July 11, 2025
Okay, a huge construction project near the city center is in progress. And as the scheduler, you’re accountable for the initial schedule planning and keeping an eye on the schedule throughout the entire project, so it can be delivered on time, on budget.
As construction was launched, processes were established, and efforts were made to track progress. However, about halfway through the project, a problem springs up. The discrepancy between what was originally scheduled and what is actually being completed is growing, and the reason isn’t clear-cut.
Sound familiar? You can most likely itemize a variety of explanations why projects run off track. But ultimately, it all comes down to high-quality information. Let’s face it, even if your gut feeling is spot on, you need the data to corroborate it. Even if years of acquired knowledge have provided you with the awareness to realize what’s gone wrong, you need the information as evidence to show the project’s stakeholders.
Most of the time, getting the correct information to revise the schedule comes down to a matter of time and confidence in your sources. Okay, you’ve put your faith in information from the site manager/superintendent. Among their tasks, however, include meeting with the various trades weekly to ask them how work is moving ahead or walking around the worksite ticking off tasks by hand.
The problem? Neither tactic provides you with the precise, timely data you need. You’re essentially gathering subjective details and feedback, which means you’ might be updating the schedule with erroneous data.
But hey, you can only work with what you have!
According to a McKinsey report, many bigger projects characteristically go beyond their initial anticipated time frame by approximately 20 percent. Such costly disruptions can harm the client’s reputation as well as the general contractor’s bottom line, and you’re certainly mindful of any penalties. That’s why preparing and sticking to a precise construction schedule is vital to warranting the project’s eventual success.
That said, we’re going to discuss certain roadblocks that can hinder project schedule and a variety of tips that can make your project scheduling as accurate as possible.
First, let’s provide a definition of a construction project scheduling and why it’s critical.
What is construction scheduling?
A construction schedule is at the heart of every construction project.
As such, construction scheduling arranges activities and their chronological order in a process. It functions as a blueprint illustrating how the project will be implemented. It not only coordinates activities and job assignments but the overall structure for the project, including milestones.
A reliable construction schedule describes the three important W’s: What activities and everyday jobs must be done? When includes how long those activities should take, as well as the workflow. Who concerns the people who need to do the job, taking in both the equipment and supplies required to do so.
As one construction pro says, construction schedules function as a “single source of truth.” With a comprehensive schedule, both construction teams and clients know where things always stand. In other words, the schedule provides clarity to everyone’s roles, helps enhance communication and teamwork, permits more precise accounting and allows clients to obtain real-time updates on exactly where their project stands.
Principles of Construction Scheduling
Construction schedules rely on a series of more or less universal principles that pilot the creation and implementation of a particular project.
Work Breakdown Structure: A thorough breakdown of the entire scope of a project into lesser, better manageable tasks. Example: Typical tasks such as “Excavate site,” “Pour concrete for foundation” and “Install HVAC system.”
Critical Path: The lengthiest sequence of tasks that help establish the minimum time required. Example: The Critical Path might include, “Excavate site,” “Pour concrete for foundation,” Install structural steel frame,” etc.
Resource Allocation: Overseeing the required resources such as labor and materials, for each task. Example: “Install HVAC system” might involve allocating a particular contractor’s crew.
Risk Assessment: Pinpointing, assessing and mitigating would-be risks. Example: Risks might consist of weather delays, labor shortages and supply limits.
Continuous Monitoring: Tracking project progress to identify any deviations and corrective actions needed. Example: Weekly review revealed that pouring concrete is taking longer than anticipated, and the schedule needs adjusted.
Why is construction scheduling so critical?
Just think of construction scheduling as a roadmap to discover and fix problems before they disrupt the project. Construction experts count on construction schedules to manage resources successfully, handle activities with subcontractors, deal with risks, ensure quality and determine client’s expectations.
What leads to poor construction scheduling?
Now, it’s time to look at the key issues concerning poor construction scheduling. By no means is this an all-inclusive list but will provide an appreciation for some of the things that need to be taken into account when scheduling.
Health & safety: Incomplete construction scheduling can cause severe safety concerns. When planning is not thorough, safety measures could be overlooked, and workers may not possess the necessary tools or training. This can result in accidents and injuries on the jobsite.
Idle periods and low morale: Inadequate construction scheduling can also produce periods where workers have nothing to do since, for example, materials haven’t arrived at their end point, or tasks haven’t been planned appropriately. When workers are out of action, they can become dismayed and lose interest. This drop in morale can affect both productivity and quality of work.
Labor shortages: No matter the scope or complexity of the project, hiring skilled labor will be a challenge. Put simply, the absence of sufficient manpower to finish a precise task will undoubtedly result in schedule interruptions. Moreover, although the scheduler is not directly answerable for a subcontractor’s personnel, it’s still crucial that he/she vet any subcontractors to pinpoint the size of their workforce in order to sidestep some of these concerns.
Inaccurate estimation of productivity: This is among the most common mistakes, even by senior schedulers, as they erroneously determine the rates of productivity. Some schedulers are getting data from previous equivalent projects and using it in a new schedule, but, regrettably, this doesn’t work every time. Clearly, it’s recommended to use reliable productivity rates for each individual task, based on a bottom-up evaluation or the organization’s conventional productivity rates.
Not considering alternative scenarios: A schedule lacking in depth or a schedule put together with just a single strategy in mind normally comes upon problems during the project’s execution. A proper schedule must include flexibility, various options and be able to implement changes. It’s usually safer to create several editions of the schedule in order to look at alternative setups and identify the most efficient schedule.
Contractual issues: Uncertainties or disagreements in project contracts can lead to interruptions and cost overruns. Clear and well-defined contracts, including detailed specs and timelines, are essential to mitigate such issues.
Economic factors: An unstable economy, including fluctuations in material prices, labor costs or interest rates, can affect project budgets and timelines.
Miscommunication & slow approval: Miscommunication triggers costly and time-consuming problems that can eventually devastate construction projects. Such projects have a number of moving parts and communication failures can affect the viability of the project as a whole minus an efficient and effective process for communication across trades. Important information can get lost, leading to critical errors.
Solutions for scheduling issues
All right, we’ve talked about some of the key issues that crop up that can derail an otherwise good schedule. So, what can we do to help alleviate some of these concerns? Again, this list could be considerably longer, but these concerns should be taken into consideration at a minimum.
Communicate with team members and stakeholders
Communicate regularly with project members to make sure your expectations are clear, and they stay involved. Offer updates about the project so all concerned parties know about any changes taking place. Also, urge team members to share their ideas and concerns, and update every stakeholder about the progress of their project.
Hold regular meetings with your team
Regular meetings with your team can help you remain on top of any issues that may come up and, more importantly, offer you the opportunity to make necessary changes to the schedule. These meetings can also help to identify potential interruptions before they become much bigger issues.
Use appropriate technology
One of the easiest ways to improve construction scheduling is through technology. A variety of tools and software can consolidate project information, making it much easier to access. Construction firms that invest in and employ technologies profit from better teamwork and improved visibility, updating processing and communication.
Patience during delays
Perhaps the single most essential quality you can demonstrate during a catastrophe is patience. When illness, loss, injury or another calamity has delayed a project, it’s crucial to give your stakeholders the time they need to recover. Pressuring everyone to get back to work before they’re prepared can lead to a disconnect, degrading the quality of work, boosting the probability of injury and eventually driving up costs and pushing the timeline even further out.
Create and implement contingency plans
Every on-site and off-site problem can throw your construction schedule off track. While it’s not possible to guarantee that things will never go wrong, you can identify would-be hazards and produce contingency plans to mitigate them before they get out of control.
Get together with other stakeholders and produce with contingency plans for various circumstances. Most likely, you won’t need them all, but at least you’ll have a plan in place for various potential issues and be ready to go.
Delegate and reshuffle tasks as needed
Construction projects comprise various crews working together towards a shared goal, which is why accurately designating project team members performs a key role in construction scheduling.
Tasks that demand specialized skills should be assigned to supervisors and team members who understand them. Project managers should also frequently evaluate team results, appraising whether specific tasks or segments of tasks (e.g., materials management) can be shared or maybe redelegated to boost efficiency and speed up completion times.
Measure performance at every step
Keep an eye on daily reports and how your project’s movement equates to your construction schedule. Are on-site goings-on corresponding with your schedule? Which tasks are in advance of schedule, and which are falling behind?
Determining why there are inconsistencies between your schedule and actual progress helps you enhance your planning and scheduling in the future and, importantly, produce a benchmark to measure performance.
Creating and executing a new plan
Finally, be proactive in identifying when it’s time to simply go back to the drawing board. There are going to be times when the original plan just can’t be adjusted to accommodate a catastrophe, and you’re obliged to make a fresh start. In such instances, sit down with every stakeholder, facilitate a candid discussion about the potential obstacles, and put together a new project schedule that takes into account the resources that are on hand.
Consider if the same issues are apt to come up again and take the necessary steps to mitigate the hazards. Be practical when you calculate timelines – even if it means the project will take longer to complete – to avoid delays and better coordinate teams this time around. Make sure you have buy-in from every team member before you move forward!
If you’re having issues with project scheduling, don’t hesitate to contact the professionals at PDDM Solutions. Their experience with an abundance of construction projects will go a long way toward helping you with your scheduling concerns.
As construction was launched, processes were established, and efforts were made to track progress. However, about halfway through the project, a problem springs up. The discrepancy between what was originally scheduled and what is actually being completed is growing, and the reason isn’t clear-cut.
Sound familiar? You can most likely itemize a variety of explanations why projects run off track. But ultimately, it all comes down to high-quality information. Let’s face it, even if your gut feeling is spot on, you need the data to corroborate it. Even if years of acquired knowledge have provided you with the awareness to realize what’s gone wrong, you need the information as evidence to show the project’s stakeholders.
Most of the time, getting the correct information to revise the schedule comes down to a matter of time and confidence in your sources. Okay, you’ve put your faith in information from the site manager/superintendent. Among their tasks, however, include meeting with the various trades weekly to ask them how work is moving ahead or walking around the worksite ticking off tasks by hand.
The problem? Neither tactic provides you with the precise, timely data you need. You’re essentially gathering subjective details and feedback, which means you’ might be updating the schedule with erroneous data.
But hey, you can only work with what you have!
According to a McKinsey report, many bigger projects characteristically go beyond their initial anticipated time frame by approximately 20 percent. Such costly disruptions can harm the client’s reputation as well as the general contractor’s bottom line, and you’re certainly mindful of any penalties. That’s why preparing and sticking to a precise construction schedule is vital to warranting the project’s eventual success.
That said, we’re going to discuss certain roadblocks that can hinder project schedule and a variety of tips that can make your project scheduling as accurate as possible.
First, let’s provide a definition of a construction project scheduling and why it’s critical.
What is construction scheduling?
A construction schedule is at the heart of every construction project.
As such, construction scheduling arranges activities and their chronological order in a process. It functions as a blueprint illustrating how the project will be implemented. It not only coordinates activities and job assignments but the overall structure for the project, including milestones.
A reliable construction schedule describes the three important W’s: What activities and everyday jobs must be done? When includes how long those activities should take, as well as the workflow. Who concerns the people who need to do the job, taking in both the equipment and supplies required to do so.
As one construction pro says, construction schedules function as a “single source of truth.” With a comprehensive schedule, both construction teams and clients know where things always stand. In other words, the schedule provides clarity to everyone’s roles, helps enhance communication and teamwork, permits more precise accounting and allows clients to obtain real-time updates on exactly where their project stands.
Principles of Construction Scheduling
Construction schedules rely on a series of more or less universal principles that pilot the creation and implementation of a particular project.
Work Breakdown Structure: A thorough breakdown of the entire scope of a project into lesser, better manageable tasks. Example: Typical tasks such as “Excavate site,” “Pour concrete for foundation” and “Install HVAC system.”
Critical Path: The lengthiest sequence of tasks that help establish the minimum time required. Example: The Critical Path might include, “Excavate site,” “Pour concrete for foundation,” Install structural steel frame,” etc.
Resource Allocation: Overseeing the required resources such as labor and materials, for each task. Example: “Install HVAC system” might involve allocating a particular contractor’s crew.
Risk Assessment: Pinpointing, assessing and mitigating would-be risks. Example: Risks might consist of weather delays, labor shortages and supply limits.
Continuous Monitoring: Tracking project progress to identify any deviations and corrective actions needed. Example: Weekly review revealed that pouring concrete is taking longer than anticipated, and the schedule needs adjusted.
Why is construction scheduling so critical?
Just think of construction scheduling as a roadmap to discover and fix problems before they disrupt the project. Construction experts count on construction schedules to manage resources successfully, handle activities with subcontractors, deal with risks, ensure quality and determine client’s expectations.
What leads to poor construction scheduling?
Now, it’s time to look at the key issues concerning poor construction scheduling. By no means is this an all-inclusive list but will provide an appreciation for some of the things that need to be taken into account when scheduling.
Health & safety: Incomplete construction scheduling can cause severe safety concerns. When planning is not thorough, safety measures could be overlooked, and workers may not possess the necessary tools or training. This can result in accidents and injuries on the jobsite.
Idle periods and low morale: Inadequate construction scheduling can also produce periods where workers have nothing to do since, for example, materials haven’t arrived at their end point, or tasks haven’t been planned appropriately. When workers are out of action, they can become dismayed and lose interest. This drop in morale can affect both productivity and quality of work.
Labor shortages: No matter the scope or complexity of the project, hiring skilled labor will be a challenge. Put simply, the absence of sufficient manpower to finish a precise task will undoubtedly result in schedule interruptions. Moreover, although the scheduler is not directly answerable for a subcontractor’s personnel, it’s still crucial that he/she vet any subcontractors to pinpoint the size of their workforce in order to sidestep some of these concerns.
Inaccurate estimation of productivity: This is among the most common mistakes, even by senior schedulers, as they erroneously determine the rates of productivity. Some schedulers are getting data from previous equivalent projects and using it in a new schedule, but, regrettably, this doesn’t work every time. Clearly, it’s recommended to use reliable productivity rates for each individual task, based on a bottom-up evaluation or the organization’s conventional productivity rates.
Not considering alternative scenarios: A schedule lacking in depth or a schedule put together with just a single strategy in mind normally comes upon problems during the project’s execution. A proper schedule must include flexibility, various options and be able to implement changes. It’s usually safer to create several editions of the schedule in order to look at alternative setups and identify the most efficient schedule.
Contractual issues: Uncertainties or disagreements in project contracts can lead to interruptions and cost overruns. Clear and well-defined contracts, including detailed specs and timelines, are essential to mitigate such issues.
Economic factors: An unstable economy, including fluctuations in material prices, labor costs or interest rates, can affect project budgets and timelines.
Miscommunication & slow approval: Miscommunication triggers costly and time-consuming problems that can eventually devastate construction projects. Such projects have a number of moving parts and communication failures can affect the viability of the project as a whole minus an efficient and effective process for communication across trades. Important information can get lost, leading to critical errors.
Solutions for scheduling issues
All right, we’ve talked about some of the key issues that crop up that can derail an otherwise good schedule. So, what can we do to help alleviate some of these concerns? Again, this list could be considerably longer, but these concerns should be taken into consideration at a minimum.
Communicate with team members and stakeholders
Communicate regularly with project members to make sure your expectations are clear, and they stay involved. Offer updates about the project so all concerned parties know about any changes taking place. Also, urge team members to share their ideas and concerns, and update every stakeholder about the progress of their project.
Hold regular meetings with your team
Regular meetings with your team can help you remain on top of any issues that may come up and, more importantly, offer you the opportunity to make necessary changes to the schedule. These meetings can also help to identify potential interruptions before they become much bigger issues.
Use appropriate technology
One of the easiest ways to improve construction scheduling is through technology. A variety of tools and software can consolidate project information, making it much easier to access. Construction firms that invest in and employ technologies profit from better teamwork and improved visibility, updating processing and communication.
Patience during delays
Perhaps the single most essential quality you can demonstrate during a catastrophe is patience. When illness, loss, injury or another calamity has delayed a project, it’s crucial to give your stakeholders the time they need to recover. Pressuring everyone to get back to work before they’re prepared can lead to a disconnect, degrading the quality of work, boosting the probability of injury and eventually driving up costs and pushing the timeline even further out.
Create and implement contingency plans
Every on-site and off-site problem can throw your construction schedule off track. While it’s not possible to guarantee that things will never go wrong, you can identify would-be hazards and produce contingency plans to mitigate them before they get out of control.
Get together with other stakeholders and produce with contingency plans for various circumstances. Most likely, you won’t need them all, but at least you’ll have a plan in place for various potential issues and be ready to go.
Delegate and reshuffle tasks as needed
Construction projects comprise various crews working together towards a shared goal, which is why accurately designating project team members performs a key role in construction scheduling.
Tasks that demand specialized skills should be assigned to supervisors and team members who understand them. Project managers should also frequently evaluate team results, appraising whether specific tasks or segments of tasks (e.g., materials management) can be shared or maybe redelegated to boost efficiency and speed up completion times.
Measure performance at every step
Keep an eye on daily reports and how your project’s movement equates to your construction schedule. Are on-site goings-on corresponding with your schedule? Which tasks are in advance of schedule, and which are falling behind?
Determining why there are inconsistencies between your schedule and actual progress helps you enhance your planning and scheduling in the future and, importantly, produce a benchmark to measure performance.
Creating and executing a new plan
Finally, be proactive in identifying when it’s time to simply go back to the drawing board. There are going to be times when the original plan just can’t be adjusted to accommodate a catastrophe, and you’re obliged to make a fresh start. In such instances, sit down with every stakeholder, facilitate a candid discussion about the potential obstacles, and put together a new project schedule that takes into account the resources that are on hand.
Consider if the same issues are apt to come up again and take the necessary steps to mitigate the hazards. Be practical when you calculate timelines – even if it means the project will take longer to complete – to avoid delays and better coordinate teams this time around. Make sure you have buy-in from every team member before you move forward!
If you’re having issues with project scheduling, don’t hesitate to contact the professionals at PDDM Solutions. Their experience with an abundance of construction projects will go a long way toward helping you with your scheduling concerns.