Have you ever heard the saying, "You may delay, but time will not," by Benjamin Franklin? As a project manager, don't you sometimes wish that you could just stop the clock? This is especially true when a project's schedule needs to be shortened so it will be finished before its scheduled date.
You could use duration compression to shorten the project schedule. PMBOK defines duration compression as, "shortening the project schedule without reducing the project scope."
There are two duration compression techniques commonly used by project managers to meet imposed dates or other schedule objectives. These techniques are: crashing and fast tracking.
Crashing
Crashing a project schedule involves analysis of cost and schedule trade-offs to obtain the maximum duration compression (shortening of the project schedule without changing the scope), with the least amount of cost. This technique is usually the last choice for project managers.
Crashing the schedule may not always be the most feasible option for your project. It often results in increased project costs and the addition of extra resources. The rules of thumb for crashing a schedule are always crash or shorten tasks on the critical path and choose to crash tasks that will have the least impact on the project's budget.
Consider this example. Palmcom Computers has just reviewed its draft schedule for a new computer design project. It has discovered that the original plan has to be crashed to complete the project sooner than initially anticipated. Palmcom realizes that the objective of crashing its planned schedule is to come up with the best project end date.
Since crashing involves building a plan without regard to resources, Palmcom has restructured its schedule to include additional resources.
Fast tracking
Fast tracking involves looking at a project plan and assessing when it is practical to do work in parallel instead of sequentially. It works best where there are activities that are somewhat independent of each other. Fast tracking the schedule compresses the project schedule by overlapping activities that would normally be done in sequence, such as design and construction.
Consider this example. Sol-car, an automobile manufacturer, is designing a new solar-powered vehicle. Sol-car has just been notified by a major supplier that the panels it has ordered will not be available until May 15. The company has recently announced that it will unveil this new automobile on June 21. Therefore, this delay in shipment may cause a delay in the project's completion date.
Based on this information, Sol-car reviews its project schedule. It has decided that the last phase of the project will have to be adjusted to compensate for the previous delay. The last phase of this project would include the body assembly, the frame construction, the painting, and the final testing and marketing. The network diagram on the left is the original schedule, and the diagram on the right is the fast tracked schedule.
Looking at this schedule you can see that the activities are sequential in nature, with a finish to start dependency. This means that the preceding activity must be completed before the next activity can start.
Sol-car has fast tracked this schedule by moving activity D, which is somewhat independent of the other activities. Activity D will run concurrent to activities B and C. However, this can only occur if activity D's required resources are available.
Although these methods of project duration compression may seem like the answer to a project manager's prayer, there are disadvantages that should be taken into consideration. Can you think of what these disadvantages might be?
Fast tracking often results in rework and increases risk of a project being over budget. For example, there is an increased risk that the activity will not be performed properly when activities are overlapped. If this does occur, the activity will have to be redone.
Crashing often increases a project's cost. For example, if additional resources are added to crash a project activity, the labor costs on the project will be more than originally anticipated.
Although there are risks involved with duration compression, the ultimate goal is to bring a project back on track and end up with an improved, shorter duration. Either crashing or fast tracking will help you achieve that goal.
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Tag: PM201A57. Let me share all of you about #5 Tips for Project Management Success,, I hope you enjoy it
1. Plan your day using time management techniques
As a project manager, time management skills are essential because you are dealing with a wide range of tasks that demand a quick turnaround time. Planning your day will go a long way in keeping you organized and increasing your productivity. Assist your task planning by using project management software which helps you track the work of you and your team.
If you are not very tech savvy, a simple to-do list can also be a great organizational tool. Prioritize your most important tasks by putting them at the top of the list and less important ones at the bottom. Having a visual plan of your daily tasks helps to keep you on track and aware of time.
Related post: Free ebook 104 secrets to become a great project manager
2. Include stakeholders in important project conversations
While you will have plenty of responsibilities regarding the project, don’t neglect your clients.
Good communication is essential is keeping both parties informed of project progression, curtailing scope creep, and apprised of changing requirements. Some clients may have different expectations when it comes to communication, so make sure to establish the frequency and type of communication (like emails, phone calls, and face-to-face conversations) at the beginning of your project.
Establishing communication expectations early helps alleviate stakeholder uncertainty about communication frequency and delivery.
3. Regularly communicate with your team
Daily team communication helps keep misunderstandings and unclear requirements under control. Keeping your team informed in every step of the project is essential to project management success.
For example, a study published by Procedia Technology found that good communication skills were the cornerstone of project management. The study examined over 300 “construction project managers, architects, construction managers, engineers and quantity surveyors” and their successes and failures on various construction projects.
4. Anticipate project setbacks
Even the best-laid plans often go awry.
Remember that even with a high amount of planning and attention to detail, your project may still encounter some challenges. Pay attention to complaints from stakeholders or colleagues, and other warning signs, like a missed deadline or cost overrun, that there may be a problem.
Preventing a crisis will keep your project running smoothly, save you a lot of time, and keep you, your team, and your stakeholders confident in progressing with the project.
Unfortunately not every complication can be avoided. Crisis management skills are essential for dealing with the unexpected. Project managers need to be flexible and pragmatic. Improvise and make sharp decisions when needed.
Related post: 92 free project management templates
5. Stay focused on the details
A common problem project managers encounter is having the project aims not aligned with the organization’s objectives. A great project manager will strategize a plan for the project to lead back to the overall success of the business.
Know your project’s scope by heart and avoid wandering outside of the project’s requirements. It’s too easy to get lost in minor details and forget what your focus is, so a well-planned project scope is essential for success.
And final, you should use KPI to measure effectiveness of the project, here are full list: 76 project management KPIs
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