6 steps to managing your project schedule and meeting deadlines
Drawing up a precise project schedule is essential for effective project management. All project management requires you to start from a solid base and know where you're going. But where should you start?
Is it possible to consider precisely all the tasks to be carried out, the deadlines to be met and the resources to be allocated? The answer is yes.
However, to achieve this, intelligent project planning involves following a precise and structured methodology.
In this article, we explain how to plan the stages of a project using the right tools (WBS, Gantt, etc.). And as this activity requires the execution of a fairly complex set of tasks, we also present a selection of software to support you.
Whatis project planning?
There are a number of phases in the life cycle of a project. However, before you plunge headlong into carrying out the project itself, you need to immerse yourself in the essential step of project planning.
Planning a project involves :
- identifying the various tasks that make up the project
- prioritising these tasks
- defining their duration and deadlines
- determining the costs and human resources needed to complete the project,
- planning all the stages clearly.
This preparatory work requires a high degree of precision, but there are many benefits for the project manager.
6 steps to project planning
Step 1: understand the project objective and conditions
Understanding the objective of the project remains the foundation. Thinking about it beforehand minimises the risk of realising that you've taken a wrong turn along the way.
To identify your project's risks, turn to the 5M method.
Before you start planning, make sure you are fully aware of :
- the various deliverables to be produced
- the deadline requirements
- the budget available to you.
Stage 2: defining the project tasks
The success of the project rests largely on this crucial step.
💡 The method:
To precisely define the various tasks making up your project, and make sure you don't forget any, adopt the WBS method (Work Breakdown Structure,) also known as the OTP (organisation chart of project tasks).
This involves determining the most important deliverables, then dividing them into sub-sets. Each of these sub-sets is then broken down into work packages, or tasks .
The WBS method in detail :
☝️ Note that some teams prefer to structure their project using the PBS (Product Breakdown Structure) method, which focuses more on the product to be obtained than on the work to be carried out.
Step 3: Schedule the tasks
Once all your tasks have been identified, it's time to link them together and put them in order. This is called task scheduling.
Each sequence of tasks comprises predecessors (one task occurring before another) and successors (one task following another) linked together. There are four types of link:
- End-to-start links: task B cannot be started until task A has been completed.
- Finish-to-finish links: task B cannot be finished until task A is finished. However, you don't have to wait for A to finish before starting B.
- Start-to-start links: task B cannot be started until task A has been started. On the other hand, B does not have to be started at the same time as A.
- Start-to-finish links: task B cannot be completed until task A has been started.
Note that the project manager can envisage several scenarios for the scheduling of tasks. So, depending on the progress of the project and any difficulties encountered, a different plan may still be used.
💡The method:
Task scheduling, particularly in complex projects, is often done using the PERT diagram.
Generally used alongside the Gantt chart, its network construction reveals the connections and interdependencies between tasks, as well as their completion times.
In practice, a task is represented by an arrow surrounded by two nodes representing the stages. Each stage has an earliest and latest date.
The PERT diagram method in detail :
Step 4: Estimate the duration of each task and of the project
Thanks to this decisive and essential step in creating your project roadmap, you will have a good overview of the overall duration of the project.
But be careful, it requires the involvement of all the players: everyone is in a better position to provide a correct estimate of the time needed to complete the tasks that concern them.
In addition, always take into account the various time constraints when optimising your schedule. For example, certain tasks, for legal reasons, absolutely must be completed by a specific date.
💡The method:
While the PERT diagram seen above helps to determine the earliest and latest dates for each task, the Critical Path Method helps to understand the duration of the entire project.
In the previous video on the PERT diagram, we saw how to calculate the total margin for each task (i.e. the difference between the earliest date and the latest date). But if a margin is equal to 0, then the task in question is on the critical path of the project.
In other words, the sequence of tasks on the critical path must not be subject to any delay.
The critical path method in detail:
Step 5: allocate resources to each task
This involves determining who does what in the project.
To do this, define the working time that each person involved in the project (including external service providers) can allocate to carrying out the tasks, taking all constraints into account: holidays, bank holidays, time devoted to other tasks, etc.
Step 6: Draw up your schedule
Once you've carried out the previous steps, all that's left is to build your calendar.
💡The method:
Using your PERT diagram, you can now construct your Gantt chart.
This represents the different tasks in a project in a table using horizontal bars, delimited by a start and an end. It provides a quick and clear overview of the progress of the project.
The Gantt chart is also a good tool for showing milestones, i.e. key stopping points in the project life cycle (end of a stage, major event such as a product launch, balance sheet, etc.). Note that once a milestone has been passed, it is impossible to go back.
Our advice: for small projects, where you have easy time management, it is usual to use the Gantt chart directly without going through the PERT chart.
Why use a schedule in a project?
Generally presented in the form of a table or graph, a project schedule shows essential data. By providing teams with an overview, it enables them to :
- structure ideas upstream by asking which tasks are really essential to the completion of the project and which resources need to be called upon. Planning a project means organising your ideas;
- keeping a close eye on the progress of the project , so that you can spot any deviations during the project and react in good time;
- encouraging communication and collaborative working to make it easier to identify your place within the project and your impact on the whole;
- allocate the right resources according to the duration of the tasks and any overlaps between them, so that projects can be carried out more realistically.
Example of project planning in Excel
Gantt chart with Excel
Project planning in Excel is perfectly feasible. What's more, most companies already have the famous spreadsheet. The temptation to use it, particularly to draw up the Gantt chart, is therefore great.
Here's how to do it:
However, if you are not completely at ease with a spreadsheet, we can provide you with a free project planner, based on the Gantt chart model, in Excel format:
The limitations of Excel for project planning
While using Excel is beneficial at first glance, the tool does have a few limitations. This is all the more true when it comes to managing major projects, which require changes to be made along the way and the involvement of a large number of people.
Here are Excel's main limitations
- it is not dynamic: adding new tasks, for example, requires additional manipulation ;
- it is not collaborative : Excel does not allow you to invite teams to work directly on the Gantt chart, for example;
- it lacks legibility.
Depending on your needs, it may therefore be more appropriate to use project management software.
Task planning tools: better suited to collaborative projects
Why use project management software to draw up your schedule?
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They take into account the many parameters of the project and make it easier to carry out the stages described above;
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They are multi-purpose, and can also be used for post-planning monitoring and to react more easily in the event of problems;
- They facilitate exchanges and communication between those involved in the project.
But which solution should you choose for your needs? Focus on a few tried and tested software solutions.
Summary table of our selection
1 of 9
 monday.com |  Triskell Software |  Gladys |  Proggio |  Project monitor |  Sciforma |  Teamleader |  Wrike |  z0 Gravity |
|---|---|---|---|---|---|---|---|---|
| For all companies | For companies with more than 250 employees | For companies with 2 to 5000 employees | For companies with more than 1 employees | For companies with more than 50 employees | For all companies | For companies with 1 to 250 employees | For companies with more than 50 employees | For companies with more than 250 employees |
| See software | See software | See software | See software | See software | See software | See software | See software | See software |
| Learn more about monday.com | Learn more about Triskell Software | Learn more about Gladys | Learn more about Proggio | Learn more about Project monitor | Learn more about Sciforma | Learn more about Teamleader | Learn more about Wrike | Learn more about z0 Gravity |
Gladys: collaborative project planning
Gladys is project management software that helps you control the planning and monitoring of your projects, with a focus on productivity and sharing.
A complete workspace with ultra-collaborative functions, it encourages project-based working, as well as creativity and innovation in your teams.
Gladys in a nutshell:
- a host of integrated planning tools, such as the Kanban board, Gantt planning, planning views and retroplanning ;
- simple, intuitive use of the tool: you can adjust a deadline with a drag-and-drop, or assign a task to a member of staff with a single click;
- integrated instant messaging to facilitate project communication;
- a dashboard for viewing time spent, by individual, by task or by project;
- available project templates, simple or associated with a predefined management mode, to save time;
- roadmaps to help you plan ahead for your projects;
- an environment conducive to sharing: documents, monitoring and benchmarks by project, to improve collaboration and the sharing of ideas.
Gladys
monday.com: visual planning made easy
monday.com focuses on a modern, visual representation of your projects to make planning even simpler.
You can create your tasks, deadlines and resources in just a few clicks, thanks to predefined templates and workflows that can be customised to suit your needs.
monday.com in a nutshell :
- automatic alerts so you don't forget anything and don't fall behind schedule;
- dashboards to monitor the progress of your project;
- integration with a range of time-saving software (Zapier, Dropbox, Slack, Trello, etc.);
- the option of presenting the project in different views (Gantt or Kanban);
- over 100 customisable templates to get your project off the ground as quickly as possible;
- a collaborative and dynamic platform, where everything related to the project is
- in one place (documents, comments, notes, diary, etc.);
a mobile application so you can track changes in real time wherever you are.
monday.com
Proggio: employees at the heart of the project
Proggio enables all the members of a project team to work together using a user-friendly schedule that can be understood at a glance.
Developed more as a comprehensive collaborative tool than a simple task manager, it puts employees at the heart of the project.
Proggio in a nutshell:
- a dynamic table replacing the Gantt chart ;
- a project schedule transcribed via a highly visual interface;
- a forecast versus actual function that makes it easy to identify changes to the initial schedule;
- a clear view of team workloads, simplifying planning and limiting sources of stress;
- A tool that can be adapted to all types of project, both short- and long-term;
- software that can be customised to suit you;
- possible integration with Jira or Zapier.
Proggio
Project Monitor: the right tool for every project
Project Monitor is a comprehensive, configurable software package that adapts easily to different types of projects and project portfolios.
Project Monitor is designed for SMEs, major groups and local authorities, as well as for all business areas (general management, R&D, operations management, etc.).
Project Monitor in a nutshell:
- a scalable Gantt and optimised tracking of important milestones ;
- simplified use of Gantt and WBS methods and identification of your critical paths;
- a multi-Gantt and dashboards for monitoring several projects at a glance;
- Workload plans to allocate the right resources to each action;
- a library of projects that can be adapted to your methodology (waterfall, scrum, etc.);
- a tool that can handle from one to 15,000 projects;
- software available in SaaS or on-premise mode.
Project monitor
Sciforma: project portfolio management made easy
Sciforma supports the PMO (Project Management Office) in managing the entire project portfolio cycle.
With this software, you can manage a large number of complex projects, at both operational and strategic levels.
Sciforma in a nutshell:
- perfectly mastered project planning: Gantt chart, dependency management, etc. ;
- improved reactivity in the face of scheduling problems;
- simplified resource allocation;
- an overview of your project portfolios for relevant strategic management;
- rapid implementation and familiarisation with the tool;
- flexible, scalable software that adapts to the transformation of your business: activate additional modules as required;
- a solution available in SaaS or on-premise mode.
Sciforma
Teamleader: the CRM dedicated to digital professions for VSEs/SMEs
Teamleader is a comprehensive business management software package that enables different teams within an organisation to work together. Specially designed for VSEs and SMEs, the tool provides a range of functions to streamline and automate organisational data for digital and web professions.
Teamleader in a nutshell:
- prioritising tasks using a modern, user-friendly interface,
- time tracking (deadlines for each project, staff time spent on each project, etc.);
- you can bill your teams directly for their work, based on time spent;
- visualise your project from every angle thanks to clear, fragmented stages in your work process;
- anticipate possible changes to your project and its progress thanks to a calendar view;
- Customised structuring and project templates available for quick and efficient use;
- comprehensive reports to determine the budget and resources required for your project.
Teamleader
Triskell Software: project portfolio management integrated with strategic steering
Triskell Software is a project portfolio management solution with the distinctive feature of being perfectly aligned with corporate strategy and governance.
Positioned by Gartner in the SEM (Strategy Execution Management) market, it is best suited to small and medium-sized businesses and major accounts that want a 360° view of the operational execution of their strategy.
Triskell in a nutshell:
- very broad functional coverage of the planning part, and not only (budget, resource and programme management, etc.) ;
- support for different project management methodologies (agile or gate phase, V cycle, hybrid approach, etc.);
- a range of integrated planning tools, including Kanban boards, Gantt charts and Scrum boards;
- simplified, optimised allocation of your resources using different scenarios;
- a host of features designed to strengthen communication and collaboration between stakeholders;
- flexible, scalable and customisable software, capable of adapting perfectly to your specific requirements;
- the choice between a customised deployment (MVP) or a packaged solution.
Triskell Software
Wrike: team-oriented project management
Designed specifically for PMOs and project managers in organisations with more than 500 employees, Wrike is a powerful yet easy-to-use tool.
It combines project management, communication and collaboration. Project calendar management is one of its strengths.
Wrike in a nutshell:
- an interactive, dynamic Gantt chart for visibility over the entire project ;
- duplicatable project templates for time-saving task planning;
- precise project tracking to anticipate delays and take decisions at the right time;
- Smooth resource management: each person has visibility over the distribution and sequencing of tasks;
- a personal dashboard for more detailed task planning by employee;
- integrations with your mailbox, Slack, Jira, Google Drive, Salesforce, etc.
Wrike
z0 Gravity: for SMEs and local authorities with over 100 employees
Designed for organisations with more than 100 employees and local authorities, z0 Gravity provides project management professionals with an innovative, visual platform.
With over 80 functions, it offers a 360° view of projects and portfolio management.
z0 Gravity in a nutshell:
- optimised planning thanks to the Gantt, the Kanban view, the WBS and the task/person filter ;
- macro-planning and retroplanning;
- a multivision platform that allows you to generate the level of detail you want, for easy access to the information you need;
- a tool that meets both operational and strategic needs;
- can be integrated with your business applications;
- easy to use, even for managing complex projects;
- a solution tailored to your organisation: choose the features you need.
z0 Gravity
How to choose your planning tool Comparison table
Here's a comparative table of project planning tools, designed to help you find the right software for your business needs, size and budget 👇.
| Business need | Company structure | Recommended software | Type of tool | Entry price |
|---|---|---|---|---|
| Steering transformation or IS projects | Companies in digital transition | Gladys | Collaboration + project governance | Free offer |
| Centralise tasks and maintain an overview | SMEs or tech scale-ups | monday.com | Visual planning | Free offer |
| Allocate roles according to stakeholders | SMEs with strong collaborative management | Proggio | Stakeholder-oriented planning | Free offer |
| Structuring complex projects | Medium and large companies | Project Monitor | Multi-level project management | On quotation |
| Project portfolio management | Large companies or institutions | Sciforma | Portfolio + project planning | On quotation |
| Follow up simple tasks in a small team | Very small businesses / Self-employed | Teamleader | CRM + project planning | From €37.50 / month |
| Managing projects + strategic objectives | Large multi-site companies | Triskell Software | PPS + resource management | On quotation |
| Planning with a strong HR or digital business focus | Agencies, ESN, digital professions | Wrike | Project management + collaboration | Free offer |
| Manage a public or regional project | Local authorities, public bodies | z0 Gravity | Public project management / ERP | On quotation |
Integrating AI into your project planning: what are the new challenges?
Artificial intelligence is making its way into project planning to :
- speed up processes
- reduce human error
- help you make more informed decisions.
But in practical terms, how can you use it intelligently in your day-to-day work?
How can you optimise your project planning with AI?
AI acts like a project manager who never sleeps. Here's what it can do for you, on its own or as a complement to your teams:
- analyse historical data from your previous projects to detect recurring delays ;
- forecast the duration of project tasks using predictive algorithms;
- identify the risks of missing deadlines in real time;
- automatically recommend schedule adjustments if a resource is absent or overloaded;
- generate an optimised project plan in a matter of seconds.
No more endless spreadsheets to update manually. AI lets you focus on added-value activities, not on clicks.
2 practical examples of the use of AI for project planning
Case 1: launching a new product
A tech company uses an AI tool to plan the release of a new mobile app. The algorithm :
- automatically distributes project tasks between teams,
- adjusts deadlines according to holidays,
- proposes an optimised Gantt planning model.
Result: remarkable time savings right from the scoping phase.
Case 2: managing a complex logistics project
A logistics provider was managing several deliveries to be coordinated across 5 countries. Thanks to AI, the software :
- identifies the resources available at the right time
- anticipates supplier delays
- and adjusts the project schedule in real time.
And it does all this with (almost) no human intervention.
AI-enabled project management tools
🛠️ More and more project planning tools are incorporating a layer of artificial intelligence. Here are a few examples that do the job without quibbling:
- monday.com: automates workflows and helps allocate tasks using intelligent suggestions;
- Wrike: analyses the dependencies between tasks to automatically adjust the schedule in the event of delays;
- Sciforma: incorporates predictive functions to estimate durations and risks in complex projects.
Mistakes to avoid when planning a project
A well-constructed project schedule is a project that starts off on the right foot. But beware: even the best planners can fall into certain traps...
❌ Here are the main mistakes to avoid so that your project planning remains a lever, not a ball and chain:
- defining project objectives incorrectly;
- underestimating the duration of tasks ;
- forgetting to involve team members;
- not identifying the dependencies between tasks: one task can block another;
- misjudge the resources available;
- failing to allow for margins;
- ignoring risks.
How do you keep track of project progress once the planning is complete?
Once your project schedule has been validated, the real work begins:
- monitor the execution of the plan,
- adjust if necessary,
- keeping everyone in line.
It's not enough to have a perfect project plan on paper. You also need to know whether the project tasks are progressing, whether deadlines are being met, and whether resources are being used properly.
Performance indicators, project monitoring tools, regular reviews with the team... there are several options for staying on course without losing agility.
No more unpleasant surprises thanks to project planning!
Project planning involves taking many variables into account: apply the required project management methodology rigorously.
We recommend that you use software capable of intelligently guiding you through your processes, so that you avoid problems with deadlines, resources and budgets that are sometimes difficult to anticipate.
What's more, this software takes you further than a simple task planning tool, encompassing project management in its entirety: management of the project lifecycle right through to closure, KPI tracking, collaborative exchanges, document sharing, etc.
Thanks to them, there are no more unpleasant surprises for the project manager, and for everyone in the company in general.
How do you plan your projects? What software do you use? Tell us about your experience in the comments section.
Currently Editorial Manager, Jennifer Montérémal joined the Appvizer team in 2019. Since then, she's been putting her expertise in web copywriting, copywriting and SEO optimisation to work for the company, with her sights set on reader satisfaction 😀 !
A medievalist by training, Jennifer took a short break from fortified castles and other manuscripts to discover her passion for content marketing. She took away from her studies the skills expected of a good copywriter: understanding and analysing the subject, conveying the information, with a real mastery of the pen (without systematically resorting to a certain AI 🤫).
An anecdote about Jennifer? She stood out at Appvizer for her karaoke skills and her boundless knowledge of musical dreck 🎤.