8 junio, 2024

Schedule of activities: what it is, what it is for, how to do it, example

We explain what a schedule is, what it is for, how to do it, and we give several examples.

What is an activity schedule?

A schedule of activities It is a table or graph in which all the tasks that need to be carried out to carry out a certain project in a stipulated time can be easily visualized.

With an activity schedule, you can see what tasks are necessary to carry out a project, how long it takes to complete those tasks, and when to start doing them. For some projects it may be necessary to finish one task to start another.

Said schedule may also include information on the resources necessary to fulfill each task, and on the person or sector in charge of carrying them out, among other data.

This tool is used in the professional and educational field. For example, it can be used in a summer camp to organize children’s activities or in a hotel to prepare for the high season. It can also be used in everyday life to organize household chores.

There is no single specific way to make an activity schedule, although one of the most used types of charts when making them is the Gantt chart.

What is an activity schedule for? functions

Here are some of the most important functions of project activity schedules:

Supervision

The fact of having a detailed schedule of activities makes it possible to carry out a better supervision of the tasks that need to be carried out to complete a certain project. In this way, it is possible to correct or even avoid delays or unfulfilled tasks.

For example, in a software project, the person in charge of controlling the activities of the schedule can see if the tasks are being fulfilled in the stipulated time, or if there are any tasks that have delays.

resource distribution

By using a schedule of activities in which the amounts of material needed to carry out each task are stipulated, it is possible to easily determine how much material is going to be needed and when.

For example, on a construction project activity schedule, it is easy to see when a certain amount of cement will be needed.

In this way, if you do not have the necessary amount of cement in stock, you can buy the material in advance so that it is available when you need it.

jam detection

Thanks to the use of a schedule of activities, it is possible to detect in which part of the process there are more traffic jams, being able to solve these inconveniences in time so that there are no delays.

For example, in a factory, if it is detected that there is a possible delay in the manufacture of an important part, more operators can be arranged in that sector to help complete the task faster.

How to make a schedule of activities?

To carry out a schedule of activities for a project, the steps detailed below can be followed:

1- Determine the project activities

The first thing to do to create an activity schedule is to define all the tasks that are necessary to complete the project.

In the event that the project involves different sectors of a factory or company, it is recommended that all the people in charge of the different areas of the same contribute with detailed information on the tasks they must perform.

2- Link the activities together

Next, the relationships between each of the activities to be carried out must be established.

This is done with the intention of avoiding possible conflicts or interruptions, since there may be certain tasks that depend on others. For this reason, activities are classified as follows:

These activities are those that cannot be started until another activity is completed.

These activities are the ones that can start at the same time.

These activities are those that depend on the completion of a subsequent activity to start.

These activities are the ones that end at the same time.

3- Specify the deadlines for the activities

In this step, you must define how long each of the activities takes separately. The established time is an estimate, although it must be as realistic as possible, since the reliability of the schedule depends on this.

By establishing these times, it will be possible to check if the activities are being carried out in the stipulated time or if any adjustment has to be made in any process to comply with the calendar.

4- Make the schedule

Once the activities have been defined and linked with their respective duration times, the schedule is drawn up. One of the most used ways to prepare activity schedules is the Gantt Chart, although there are other formats as well.

Regarding times, certain margins must be considered in each activity, since it is possible that unforeseen events may arise.

Additionally, in this step you can add the resources (materials and labor, among others) that each activity needs to be carried out.

5- Readjust the schedule

Because there are a large number of variables that can modify the pre-established times in the schedule, it is necessary to control both the time and the resources as the activities are carried out.

In this way, adjustments can be made to the schedule to correct some inconveniences that may arise, such as the relocation of resources or the creation of new tasks.

Examples of Activity Schedules

Here are some examples of different project activity schedules:

Schedule of activities of a software project

Schedule of activities of a project research

Schedule of activities of a project of thesis

Schedule of activities of a project of construction

Schedule of activities of an events celebration company

References

PM4DEV editors. (2015). Project Schedule Management. Retrieved from pm4dev.com
Project Manager editors. (2020). Project Schedule. Retrieved from projectmanager.com
MYMG TEAM. (2012). Project Activity Schedule Template. Retrieved from mymanagementguide.com

Deja una respuesta

Tu dirección de correo electrónico no será publicada. Los campos obligatorios están marcados con *