What is a project schedule [tips and examples]

Like a boat without a sail, a project without a schedule is prone to drifting off track. Teams waste time figuring out what to do next. Deadlines sneak up. Work overlaps or stalls and frustration builds like storm clouds on the horizon.

A strong schedule keeps things moving, making sure the right people do the right tasks at the right time. It’s a foundational piece of the project management puzzle, so getting it right is an absolute must. Here are some tips on how to do it well.

What is a project schedule?

It’s a document that breaks your project down into steps. It contains a list of tasks, dependencies, deadlines, and a register everyone responsible for each job. It can be as simple as a list of dates, or as detailed as a chart mapping every single task, milestone and handoff. Some schedules are regimented, others are more flexible. 

Whatever the format, a schedule will tell you:

• What you need to do 
• When you need to do it
• Who is doing it

This information helps managers and their teams stay on track and spot issues before they snowball. It’s also a helpful document for managing stakeholder expectations.

What is project schedule management?

A good schedule isn’t set in stone, and neither is a good manager. 

Schedule management usually falls under the project manager’s remit. It involves creating the document, planning ahead, and making sure work gets done on time. 

It flexes as the project moves forward, keeping everything on track even when surprises pop up.

It’s also about tracking progress and adjusting when things don’t go to plan. 

Maybe someone is sick, or a client wants a change. Managing the schedule means spotting these bumps early and making fixes before they turn into bigger problems.

Why should you use a project schedule?

The short answer? Because it keeps you on track. 

A good schedule shows how tasks fit together, and helps teams work in sync. It also helps you manage triple constraints (time, cost, scope) wisely. With a clear plan, you can avoid ballooning budgets, stretched scope, and delayed deadlines, all of which are a fast track to project failure.

And if something changes (because it always does), a well-planned schedule makes it easier to adjust without throwing everything off track.

• Clarity: A list of things to do and by when.
• Direction: An end goal with the steps to get there. 
• Resource allocation: Know when you need and when thanks to sequenced tasks.
• Triple constraint: Time, cost, and scope mapped out to keep you on track. 
• Time management: Sequenced work with deadlines keeps everyone moving. 
• Communication: A way to set expectations and keep everyone on the same page.
• Risk management: Spot bottlenecks and roadblocks before they hit you unawares.
• Live progress tracking: By comparing actual progress with planned progress, you can see if the project is ahead of, on, or behind schedule.

The essential components of a project schedule

A project schedule has a few key parts that make it work. These pieces help break down the project into manageable steps and keep things moving.

Tasks and milestones: Every project is made up of tasks. Some are big, some are small. Milestones mark the end of key clusters of tasks, helping the team see progress.

Start and end dates: Each task needs boundaries. These dates tell the team when to begin and how long to spend on each task. It also stops things dragging on. 

Resources: Resources include the people, tools, and materials you need to complete each task. A project schedule helps everyone know their roles. 

Dependencies: Some tasks can’t start until others end. A schedule shows these relationships so the team knows what needs to happen first. 

Buffer time: Things don’t always go as planned. Buffer time gives you wriggle room and helps keep you on track, even when the unexpected happens.

Progress tracking: A project schedule isn’t just for planning — it’s also for checking how things are going. Regular updates on task completion help teams spot any issues early and adjust the plan as needed.

Budgets: Sequenced tasks are easier to manage financially, too. Linking your budget to the project plan helps you allocate resources. See the current spend against the baseline to see how you’re doing, then adjust as necessary. 

Project scheduling techniques

Scheduling is a big job. Luckily, there are plenty of techniques to help you navigate the process. Here’s a run-through of the top options. 

Gantt charts

Gantt charts are popular scheduling because they’re easy to read, and easy to make. You just list your tasks along a vertical axis, then plot time against the horizontal one. Colorful bars represent each task, making it easy to see when each one starts and ends. 

You can also see overlapping tasks and deadlines, making it easy to track progress and adjust when things fall behind.

PERT (Program Evaluation and Review Technique)

PERT charts are for more complex projects. Unlike Gantt charts, which show timings, PERT charts are more about showing the sequence of tasks and how they depend on each other rather than just their timing (although timing is included too). 

Critical Path Method (CPM)

The Critical Path Method helps you identify the longest sequence of tasks that you need to complete to avoid delaying the entire project. You can work it out manually, or if you’re using task management software like Backlog, get the tool to do it for you. Easy! 

Agile scheduling

When you need to be nimble, Agile scheduling is the one to choose. It’s a flexible approach that focuses on delivering small, functional pieces of work frequently. Instead of planning out the entire project at once, you break it down into short sprints (typically 1–4 weeks), with each sprint producing something usable or testable. This means you get regular feedback, which takes some of the stress out of launch day. 

Resource-oriented scheduling

This technique focuses on assigning tasks based on available resources, like team members, tools, or equipment. It helps you avoid stretching people/things too thin while overwhelming others, both of which are inefficient. 

How to create a project schedule

Now we’ve run through the basics, let’s tackle the real thing. Creating a project schedule is about turning your goals into a clear plan. While there’s room for personalization, there are some key steps it needs to include. Here’s a breakdown. 

1. Define the project scope and overall goal

Before you do any task organizing, start with the big picture. What’s the project about? What are you trying to achieve? Getting this crystalized will help you get started. If you haven’t already got one, make sure you have a vision statement handy as part of your overall goal — they go hand-in-hand.  

Once you’ve clarified your goal, tackle the project scope. What’s included in the project, and what’s not? Articulating this beforehand will help you avoid the dreaded scope creep later on. 

Example: If you’re planning a marketing campaign, your main goal might be to “Increase online sales by 20% in the next 6 months via social media ads and influencer partnerships.” The scope would define the activities included (like creating ads), building a media plan, and coordinating with influencers — and exclude activities like setting up new website features.

2. Identify stakeholders

Stakeholders are anyone who has a vested interest in the project — clients, team members, management, end-users, and so on. Knowing their needs will help you shape the schedule and manage their expectations. 

For example, if the marketing team is a stakeholder, you might need to involve them at specific but limited points, like a content review or launch planning. If the client has strict approval stages, that will affect your timeline. Make sure you’re proactive with communication and get their input early to avoid delays later on.

3. Break the project into tasks

Now you’ve laid the foundations, it’s time to tackle those tasks! With your project scope handy, break down your project into smaller, manageable jobs. These should be specific, time-bound actions, rather than vague ideas like “launch website”. 

For example: 

• Research target audience (2 days)
• Develop ad creatives (5 days)
• Set up ad accounts (1 day)
• Write influencer contract (3 days)
• Launch social media ads (1 day)
• Monitor campaign performance (ongoing, weekly check-ins)

4. Identify task dependencies

Some tasks can’t start until others are done. These are dependencies, and they affect your timeline. Map out the order of tasks and then work out which are dependent on others (or use a project management tool like Backlog that does dependency mapping for you at the click of a button). 

Example:

• Research target audience must be done before developing ad creatives.
• Ad creatives can’t be launched until the contract with influencers is signed.
• You can’t launch ads without having the ad accounts set up.

5. Set priorities and deadlines

Not all tasks need to happen at once, so set clear priorities. Some tasks are critical, like setting up the website’s server, and others are secondary, like creating marketing materials. Work out what you need to do first and build deadlines around that. 

Example: Setting up ad accounts and developing ad creatives are essential tasks. You set the deadline one week from the start, while ad creatives need to be ready in two weeks. Launching the ads is the next major milestone, so you set the deadline immediately after all creatives and contracts are ready.

6. Estimate time and resources

When it comes to resource planning, be realistic about what you’ll need, both in terms of time and resources (people, tools, equipment). Do you need additional software, extra team members, or specific tools? Make sure these are accounted for in the schedule.

Example:

• Research target audience: 2 days
• Develop ad creatives: 5 days (requires design software and a designer)
• Set up ad accounts: 1 day (requires access to advertising platforms like Facebook, Instagram, etc.)
• Write influencer contract: 3 days (requires input from the legal team)
• Launch ads: 1 day (requires access to ad accounts and approved creatives)
• Monitor campaign performance: Ongoing, with weekly reports

7. Assign tasks to people

A task needs an owner. Assign team members based on their skills and availability. Be clear about who is responsible for what so there’s no loafing around, and set deadlines. It’s also important to consider workload — don’t overload people with too many tasks at once.

Example:

• Research target audience by April 5: Marketing manager
• Develop ad creatives by April 30: Design team
• Set up ad accounts by April 30: Social media specialist
• Write influencer contract by April 12: Legal team
• Launch social media ads by May 30: Social media manager
• Monitor campaign performance with weekly reviews: Marketing manager

8. Choose the right tools

To keep the project organized, get collaboration tools involved. There’s no excuse for limiting yourself to email and phone. Diagramming tools for virtual whiteboards and remote brainstorming, project management software for dynamic Gantt charts and automatic updates — it’s the easiest way to get everyone on the same page, including stakeholders.

Example: For this campaign, the project management uses Backlog to assign tasks with deadlines. The team logs to see who is working on what and when things are due. Whenever someone completes a task, everyone gets a notification. Meanwhile stakeholders are given partial access so they can check in on progress without having to wait for email updates. 

9. Track progress and adjust

A good schedule has flexibility built in. As work starts, track the progress of each task and update the schedule. If one task slips behind, amend the deadline or adjust resources so you stay on track. 

Example: Let’s say the design team falls behind on creating the ad creatives. In this case, you can adjust the schedule by shifting other tasks, like the influencer contract, to a later date. Or you might decide to reassign the task to a different designer if necessary to avoid a bottleneck. 

How to launch your schedule

Here are some quick and easy tips to bring your schedule to life. 

• Share it, communicate it, and update regularly: Make sure everyone can access the schedule, explain how it works/why it’s important, and keep it updated. Ideally, use a shared space like a cloud folder or project management tool so no one misses changes.
  
• Keep it simple and clear: Use an easy-to-read format. Gantt charts or simple tables help everyone see the timeline and dependencies clearly. And banish jargon, especially if you’ll have people from all areas viewing things.
  
• Set realistic deadlines and give yourself breathing room: Don’t rush things. Plan for some buffer time in case something unexpected pops up. Spoiler alert: it will.
  
• Communicate often: Check in with the team to make sure everyone’s happy and on track. Keep the lines open for questions or concerns.
  
• Make it clear who’s doing what: Assign tasks clearly to people and make sure they know what’s expected. Check-in to make sure things are moving forward.
  
• Stay flexible and adjust when needed: Things rarely go entirely smoothly. Be ready to shift things around, but always keep the big picture in mind.
  
• Celebrate wins and learn from the past: Acknowledge progress to keep the team motivated. After the project, take a moment to look back and figure out what worked (and what didn’t) for next time.

Backlog was made for scheduling 

Backlog and scheduling are a dream team. With one easy-to-use interface, it helps teams plan, track, and adjust their work in one place. It includes Gantt charts, burndown charts, integrations, real-time updates, and more, keeping everyone on the same page wherever they are. Whether you’re managing a small project or a complex workflow, Backlog makes scheduling easy, clear, and flexible — so your team can focus on getting more done. Try it for free today!