The Importance of Schedules for Commercial Construction Projects

Any commercial construction project requires careful planning and coordinated project management.  This applies to small-scale building work as well as large industrial projects. However, while larger, more complex construction projects will require the hiring of professional specialists to oversee these tasks, for lower budget projects the client may be inclined to plan much of the project themselves and even take on the responsibilities of a project manager.  

This article details the importance of project schedules and examines how the project manager can devise and maintain a project schedule.  A project schedule is a central document to all commercial construction projects, its main purpose is organizational – to render the multiple components of the project as a comprehensible timeline.  By bringing clarity to complex operations a good project schedule should also promote efficiency, help the project adapt to new circumstances, encourage effective communication and, importantly, help the project stay on budget.

Promoting efficiency 

Commercial construction projects consist of four phases [link to article #1].  However, within these four overall phases there are a great many overlapping tasks that must be completed.  To organise these in the most efficient way it is common to establish a project schedule to break them down more manageable tasks.  On construction projects one task is often dependent on the successful completion of another, schedules show when each of these tasks should occur and how they are interlinked.  A Gannt chart is the best method of visualizing the sequence and timing of tasks and showing how different tasks are connected.  

When preparing a project schedule the first step is to outline an overall timeline by establishing the expected duration of the four main phases of construction.   Dividing these phases into discrete steps enables the project manager to understand which parts of the project can be completed independently of each other and which are closely connected.  The overall aim is to ensure each phase of the project proceeds as efficiently as possible.

A key factor in maintaining efficiency is to determine important benchmarks.  The project manager must be able to draw on some level of experience and knowledge to ensure these milestones are realistic. The setting of achievable deadlines gives clarity to subcontractors, demonstrates the demands of the project to team members and helps prevent delays.   A successful project schedule communicates deadlines to all interested parties and needs minimal interpretation.

Maintaining an element of flexibility 

Although the scheme is there to add certainty to the project and to make sure it is delivered on time, it should not be set in stone.  Although meeting deadlines is important, setting unreasonable deadlines or failing to adapt to changing circumstances may also have negative outcome.  

Once construction has begun the project manager must strike a balance between ensuring the deadlines are respected, while allowing a reasonable degree of flexibility to work around the inevitable adjustments any large project requires. While it is tempting to push the project through as quickly as possible, setting tight deadlines without sufficient scope for likely delays due to predictable elements, such as the weather, is simply poor planning.  Reviewing and modifying the scheme happens frequently over the course of the project and is one of the essential tasks for the project manager.  

Ensuring effective communication 

All commercial construction projects are completed by teams. The more effectively the team works together, the more successful the project will be.  The project manager is the hub of this communication and, once the initial planning phases is complete, maintaining channels of communication with subcontractors is one of their most important responsibilities.    

A project schedule will also have the likely benefit of improving communication between the project client and subcontractors as it enables all interested parties to see what should be happening at each stage.  A good project schedule will also explicitly highlight who is responsible for the completion of each task. Overall, an accurate, carefully-prepared and clear project schedule will eliminate uncertainty and prevent miscommunication.  By aiding the effective organisation of the project, it can ensure efficiency, control expenditure and have substantial cost-benefits.

Working to budget

Last, but certainly least, any plan for a commercial construction project must keep a control over the budget.  In an ideal world the perfect commercial construction project would be completed, not only time, but to budget. Naturally, the project schedule and budget are interdependent and usually prepared by the project manager at the same time.  Once again, the project manager has to make certain the budget is realistic and attainable.  

A key concern here is the level of detail.  Many projects run over budget simply because the details have not had adequate attention – small costs can quickly multiply and add up.