6 steps to managing your project schedule and meeting deadlines
Precise project planning 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 do 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 requires 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?
The life cycle of a project comprises a number of phases. However, before you plunge headlong into the project itself, you need to immerse yourself in the essential step of project planning.
Project planning involves :
- identifying the various tasks involved,
- prioritize these tasks,
- define their duration and deadlines,
- determining the costs and human resources required to complete the project,
- planning all stages in a clear manner.
This preparatory work requires a high degree of precision, but offers many advantages for the project manager.
6 steps to project planning
Step 1: Understand the project objective and conditions
Understanding the project's objective remains the foundation. This prior reflection minimizes the risk of realizing that you've taken a wrong turn along the way.
To identify your project's risks, turn to the 5M method.
Before planning, be fully aware of :
- the various deliverables to be produced,
- deadline requirements,
- the budget at your disposal.
Step 2: Define 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 OTP (Organizational Project Task Chart).
It consists in determining the most important deliverables, then dividing them into subsets. Each of these subsets 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 your tasks
Once you've identified all your tasks, it's time to link them together and put them in order. This is called task scheduling.
Each task sequence comprises predecessors (one task occurring before another) and successors (one task following another) linked together. These links are of four types:
- end-to-start links: task B cannot be started until task A has been completed.
- end-to-end links: task B cannot be completed until task A is. 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, it is not obligatory to start B 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 foresee several task scheduling scenarios. So, depending on the progress of the project and the difficulties encountered, recourse to another plan remains possible.
💡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 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 as a whole
Thanks to this decisive and indispensable step in creating your project roadmap, you'll have a good overview of the overall duration of the project.
But beware: this step requires the involvement of all those involved: each person is in a better position to provide a correct estimate of the time it will take to complete the tasks that concern him or her.
In addition, always take into account the various time constraints when optimizing 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 apprehend the duration of the entire project.
In the previous video on the PERT diagram, we saw how to calculate the total float for each task (i.e. the difference between the earliest and latest dates). 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 suffer any delays.
The critical path method in detail :
Step 5: Allocate resources to each task
Here you need to determine 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 into account all constraints: vacations, days off, time devoted to other missions, etc.
Step 6: Build your schedule
Once you've completed the previous steps, all that's left to do is build your calendar.
💡The method:
Thanks to your PERT diagram, you can now build your Gantt chart.
This represents in a table the different tasks of a project using horizontal bars, delimited by a beginning and an end. It provides a clear and rapid visualization of project progress.
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's impossible to go back.
Our advice: for small projects, where time management is easy, it's a good idea to use the Gantt chart directly, without using the PERT diagram.
Why plan a project?
Usually presented in tabular or graphic form, a project schedule displays essential data. By providing teams with an overview, it enables them to :
- structure ideas upstream , by asking which tasks are really essential to the project's completion, and which resources need to be called upon. Planning a project means organizing ideas;
- accurately monitor project progress , so you can spot deviations and react in good time;
- encouraging communication and collaborative work , so you can more easily identify your place within the project and your impact on the whole;
- allocate the right resources according to the duration of tasks and any overlaps between them, so that projects can be carried out more realistically.
Example of project planning in Excel
Gantt chart in Excel
Project planning in Excel is perfectly feasible. What's more, most companies already have the famous spreadsheet program. So the temptation to use it, particularly to draw up a Gantt chart, is great.
Here's how it works:
However, if you're not completely at ease with spreadsheets, we can provide you with a free project schedule in Excel format, based on the Gantt chart model:
The limits of Excel for project planning
While using Excel is beneficial at first glance, the tool does have its limitations. This is all the more true when it comes to managing large-scale projects, requiring changes along the way and the involvement of numerous collaborators.
Here are Excel's main limitations:
- it's not dynamic: adding new tasks, for example, requires additional manipulation;
- it's not collaborative : among other things, Excel doesn't allow you to invite teams to work live on the Gantt chart;
- 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 steps outlined above;
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They are versatile, and can be used for post-planning follow-up and to react more easily in the event of problems;
- They facilitate exchanges and communication between project participants.
But which solution is right for you? 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 master the planning and tracking 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:
- numerous integrated planning tools, such as the Kanban board, Gantt planning, planning views or 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 displaying time spent, by individual, task or project;
- available project templates, simple or associated with a predefined management mode, to save time;
- roadmaps to anticipate the progress of your projects;
- an environment conducive to sharing: documents, monitoring and benchmarks by project, for better collaboration and 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 tasks, deadlines and resources in just a few clicks, thanks to predefined templates and workflows that can be customized to your needs.
monday.com in a nutshell:
- automatic alerts to make sure you don't forget anything and don't fall behind schedule;
- dashboards to track your project's progress;
- integration with various time-saving software (Zapier, Dropbox, Slack, Trello, etc.);
- the option of presenting your project in different views (Gantt or Kanban);
- over 100 customizable 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, agenda, etc.);
a mobile application to track changes in real time, wherever you are.
monday.com
Proggio: employees at the heart of the project
Proggio enables all members of a project team to work together from an ergonomic, at-a-glance schedule.
Developed more as a comprehensive collaborative tool than as a simple task manager, it places collaborators at the heart of the project.
Proggio in a nutshell:
- a dynamic table replacing the Gantt chart ;
- a highly visual interface for project planning;
- forecast versus actual functionality, making it easy to identify changes to the original 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 customized to suit your needs;
- 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 a wide range of project types and portfolios.
Project Monitor is designed for SMEs, major groups and local authorities, as well as for all professions (general management, R&D, operations management, etc.).
Project Monitor in a nutshell:
- a scalable Gantt and optimized tracking of important milestones ;
- simplified use of Gantt and WBS methods and identification of critical paths;
- multigantt and dashboards for monitoring multiple projects at a glance;
- workload plans to allocate the right resources to each action;
- a project library adaptable 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. ;
- greater reactivity to scheduling problems;
- simplified resource allocation;
- an overview of your project portfolios for relevant strategic management;
- rapid implementation and familiarization with the tool;
- flexible, scalable software that adapts to your company's transformation: activate additional modules according to your needs;
- a solution available in SaaS or on-premise mode.
Sciforma
Teamleader: the CRM dedicated to digital professions for VSEs and SMEs
Teamleader is a comprehensive business management software that enables collaborative working between different teams within the same organization. Specially designed for VSEs and SMEs, the tool provides a range of functions to streamline and automate organizational data for digital and web professions.
Teamleader in a nutshell:
- prioritization of tasks thanks to a modern, ergonomic interface,
- time tracking (deadlines for each project, staff time spent on each project, etc.);
- direct invoicing of your teams' work based on time spent;
- visualize your project from every angle, with clear, fragmented steps in your work process;
- anticipate possible changes to your project and its progress thanks to a calendar view;
- customized structuring and project templates for fast, 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 that is 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 companies and major accounts that require 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 program management, etc.) ;
- support for different project management methodologies (agile or phase gate, V-cycle, hybrid approach, etc.);
- various integrated planning tools, including Kanban boards, Gantt charts and Scrum boards;
- simplified, optimized resource allocation thanks to various scenarios;
- a host of features designed to enhance communication and collaboration between stakeholders;
- flexible, scalable and customizable software, capable of adapting perfectly to your specific needs;
- the choice between a customized deployment (MVP) or a packaged solution.
Triskell Software
Wrike: team-oriented project management
Designed specifically for PMOs and project managers in organizations 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 complete project visibility ;
- duplicatable project templates for time-saving task planning ;
- precise project tracking to anticipate delays and make timely decisions;
- untroubled resource management: each person has visibility over the distribution and sequencing of tasks;
- a personal dashboard for finely-tuned 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
Adapted to organizations with over 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:
- optimized planning with Gantt, Kanban view, WBS and task/person filter;
- macro- and retroplanning capabilities;
- a multivision platform for generating the desired level of detail, for easy access to the information you need;
- a tool that meets both operational and strategic needs;
- possible integration with your business applications;
- easy to use, even for complex projects;
- a solution tailored to your organization: choose the features you need.
z0 Gravity
How to choose your planning tool Comparison chart
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 |
| Centralize tasks and keep 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-sized and large companies | Project Monitor | Multi-level project management | On quotation |
| Project portfolio management | Large companies or institutions | Sciforma | Portfolio + project planning | On request |
| Manage simple tasks in a small team | VSEs / Self-employed | Teamleader | CRM + project planning | From €37.50 / month |
| Project management + 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 organizations | z0 Gravity | Public project management / ERP | On quotation |
Integrating AI into your project planning: what are the new challenges?
Artificial intelligence is invading project planning to :
- speed up processes,
- reduce human error,
- help you make more informed decisions.
But how can you use it intelligently in your day-to-day work?
How can you optimize your project planning with AI?
AI acts like a project manager who never sleeps. Here's what it can do for you, either autonomously or as a complement to your teams:
- analyze historical data from previous projects to detect recurring delays ;
- predict the duration of project tasks using predictive algorithms;
- identify risks of schedule overruns in real time;
- automatically recommend schedule adjustments if a resource is absent or overloaded;
- generate an optimized project plan in seconds.
No more endless spreadsheets to update manually. AI lets you focus on value-added activity, not clicks.
2 practical examples of how to use AI for project planning
Case n°1: launch of 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 vacations,
- proposes an optimized Gantt planning model.
Result: remarkable time savings right from the scoping phase.
Case 2: managing a complex logistics project
A logistics provider manages several deliveries to be coordinated in 5 countries. Thanks to AI, the software :
- identifies available resources at the right time,
- anticipates supplier delays
- and adjusts the project schedule in real time.
All this, with almost no human intervention.
Project management tools with AI
🛠️ 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 with intelligent suggestions;
- Wrike: analyzes task dependencies to automatically adjust schedules in the event of delays;
- Sciforma: integrates 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 gets off on the right foot. But beware: even the best planners can fall into certain pitfalls...
❌ Here are the main mistakes to avoid so that your project planning remains a lever, not a ball and chain:
- poorly defining project objectives ;
- underestimating the duration of tasks;
- forgetting to involve team members;
- failing to identify dependencies between tasks: one task may block another;
- misjudge available resources;
- fail to allow for margin;
- ignore risks.
How do you keep track of project progress once you've finished planning?
Once your project schedule has been validated, the real work begins:
- monitor plan execution,
- 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 project tasks are progressing, whether deadlines are being met, and whether resources are being used properly.
Performance indicators, project tracking tools, regular team reviews... there are several options for keeping on track without losing agility.
No more unpleasant surprises with project planning!
Project planning involves taking many variables into account: apply the required project management methodology rigorously.
We advise you to use software that can intelligently guide you through your processes, so you can 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, by encompassing project management in its entirety: management of the project lifecycle right through to closure, KPI tracking, collaborative exchanges, document sharing...
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 optimization to work for the company, with her sights set on reader satisfaction 😀 !
Trained as a medievalist, Jennifer took a break from castles and manuscripts to discover her passion for content marketing. She took away from her studies the skills expected of a good copywriter: understanding and analyzing the subject, rendering the information, with a real mastery of the pen (without systematically resorting to a certain AI 🤫).
An anecdote about Jennifer? She distinguished herself at Appvizer with her karaoke skills and boundless knowledge of musical nanars 🎤.