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Project Planning and Scheduling Methods
This fact file looks at methods of planning and scheduling that are useful in both manufacturing and service contexts.
1. Introduction
Most manufacturing operations need to establish specific planning and scheduling systems to ensure that they can deliver their products on time. People often assume that such methods, using charts and such like, are too complicated for non-specialists to use. Systematic planning is in fact useful in more situations than is generally realised. It can produce significant savings in time and money, save stress and crisis management, and above all increase the quality of the product or service for the customer.
2. Project Planning
Project planning is used when there is a definite start and end to an exercise. This approach helps ensure that almost nothing is forgotten because the process itself makes you take everything into account. Planning in this way gets things in the right order and ensures you can set a realistic deadline for the end of the job. It also increases your efficiency by helping you to spot any peaks or troughs when there is either too much or too little to do.
A Project Planning Sheet for the production of a brochure is shown below. Lines or words shown where an activity is spread over a few days or weeks, and an asterisk* is used when a particular event happens on a particular days - like the delivery of the brochures from the printer (note: the example shown assumes that the designers you appoint will also organise the print production). The way to start is simply to write down a list of all the things that have to be done, put them in a logical order and finally fill in a Project Planning Sheet with estimates of how long each activity will take. To avoid delays, start long lead times activities as early as possible in the order of events.
The plan can then be used to check regularly on what needs to be done when, and whether everything is going according to plan. It is a tool to be used - not a useless exercise. The Project Planning Sheet needs to be brought up to date regularly because plans always change. This way you can control the changes rather than the changes controlling you. This technique is useful in many different areas - from planning a holiday to organising a summer fair.
3. Long Term Scheduling
Many businesses benefit from having a longer term scheduling chart. For example, when negotiating a contract, a glance at the chart will show if you have the capacity to meet the extra demand. You may need to schedule it for a later time, or contract the work out.
Master scheduling charts are also good communicators; all staff can see forthcoming workloads and make their own suggestions. Note: this can be crucial when arranging holiday cover at the beginning of the year. A well presented chart will also impress your clients.
The best charts for long-term scheduling are dry wipe boards which can be altered from day to day as the situation changes. You can buy shapes and stickers to make up your own chart. You can also buy charts for particular types of business. A useful format is to have columns for each month and horizontal sections to group similar activities (e.g. promotion, client projects, administration, etc.). Items can be written in or a symbolic system (see illustration above) can be used.
Every business works to different time horizons. Normally, long-term schedules are reviewed on a monthly basis, when more detailed plans for the month are drawn up. This is the time to look at what will be coming up over the long term - it's surprising how often you will have forgotten something obvious (e.g. getting your year end accounts sorted out could interfere with work you have planned to do for a customer). If all the team are involved in this, you are more likely to spot future bottle-necks.
When the new commitments are taken on it is crucial that they are marked into the schedule immediately - especially if a number of people use the chart.
4. Event Schedules
It is sometimes necessary to put together a meticulous plan for a specific day. Very few businesses can operate without having to organise some kind of an event. It may be to launch a new product, it may be a press call, it may be part of a package of work you are doing for a client. Whatever it is, it's crucial that everything runs smoothly if your customers are to believe that you are a professional outfit. On such occasions your company is on show.
Planning for the event should be done as a project plan, and the workloads programmed into the long-term schedule. In addition, a master schedule for the event can be very useful. The schedule (running to no more than two pages) should summarise everything about the occasion. It should contain:
- An outline with specific times of everything that must be done during the day, and who will do it, from the first arrival to packing up and finishing.
- Key events/moments (e.g. "arrival of guests", "presentation starts", etc.) incorporated into the schedule with times.
- A list of everyone involved, including those you might have contracted in support, listing their responsibilities for the day.
- Contact information (e.g. organiser, venue manager, etc.), and any other important facts or instructions you want to stress.
- It is often helpful to attach a map of the venue to the schedule.
Make up the schedule when you first plan out what will happen and update it as things develop, providing all those involved with a revised copy. Making up a master schedule is an excellent prompt to force you to think of everything, and is a useful document for future reference. Paper is kept to a minimum and you can be confident that everyone has been put in the picture and knows what they have to do. This is particularly useful if sub-contractor (e.g. caterers, stage managers, etc.) do not live up to expectations. On the day of the event, the schedule serves as a handout for a team briefing session before the action starts.
5. Useful Tips
- There is now a wide range of software, e.g. Microsoft Project available to assist the planning process. These packages can produce charts, schedules, etc. very rapidly.
- "Keep it simple" is a golden rule of planning - if you don't understand your own system, you are in trouble. Apply the ideas in this fact sheet only in so far as they are useful for your own situation. Periodically, review the methods you use to plan; they may no longer be appropriate.
- There are a number of computerised systems available that allow you to produce planning charts ranging from personal diaries to larger specialised production systems. A small business should be cautious about adopting such packages which can be expensive. Make sure your hardware, software, and your own computer skills are fully up to speed before relying on such systems for planning.
6. Useful Addresses
Your local Training and Enterprise Council (Local Enterprise Company in Scotland) will have information about courses for small businesses which will cover planning skills - details in your telephone directory.
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