The Art of Delivering Projects on Time: How to Stay on Schedule

Delivering projects on time all boils down to one word. And that word is "variables." I know that's somewhat oxymoronic given how broad the term "variables" is – not to mention the fact that said variables need to work in harmony in order for your project to stay on schedule. That's why this here blog outlines: 

• What good on-time project delivery looks like
• The variables and their potential pitfalls
• Proven tips for delivering projects on time without sacrificing quality

So, let's explore the essential tools and techniques that transform timely delivery from a challenge into an achievable goal. 

What does on-time project delivery look like?

Nobody kicks off a project seeing everything seamlessly sliding into place. More often than not, we find ourselves bogged down in the What Ifs of it all, which is counterproductive. That said, it's worth shaking off all the potential neg-bombs and reminding ourselves what good on-time project delivery looks like before jumping into the mire of potential project pitfalls.

Bringing it back to basics; on-time project delivery means completing a project within the assigned deadline – while meeting all the predefined goals and quality standards. Below are five things that contribute towards optimum project delivery:

1. Effective planning: This is all about being realistic. You need to establish a clear timeline (which you review often) before setting realistic milestones.‍
2. Resource management: Allocating resources efficiently to ensure they are available when needed.‍
3. Cross-functional communication: Keeping all stakeholders informed and engaged throughout the project.
4. ‍Risk management: Identifying and mitigating potential risks that could cause delays.
5. ‍Consistent monitoring: Regularly tracking progress against the plan and making adjustments as necessary.

In essence, the art of delivering projects on time involves navigating and avoiding seen and unforeseen bottlenecks, while delivering the expected outcomes within your allotted schedule.

3 key reasons why projects aren’t delivered on time

For argument’s sake, I could just repeat “scope creep” over and over again. It is by far the biggest scourge in terms of delivering projects on time. There are a slew of additional reasons, however, including: 

1. Over-enthusiasm 

Project managers are often optimistic souls; otherwise nothing would ever get done. Even the most cynical of PMs have experienced that rose-tinted veneer that descends at the start of a project, whereby things seem simpler or more manageable than they actually are. Instead of creating a feeling of calm, this should instead instill alarm bells. 

Why? Because clearly, you don’t have all the required information on hand. You need hard data. 

2. Unforeseen circumstances

This is it. You’re ready. You’re armed with everything you need AND your team is onboard and motivated to nail this project. And then something happens – be it internal or external – that you just can’t account for which threatens to derail proceedings.

Fret not, there are effective forecasting methods you can employ at the start of every project, which we’ve outlined here. In short, no one can tell the future, but that doesn’t mean you don’t plan and make contingencies for life’s inevitable curve balls. Just ‘cause you don’t know what exactly they might look like you can still create a buffer within your schedule for such events. 

3. Human behavior

While project management may seem purely a numbers game, the human element is pivotal. Effective teamwork among stakeholders and relevant subject matter experts is vital, as poor communication only exacerbates problems. It’s also worth repeating that poor communication born from silos is the breeding ground for muddied transparency and scope creep.

Effective project management hinges on recognizing diverse experiences and motivations, and using soft leadership skills – like communication and collaborative leadership – to boost success rates. 

What to do when a project is behind schedule

First and foremost – DON’T PANIC. Secondly, consider it a fitting juncture to review your project management triangle, assuming you haven’t done so already.

By way of an overview, a project manager's role is to juggle the three crucial elements of the project management triangle to ensure quality – while staying within budget, meeting deadlines, and sticking to project specifications.

In addition to reviewing the project scope, adjusting resources, and revising the deadline, other ways to mitigate a project that’s behind schedule include:

• Reviewing priorities: For instance, hone in on critical tasks that directly impact the project’s progress and, by extension, its deadline. Perhaps consider pushing less essential tasks to a later phase and re-evaluate the hours required.
• Forecasting further risks: Again, nobody can peer around corners, but you can still build a buffer into your new timeline for any unforeseen external issues or internal hiccups. 
• Making efficiency your focus: Streamline processes and eliminate any bottlenecks that are slowing down progress. Automate and/or outsource where feasible.
• Benchmarking communication: Having to readjust a project deadline is part and parcel of project management. The one thing that can ease this setback is consistent communication. Make sure you inform all stakeholders at regular points throughout the process (for instance, create a cadence whereby you provide updates every Monday and Thursday).
• Remember that morale is everything: Even though it’s probably the last thing you want to be doing, you need to be your team’s cheerleader. If you don’t keep them buoyed then they’re less likely to pull together and meet challenging deadlines. As such, encourage feedback and reward results. 

6 tips on how to deliver projects on time

Needless to say, delivering projects on time is a critical component of successful project management and – by extension – the growth of your business. Whether you're a seasoned project manager or new to the field, these insights will either provide valuable guidance or serve as a timely reminder of what you need to do to keep projects on track. 

1. Create smaller projects in the wider project plan

Dividing the larger project plan into smaller, more manageable components just makes things easier. This approach not only makes the project less intimidating but also provides an effective way to track and measure its progress throughout its lifecycle. 

Moreover, you can celebrate each milestone along the way, which will further motivate your team as they move into each new phase.

2. Select your optimum team

After breaking down the project into smaller components, assign tasks to the appropriate team members. How do you know if they're appropriate? Consider creating an organizational chart that outlines each person's role, duties, and priorities within the project. 

It's important for everyone to understand not only their own responsibilities but also those of their teammates. This awareness fosters open communication, making it easier to traverse one phase of the project to the next. It also allows team members to request updates on internal deadlines and seek help with deliverables if/when needed.

3. Embrace flexibility

There is often more than one way to reach a goal, and as stated above not everything always goes to plan. So you must be open to new ideas and ways of undertaking various aspects of a project to ensure on-time delivery, even if there are some setbacks along the way.

4. Use the tools, methodologies, and visual aids available

So. Many. Tools. And. Methodologies. That said, not all of them need to be in your tech stack or part of your process, otherwise your team can easily get overwhelmed. For example, consider the following:

• Project management software: To keep abreast of what's happening and when ensure your team is all on the same page – be it via Asana, Slack, Jira, or otherwise.
• Time tracking tools: These are crucial for monitoring task progress and keeping projects on schedule, helping to identify bottlenecks/areas for improvement while helping you optimize resource allocation. I'm clearly biased, but automatic time tracking with Memtime is a great way to get a handle on how much time specific parts of projects, and whole projects take. This data helps to craft realistic timelines and identify those time drains.
• Visual aids: We're fond of calendars and Kanban boards in all their forms. They've been around so long for a reason. This provides accountability and motivation for everyone on the team. Another option is to use physical charts that you post in public areas and fill in when you achieve important milestones, such as submitting key deliverables.
• Decide on a methodology: Be it Scrum, Agile or otherwise, there’s a reason such project management methodologies have only gained traction over time. Why? Because they emphasize adaptability, collaboration, and customer feedback.

5. Create a buffer deadline

By that, I mean setting a deadline for yourselves that – depending on the size/scale of the project – gives you breathing room before your official stakeholder/client deadline. 

6. Always refer back to the project goal

It's all too easy to get swamped in the minutia of a project, but it's crucial for success to consistently focus on the end goal. Keeping the final objective in mind ensures the project stays on track and is completed successfully – and on time. 

As for how that might look? I personally find summarizing a project into one key sentence and having that emblazoned across the top of every page is a good way of reminding everyone involved. 

Wrapping up

There is no greater criterion for a project manager than delivering projects on time. Otherwise, what’s the point? By melding strategic planning, resource management, and adaptability, you’re better equipped to juggle the intricacies of any project. Steps for keeping your teams aligned and on track include:

• Effective communication
• Regular monitoring
• Risk management
• Celebrating milestones

Moreover, leveraging agile methodologies allows for continuous reassessment and adjustment, minimizing the scourge of every project timeline – scope creep. In essence, the art of staying on schedule involves a balance of planning, flexibility, and acknowledging that humans aren't machines and will bring their own foibles, biases, and brilliance to proceedings. 

Embracing these practices helps project managers overcome challenges and deliver high-quality results. The key is to have a solid backup strategy and sufficient buffers to avoid missing deadlines and disappointing stakeholders.

The first step is letting us take the tricky matter of time tracking off your hands. Memtime tracks your team members' time without intruding on privacy or causing distractions, integrating seamlessly with whatever project management software you choose. 

It provides real, accurate data on work hours and tasks, helping identify areas for improvement. You can see who is overutilized or underutilized, balance workloads, and determine which projects consume the most time and resources.If you fancy seeing how Memtime can work for you and your project management, why not kick off your 14 day free trial?