your Construction Scheduling Software

Construction contractors and subcontractors rely on a construction project schedule to keep everyone on track.

A good construction project schedule gives context to the various tasks involved and helps everyone stay informed about planned changes or delays.

CM Fusion offers real-time access to everyone involved in the project, making it easier to ...

• Stay on schedule; or

• Spot potential setbacks

... before they become major delays.

It also has features that make it easy to create milestones and deadline dates for each stage of the project.

Try CM Fusion with a 30-Day free trial and see for yourself.

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#2: Create Your Milestones and Phases

Milestones set a goal for the project, and deadlines show when the goal should be met.

Creating structure, like a table of contents, helps to organize phases of construction.

For example, if you need to have construction on a commercial building, you may need to include the following milestones:

• Start date

• Date site work is finished

• Framing day

• Roofing day

• Management walk

• Essential completion

Phases help organize tasks and keep everyone on track.

You may also find that dividing the project into phases can help with the details of the construction. Here is an example:

1. Dirt work

2. Utilities

3. Paving

4. Vertical construction

5. Windows and roofing

6. Interior

7. MEP - mechanical, electrical, plumbing

8. Finishes

9. Closeout date

By creating phases, you can keep track of what needs to be done in each section of the project and make sure that everyone is working on the right tasks.

This is especially helpful if there are multiple contractors involved.

#3: Contact and Hire Your Subcontractors

No one is capable of completing every task on their own — not even the most experienced professional contractors!

Where complex or difficult tasks need to be completed, enlist the assistance of subcontractors.

This should happen before the timeline is created because each subcontractor will need to see the scope of work before committing to their particular dates.

Selecting which tasks need to be completed by whom is an important step in creating a construction schedule and should include considering:

• The skill level required for each task (i.e., do some tasks require more than average skills while a less experienced person can complete others?)

• The type of work involved (i.e., plumbing vs carpentry)

• Who has the necessary equipment and materials (i.e., the superintendent might have access to tools and materials, while someone working onsite might not)

Hiring professional help in the project from beginning to end will allow you to avoid potential delays and ensure smooth sailing from start to finish.

#4: Determine Your Timeline for Each Phase

Once the milestones and phases are determined, you need timelines. 

Based on your resources and time frame, create a list of tasks that need to be completed to meet your timelines.

Be as specific as possible — each task should include a start date and an end date.

Asking questions, such as ...

• What is the project timeline?

• How many tasks will need to be completed?

• What are the specific deadlines?

… for each task on the construction schedule will ensure that the project has a clear due date and time.

Each phase needs to be linked to the phase before and after — a predecessor and successor for each phase — except for the first and final phases.

The information should be compiled into a table or list and then sorted in chronological order.

Be realistic when estimating how long it will take to complete a particular task — experience shows that most jobs take longer than initially estimated due to unforeseen circumstances or problems that arise along the way (i.e., slow workers, bad weather, etc.).

#5: Create a Critical Path or Work Breakdown Structure (WBS)

Next, every project needs a critical path analysis (CPA) or work breakdown structure (WBS) to help you break down the project into manageable tasks.

WBS is a technique used in construction project scheduling to identify the sequence of tasks that need to be completed to meet project goals.

Any delay within the critical path can push back the entire project; therefore, it’s important to follow the critical path at all times.

A hierarchical diagram that shows the sequence of tasks and dependencies: 

In the past, you may have tried using pen and paper but found that it's difficult to keep track of all the tasks that need to be completed.

By using a WBS template with CM Fusion, you can create your own table or list that will contain the pertinent information. 

#6: Review Every Aspect of Your Schedule With Your Stakeholders

Construction projects can be very time-consuming and expensive, so it's important to make sure that you have a well-organized schedule to minimize delays and maximize efficiency.

Here are a few tips for reviewing every aspect of your schedule with your stakeholders:

• Get everyone on the same page regarding your objectives and desired outcomes

• Make sure that everyone understands what is required to meet your objectives

• Be clear and concise when communicating with your stakeholders; and

• Be prepared to answer questions your stakeholders may have

With a well-reviewed schedule in hand, you can minimize miscommunication and increase the likelihood of your construction project's success.

#7: Execute Your Project Schedule and Review Each Step of the Way

In completing a construction project, nothing is more important than having a construction project schedule that is accurate and on time.

A well-executed schedule can help you avoid costly delays and ensure that all of your workers are working efficiently.

There are a few key steps that you need to take to ensure that your schedule is effective:

1. Create an overview of the entire project and break it down into specific tasks, which can help you keep track of who handles what step in the process.

2. Make sure each task has a due date and time frame, which can help you plan for unforeseen problems and ensure that the work is completed on time.

3. Review your schedule regularly to make sure it remains accurate and up-to-date.

If you follow these steps, you can create a schedule that will help your construction project run smoothly and meet your stakeholders' expectations.

CM Fusion has its own scheduling feature within the app that utilizes the steps above. 

All information about each project is in one place with everyone having access to see what is happening with the project in real time.

Are you curious to see if CM Fusion can streamline your future construction projects? 

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4 Tips on How to Make a Construction Project Schedule Right the First Time

#1: Gather All of Your Project Information in Advance

To create a comprehensive and effective construction project schedule, it is important to gather all of your project information in advance.

This includes gathering information about:

• The scope of work

• The timeline

• Resources required; and

• Potential obstacles

By doing this upfront, you can better plan and manage your project while ensuring that all necessary resources are available when needed.

#2: Consider the Full Scope of the Project

A construction project schedule should provide:

• The context for the work that will be done 

• A description of the full scope of the project; and

• All phases and tasks that will be completed

Considering the full scope of the project helps ensure that all necessary resources are available when work begins and that deadlines are met.

In addition, a construction project schedule should identify any potential conflicts or delays that may occur.

By understanding the reasons for these potential issues, contractors can take steps to avoid them or minimize their impact.

#3: Be Aware of Any Supply Chain Issues

Construction projects can involve a lot of different:

• Materials

• Tools; and

• Personnel

With all these interconnected factors, you need to be aware of any potential supply chain issues so that everything moves smoothly and deadlines are not missed.

For example, ensuring that the right materials are available when needed can prevent delays due to shortages.

In addition, communicating with suppliers and subcontractors ahead of time can help avoid misunderstandings or delays.

Finally, keeping a project schedule updated will help ensure that everyone knows what is expected of them and when it is expected to be completed.

#4: Know the Region and Its Requirements

Since projects will take place in specific regions, you will need to understand the area before beginning the project.

Regional construction requirements, such as ...

• Local climate

• Building codes

• Simultaneous construction projects

• Processes of permit reviews

• Availability of labor; and

• Union contracts

... all influence the schedule of a construction project.

As your portfolio grows, you will gain expertise in factoring local conditions into your schedules.

Learn How CM Fusion Makes Creating a Construction Schedule Easy

Construction managers and subcontractors have long been using a variety of paper-based construction management tools — which can be a time-consuming and tedious process that may lead to mistakes and missed deadlines.

Construction managers can quickly create and supervise a construction project schedule with all the features offered by CM Fusion.

Why should you consider CM Fusion as the best choice for construction management?

It offers an “all-you-can-eat” functionality, so there is no need to deliberate over which part of CM Fusion you will use, whether it be:

• RFIs

• RFPs

• Submittals

• Scheduling

• Time Tracking

• Cost Tracking

• Change Orders

• Daily Field Reports

• Document Management; or

• Project Tasks and Punchlists

It's all included.

Not only does CM Fusion make creating a construction project schedule easier, but it also helps ensure that all the information for every phase of the project is available at any given time.

Plus, we make it easy to manage subcontractors and keep everyone updated on progress.

So whether you're a construction manager or just someone looking for a way to improve your team's construction project management skills, CM Fusion is the app for you.

Try our 30-day free trial today.

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