10 reasons why a construction schedule/program is useful

Last week I published an article ‘how useful is the construction schedule/program on your project’ which discussed important considerations to take into account when preparing and using a construction schedule. Judging by some comments it would appear some see a construction schedule as an irritating document that just wastes time, or is an instrument for clients to torture their contractors.

However, I would never execute a construction project without a schedule. Sometimes for small construction projects it may just be a simple hand-drawn sketch bar-chart. For large projects it could be a detailed construction schedule using specialised software with a hundred or even thousands of tasks. Sometimes the detailed schedule is developed from my hand drawn sketch. In some instances the schedule could take a pictorial form.

Here are 10 reasons why I consider a construction schedule to be an important aid on my projects?

1. The schedule is useful when formulating tender or bid estimates because:
   
   
   1. It enables you to see whether the duration the client has stipulated is achievable. Who wants to win a project with an impossible duration where you could be penalised for completing it late? If you cannot meet the client’s schedule submit an alternative bid based on your schedule, or don’t bid for the project.
      
      
   2. When you know the overall project duration you can calculate your overhead costs (preliminaries) which are your management, supervision and running costs.
      
      
   3. If the schedule is resourced you can use it to either calculate, or certainly check, your tender estimate.
      
      
   4. I like to submit my tender schedule with my bid price. I believe this strengthens your bid as it demonstrates to the client you’ve thought through the project and know how you will construct it.
      
      
   5. The tender schedule could also demonstrate to the client the obligations they need to fulfil (such as when they need to provide access or information).
      
      
   6. The tender schedule can be used to forecast the contractor’s cash flow. More contractors have failed because of insufficient cash flow than because their projects lost money, and sometimes this is due to contractors taking on projects that are a drain on their cash flow because they are too large or have unfavourable payment conditions.
      
      
2. It’s possible with a correctly constructed schedule to move the critical path through different activities. This process could either shorten or extend the overall project duration. By doing this I was able on one project to shorten a 44 week schedule to 40 weeks. It’s a bit like finding a route to a destination. Whether you’re using Google Maps or an App on your Smart device, the program analyses thousands of routes and then provides several choices. Some routes may avoid tolls, while others are best when there is no traffic, while some have a shorter distance but longer duration.
   
   
3. With a properly resourced schedule it’s possible to change the sequencing of activities and extend or shorten durations in such a manner that the use of resources is smoothed and optimised. This helps reduce the peak resource demands and maintains continuity of resources, eliminating resources having to be demobilised and then remobilised again at additional costs.
   
   
4. The schedule shows the team the goals/targets/milestones and when they must be met. It then shows the route that the team must follow – kind of like following a map to get to your destination. It provides the sequence of tasks to guide Project Managers and Supervisors as to which activities they need to be working on, and which are the next ones they should be planning for. Without this map or schedule you may find individuals in the team pulling and working in different directions, maybe even not knowing when the target must be achieved.
   
   
5. They provide the dates when construction materials are required on the project site.
   
   
6. They can be used to monitor the progress of subcontractors and suppliers.
   
   
7. A project schedule supplied to subcontractors when they tender, which is then included in their contract document, reduces opportunities for them to misunderstand the construction project durations or resources required, which lessens the possibility of claims and disputes.
   
   
8. A resourced construction schedule allows you to plan the mobilisation of resources. You know how many of which type of resource you need and when. I’ve walked onto many projects and found that they either had too few or too many resources because the Project Manager didn’t understand the project schedule.
   
   
9. Many contractors see the schedule as an opportunity for the client to use it to bash and penalise them. I see it as an opportunity to ensure the client meets their obligations (such as providing access and information) timeously. An approved project construction schedule is a valuable aid when preparing extension of time claims.
   
   
10. Importantly the schedule provides feedback on whether the construction work is proceeding according to schedule and whether the project will be completed in time. When it’s detected that progress is slipping action can be taken to recover the slippage which may include bringing on additional resources or working extended shifts.
    
    

Many construction companies don’t produce construction schedule because they are too scared to commit a completion date to the client, and fearful that a schedule will create additional work for them. Yet, a properly constructed construction schedule provides an opportunity to efficiently manage the project and to ensure the client meets their obligations.

Other similar useful articles by the author are:

‘The importance of planning your construction project’

‘What you need to know to close out your project successfully’

‘Understanding the real cost of delays on your construction project’

 (Paul Netscher is the author of the acclaimed books ‘Successful Construction Project Management: The Practical Guide’ [a required text for Bachelor of Construction Management at some universities] and ‘Building a Successful Construction Company: The Practical Guide’. Both books are available in paperback and e-book from Amazon and other retail outlets. This article is adapted from information included in these books.)