Five Key Activities to Create an IT Project Schedule

Creating a project schedule is one of the most critical responsibilities for any IT Project Manager. A well-structured schedule not only defines what actions need to be done and when but also ensures the project team understands the sequence of activities and the dependencies between tasks. Without a clear project schedule, projects can easily fall behind, resources may be mismanaged, and stakeholders may lose confidence in the project’s success.

In this article, we’ll explore 5 key activities to successfully create an IT project schedule, providing practical insights and actionable steps that project managers can apply immediately.

1. Identify Workstream Leads

One of the first steps in building a project schedule is identifying the workstream leads. Workstream leads are the main focal points for specific functions or groups within the project. For example, if you have three software developers working on the project, the Development Manager might serve as the workstream lead for that team.

Responsibilities of a Workstream Lead

A workstream lead typically:

• Reports status progress for their team

• Acts as the escalation point for issues raised by team members

• Provides task estimates and timelines for the project manager

  
  

Workstream leads should be the subject matter experts (SMEs) for their respective areas. Their knowledge of their function allows them to accurately collect and estimate the tasks that need to be executed.

Instead of having every team member on a conference call providing individual workloads, project managers work with workstream leads. This ensures a more efficient and manageable scheduling process while still capturing all necessary details.

Course: Fundamentals of IT Project Management

2. Sequence Activities

Once workstream leads have been identified and task lists collected, the next step is to sequence activities. Within each workstream, tasks need to be arranged based on their dependencies. Some tasks must be completed before others can begin, while others can run in parallel.

The workstream lead should provide input on the logical order of tasks. For example, in software development:

• Coding may depend on finalized requirements

• Testing can only start after the initial development is complete

• Documentation can be created in parallel with development if templates are available

Accurately sequencing tasks ensures that the project schedule reflects the true flow of work, minimizing bottlenecks and helping team members understand priorities.

3. Develop the Work Breakdown Structure (WBS)

After sequencing activities, the project manager brings all tasks together in a Work Breakdown Structure (WBS). The WBS is a hierarchical representation of all work required for the project, breaking it down into manageable tasks.

Benefits of a WBS

• Provides clarity on task ownership

• Highlights dependencies across workstreams

• Identifies tasks that can be performed in parallel

• Helps in estimating time and resource requirements

How to Build a WBS

1. Gather task information from all workstream leads

2. Group tasks by function or deliverable

3. Arrange tasks hierarchically to show relationships

4. Identify dependencies across different teams

   
   

The WBS is the foundation of the project schedule. It ensures that nothing is overlooked and provides a clear roadmap for the entire project.

4. Confirm Resources

A project schedule is only meaningful if the necessary resources are available to execute the tasks. This includes both internal resources (your team) and external resources (vendors, contractors).

Why Resource Confirmation Matters

• Ensures tasks can realistically be completed within planned timelines

• Helps prevent over-allocation or under-allocation of team members

• Supports realistic project deadlines for stakeholders

Steps to Confirm Resources

1. Work with resource managers or functional managers to determine the availability of each team member

2. Calculate hourly allocations for each task

3. Adjust task timelines based on availability (e.g., if a developer is only available 25% of their time, a 25-hour task may take a full month)

   
   

By confirming resource availability early, project managers can avoid unrealistic schedules that are likely to fail.

5. Create and Approve the Project Schedule

With tasks, sequences, and resources in place, the project manager can now assemble the project schedule. This is where all the inputs come together into a cohesive timeline.

Steps to Finalize the Schedule

1. Map tasks from the WBS to a project timeline

2. Assign resources and start/end dates for each task

3. Verify task dependencies and identify parallel activities

4. Conduct a review session with the project team to ensure accuracy

   
   

Stakeholder Approval

Once the project schedule is drafted, it is essential to communicate it to project stakeholders for approval. This ensures alignment on:

• Deadlines

• Resource commitments

• Task dependencies and risks

After approval, the project manager can track progress, report status to senior management, and make informed decisions if changes occur.

Best Practices for IT Project Scheduling

• Engage your team early: Input from workstream leads improves schedule accuracy

• Document assumptions: Note resource availability, holidays, or potential bottlenecks

• Review dependencies frequently: Dependencies may shift during project execution

• Use project management tools: MS Project, Smartsheet, or Excel templates can improve schedule visualization and tracking

• Communicate proactively: Share schedule updates with stakeholders regularly to manage expectations

  
  

Conclusion

Creating an IT project schedule is a collaborative and strategic process. By following these five key activities—identifying workstream leads, sequencing activities, developing the WBS, confirming resources, and creating/approving the schedule—project managers can ensure projects are delivered on time, within scope, and with optimal resource utilization.

A well-structured project schedule not only guides the team but also provides stakeholders with confidence that the project is under control. For IT project managers, mastering this process is essential to successful project execution.