What is a Workback Schedule?
A workback project plan, or workback schedule, is a method that lets you schedule your project phases from the end date backward. Workback scheduling involves many steps that focus on allocating tasks in reverse order. Backward Scheduling requires a projected submission date from the customer because workback schedules think backward to plan a project's life cycle from the start date to delivery. While there’s a projected number on how many resources are needed, there’s no definite member allocation yet; members are pulled into the project as it progresses. Team members are just informed beforehand on how much work needs to be done so the company won’t miss the deadline. The Workback schedule is a powerful tool for managing projects that lack specific details. It allows you to set deadlines, assign tasks, and track the progress of each task on an ongoing basis so that deliverables are still completed on time. You can use workback scheduling for any project you are working on. It allows projects to get off the ground faster while being guided throughout their duration. This technique can make tackling new tasks or completing old ones done more efficiently.
How Can You Create a Workback Schedule?
To create workback schedules, you usually reverse engineer a project's schedule. You need to know the project start date and due date and reverse the order. You may easily create a workback schedule template on a spreadsheet, an Excel form, or a project management tool like Trello, Asana, Jira, Monday, Clickup, or Zentao. When you're working on a timeline, it is important to set deadlines for tasks. This way, there will be no confusion about when the work will be completed and what needs to be done by then. There won’t be gaps or leftover projects from one deadline date continuing into another with incomplete requirements or features.
Why Do You Need a Workback Schedule?
A workback schedule is a great way to avoid missing deadlines. It helps teams stay organized and on top of their game so that they can complete all tasks by the deadline with no problems. Chasing deadlines could lead down an unproductive path that might result in low-quality results. A clear workback schedule is essential for a smooth-running project. It helps in mapping out all the tasks that are required to finish a project, as well as assign a person and due date to each task. Workback timescales can help your team determine if a defined deadline fits the scope of work. If it does, you might be able to streamline operations or coordinate plans for increased production capacity. You can use one timer schedule as opposed to two separate ones on different days depending on availability, all while meeting those deadlines sooner rather than later!
The Key Benefits of a Workback Schedule
You want to manage your schedule like a pro entrepreneur. A workback schedule is a flexible tool that allows project managers to plan their time and resources more efficiently. Because it's designed as an end-to-date resource, the dates will always be in sync with what you need for your upcoming projects.
Organize Your Deadlines, Streamline Production And Remember Tasks' Due Dates
To provide a workback schedule, the team must come up with a hard deadline and due dates. Try estimating how long it would take them to meet these requirements on time by communicating in advance with other relevant parties about possible delivery dates. If there’s any client communication that needs attention immediately during working hours, a good rule of thumb is to make sure everyone knows what they should do if things get busy! The best way to finish a project is by doing tasks with solid due dates and strong outcomes. If deadlines are missed, have ways of making up for them so that there won't be any problems in future projects when working on task completion time management.
A deadline-driven approach means you can plan for your work schedule without worrying about running out of things left to do for the project.
Have Your Work Reviewed And Double-Checked By Your Teammates
After putting together your schedule with the team, review it and make sure all data is valid. Detailed double-checking can help you move faster to deadlines. The plan and deadlines should be approved by members along with the project deliverables before commencing the project.
When You Should Use a Workback Schedule
There is a way to make sure your projects stay on track and don't get out of hand. Employing a workback schedule where you can decide when your team will work towards certain goals or dates rather than following an exact timeline can be helpful in some cases. It allows more flexibility for special circumstances that might arise while completing tasks such as emergencies or changes in scope before completion. Missing deadlines is still possible if left unchecked, especially if there’s not enough time allotted between each milestone. Workback plans allow teams that have already completed half their task but still need help, to get more resources as needed. This way, everyone finishes closely together instead of overtaking one another that may result in too much pressure on other members.
Workback Schedule Challenges And Risks
If you don't have a workback schedule template, it can be challenging to start with. Don't worry as there are many tools online at your disposal. When you think meeting the proposed deadline while upholding your team or organization's standards is simply impossible, it can be tempting to sacrifice some of these elements to get a project done on time. But before giving in to this temptation and cutting corners that will only cause problems later down the line, have an honest discussion with the client about their needs and come up with a deadline that will suit both party’s timelines. There are other challenges for developing workback schedules as well. There’s the problem of predicting how much time a certain phase requires, checking quality assurance metrics after completion (and adjusting accordingly), and forecasting possible issues that may cause delays in the timeline. It is important to get advice when you are unsure of how best to deliver on time or according to standards. Senior managers, especially ones who have been through the same thing before may be able to help resolve this situation for an expedited solution. As part of your workback calendar, you will create schedules on a due date backward. This could cause insufficient allocation of resources, and as such, organizations with firm deadlines need to have more say in the matter. Otherwise, the project deadline will keep on moving as there will be no commitment to finish things on time. Scheduling is an important part of project management, but it's not enough to just have a good schedule. You need the right resources at each stage to avoid any potential problems with delays or overages later. Everything should be scheduled precisely according to initial estimates, and if possible, complete the project better or earlier than expected.
Don't Stick to Only One Workback Schedule Template
Most project managers would agree that the best way to be sure the team is on time with their first or last task is by automating some of the tasks to help streamline efforts. When applying the workback calendar framework, you don't want to stick with one template. You can use different versions or mix and match what works for the team. A workback schedule also enables the use of contemporary scheduling programs in tandem with other systems for planning out timelines or organizing projects on paper-based plans. With this type of management system, tasks become more manageable not only when there are deadlines but also when someone needs more time than what’s allotted.
Using The Workback Schedule Methodology to be More Effective And Productive
A workback schedule is a type of planning where you list all your tasks and deadlines, then assign them to specific days or periods in the future. If you want to be more efficient at managing your workload and getting things done on time (or ahead of time), having a workback schedule can help make sure that everything gets finished as planned. Creating a workback schedule is an excellent tool for staying organized and on track in your business operations. What does it mean? A workback schedule has deadlines broken down into specific segments of time, so you can plan out the rest of your week or month accordingly. It helps to have another team member review your tasks before they are due so that nothing falls through the cracks. You also get double benefits from having two people working with one another - not only will both parties be more effective at their job together but each person will serve as a check against the other's mistakes. Remember, if workback scheduling seems like too much work or it’s not something that will fit into your workflow, there are other types of schedules out there worth considering. What do you think? Is it worth taking some extra steps now so that you save yourself tons of stress later down the line? At Growth Hackers, we help startups, small businesses and entrepreneurs succeed by designing for them online business personalized content filled with growth hacking techniques. If you think that a bit of extra help might be necessary to help you grow your business, contact Growth Hackers and we will start to help you from today.
Jonathan Aufray
I am the co-founder and CEO at Growth Hackers. I help startups, SMBs and entrepreneurs grow with digital marketing and growth hacking. I help them drive traffic, generate leads, improve conversions & increase their revenue with data-driven growth strategies. I am passionate about startups, growth hacking, inbound marketing and entrepreneurship. You can follow me on Twitter: @jonathan_aufray or connect with me on LinkedIn.
