There are a few common traits that all successful schedulers possess, regardless whether they are a Primavera project planner, Microsoft Project planner, or work with other tools available. Behind every successful project, there is a meticulous mind seamlessly organizing and coordinating the time, the resources and the tasks. Schedulers are the architects of efficiency and champions of keeping track of deadlines and creating order within every stage of a project.
The role of a scheduler extends far beyond managing calendars. A stellar scheduler possesses a unique blend of skills that elevate them at the forefront of organizational excellence.
Whether you are a seasoned professional looking to refine your skills or an aspiring scheduler aiming to achieve greatness into this critical role, exploring and perfecting these traits is necessary in order to become indispensable in today’s dynamic work environments.
Traits of Stellar Project Schedulers
Effectively developing and managing a project schedule lies in the core of scheduling. It requires expertise, and, ideally, an understanding of the work to be undertaken. For example, it would not be easy for a person knowledgeable and experienced in construction projects to create a schedule for a product development project, and vice versa.
It helps to understand the workflow, and this workflow understanding can be gathered from sitting with those doing the work.
Schedules are an articulation of the many interactions, actions and activities required to meet the project objectives, some of those objectives would be budget and delivery date for example.
Projects schedules are filled with the possibility or even probability of unexpected and unanticipated events. Additionally, scheduling work will require the ability to adapt to constraints and find productive ways to resolve schedule related conflicts. These conflicts are starting in the creation of the schedule, to adapting, monitoring, and managing.
It takes as much energy to wish as it does to plan.
~Elenor Roosevelt
On to the 10 skills to become a great project scheduler
1. Precision in Organization
A stellar scheduler embodies impeccable organizational skills. They break down intricate projects into manageable tasks, ensuring that each element is accounted for in the master plan. This precision sets the groundwork for successful execution. It will not matter if we are unable to deploy this effort to those who require access for project success. Ask plenty of questions, document what is learned and disseminate this information.
2. Meticulous Detail-Oriented Approach
Beyond the big picture, standout planners and schedulers dive deep into the minutiae, when this is required. It is a very important skill to know when to stop and ask these detailed questions within the team, having a feel for when to dig into the details and when to stay above that is important. Their meticulous approach ensures that even the smallest task or dependency is factored into the schedule, leaving no room for oversights.
3. Problem-Solving Expertise
When challenges arise, a true planner shines. A scheduler will not shrink from conflict. Their problem-solving prowess enables them to identify obstacles, strategize solutions, and make informed decisions swiftly, keeping the project on track. They will need to generate creative solutions that might include altering the sequence of items on the schedule (Gantt chart) taking advantage of discretionary dependencies.
“It does not do to leave a live dragon out of your calculations, if you live near him.”
―J.R.R. Tolkien, The Hobbit
4. Astute Time Management
Mastery over time is a hallmark of accomplished schedulers. They expertly allocate resources, ensuring each task adheres to its designated timeline. This skill prevents bottlenecks and keeps the project moving forward. This time management includes prioritization of what is important, especially at some time in the future.
“Plan for what it is difficult while it is easy, do what is great while it is small.”
―Sun Tzu, The Art of War
5. Intuitive Understanding of Dependencies
Successful project scheduling hinges on understanding task dependencies. We say intuitive, but it could be expertise acquired over years of studying the workflow and organizational structure. Proficient planners decipher intricate relationships between tasks, sequencing them logically to maintain a seamless workflow. This includes the understanding of the use of leads and lags in the task scheduling to meet a key milestone, or other schedule objective.
6. Ever-Enquiring Learning Attitude
In the ever-evolving landscape of project management, a stellar scheduler never stops learning. While project schedulers must be familiar with the basic theories and methodologies from the project management discipline needed to create a schedule such as CPM, they must continuously update their skills, staying attuned to the latest methodologies, tools, and trends.
7. Agility and Adaptability
Change is a constant in project management. A stellar planner remains agile, adapting schedules and strategies to accommodate unforeseen shifts while safeguarding project objectives. This is another one of those tough lines to walk, commit to the plan, but be willing to change the plan. I once had a team member tell me he thought I had mastered the time to “hold the line” and when it was time to “alter the approach”. I never told him that some of that was luck for sure. The fact is going to be that by doing we learn, and we should be willing to adjust our plans as we learn.
“The intelligent have plans; the wise have principles.”
―Raheel Farooq
8. Leverage of Technological Tools
Today’s planners harness the power of technology to amplify their capabilities.
Proficiency with software tools such as Primavera P6 and Microsoft Project is a top-notch requirement in line with the ability to create a logical, healthy, and optimized project schedule.
Stellar schedulers should also be knowledgeable about and able to leverage the power of innovative tools such as ScheduleReader and Seavus Project Viewer, project viewers that can improve the workflows and efficiency of not only the scheduler, but the broader project team and the project as well.
Both Primavera project planners and schedulers working with Microsoft Project, in addition to their understanding of dependencies, must be able to translate project plan deliverables such as SOWs into WBS, as well as to visualize and translate the flow of activities, and allocate resources across a timeline for the project to reach its goal.
9. Collaborative Excellence
Projects involve diverse stakeholders. Accomplished planners are adept collaborators, fostering cohesion among team members, clients, and vendors, creating a harmonious environment for project success.
10. Effective Communication Mastery
Exceptional schedulers are effective communicators. They possess the art of translating complex project timelines into clear, concise communication that resonates with every team member, from stakeholders to the front lines. This communications mastery begins with who should know what.
If you have worked on projects with multiple companies (suppliers) in a coordinated effort to deliver some organization’s stated objectives and goals, you know there are often things we do not wish to share out in the open. We are working on a project together, but we are not the same company. Outright sharing our project schedule, no matter the form, comes with risks if we do not first remove the proprietary information. Some of the types of information related to the schedule which we would want to keep to ourselves is found in the graphic below.
This is not an exhaustive list but many of these are the common types of information we would likely not want to be shared outside the company.
The things we want internal team members to see are different than those things.
Sharing this key information to external team members can change the relationship from collaboration entity to a competitor at worst, and at best we are arming potential collaborators with information to undermine our proposals through better quotes. Treating competitive and proprietary information appropriately will help keep our organization and our project competitive.
- What schedule information is required? In what format?
- How do we distribute that information?
- Who is internal to the company and who external?
- What information is deemed proprietary in the project?
Proprietary information, for example hourly rates, procurement channels and other can be added onto the schedule by default and knowing how to facilitate this information with the right people by using software tools can provide a competitive advantage for our organization.
ScheduleCleaner
ScheduleCleaner is a must have tool for the Primavera project planner. It is a software that allows the user to quickly remove any sensitive data from an existing schedule created with the Primavera P6 software before it is shared with both internal, and external stakeholders.
To illustrate the application in practice, let’s look at this video example:
You can also request a free ScheduleCleaner trial version from the official website and experience how this application can help you facilitate efficient communication firsthand.
If you are working with the MS Project software, an equivalent tool is available.
Schedulers and software tools
In the intricate realm of project scheduling, armed with the skills outlined above, schedulers can navigate projects to excellence while leveraging cutting-edge technology. With ScheduleCleaner as a strategic ally, Primavera planners and schedulers can chart a course towards project achievement with precision and confidence, able to communicate key project with the right person, data freely and clearly.
About the Author
Jon M. Quigley PMP CTFL is a principal and founding member of Value Transformation, a product development training (from idea to product retirement) and cost improvement organization established in 2009.