A Simple Method To Plan & Control A Project!

1. A WBS Is First Created For The project –

As always this is the first & a very important step. A proper WBS should meet the minimum criteria such as:
a) the 100% rule – every level should have 100% scope(or breakdown) of the level above it.
b) you stop the breakdown(or decomposition) at a level where you can estimate for time & cost; no need to break down to smaller & smaller elements.
c) you should be able to estimate easily at this level

2. Arrange For Drawings, Materials, Manpower Etc.-

Next arrange for Drawings, Specifications & Approvals from concerned authorities as a precursor to begin the planning process. You also need to estimate & be prepared with money, material & manpower requirements.
All these will be outcomes of the WBS essentially

3. Prepare The Master Schedule –

The Master Schedule or the Master Plan consists of the WBS, the Milestone Chart & the Project Budget. The Milestone chart shows the timeline for main events that will be completed in the project. A milestone is an event & not a completed task(Eg. in construction completion of foundation or completion of superstructure are milestones)
The Budget can be arrived at by rolling up costs of elements from the lowest level of the WBS, level by level & aggregating all of them to reach the final project cost at the top.

4. Prepare A Monthly Schedule For 1 To 3 Months –

The monthly schedule can begin from the period between Project Start & the First Milestone & progressively, further monthly plans can cover stretches between milestones.The Monthly Schedule should show the months broken into weeks.
It should also identify the detailed activities & find duration & Sequence the activities
Use Collaborative Planning techniques such as planning workshops with all stakeholders to plan.
Perform the Constraints & Risks Analysis every month

5. Now Go For The Weekly Plan or Schedule –

Perform 2 to 4 weeks micro-planning depending on the size of the project.
Put all efforts to remove constraints, & closely monitor issues with an Issue List.
Revisit every week removing constraints & resolving issues.
List out activities in the plan in terms of quantity or cost or nos.

6. Daily Planning –

This is now about monitoring & controlling the project with daily activities determined from the micro-planning done at the weekly planning stage.
Perform 15 min stand-up meeting every day where the person from each trade comes & presents his/her activities to be done on the day.
Ensure make ready(or preparatory) activity is performed for each activity.
Make sure the days plan is complementing the Weekly plan.
End of the day record the completion or reason for non-completion.
Lessons learned should be implemented in next day’s activities.

These are some essential things to be done in this HLPM model. Obviously it requires further hand-holding with a person experienced in such a model.

This method requires only traditional tools used for scheduling or for the WBS & is not sophisticated. Tools such as Root Cause analysis, 5 Whys method & Value Stream mapping are very useful to sort out issues. All activities are done collaboratively. The emphasis is not on “who” but on “how” things can be done without assigning blame. The Project Manager picks up “Coach” skills to be more effective We can help you to implement this model in you projects & also improve teamwork through Workshops conducted physically or through online Webinars.