{"id":49555,"date":"2024-01-29T17:34:53","date_gmt":"2024-01-29T17:34:53","guid":{"rendered":"https:\/\/toggl.com\/blog\/?p=49555"},"modified":"2025-11-11T15:25:09","modified_gmt":"2025-11-11T15:25:09","slug":"how-to-create-a-project-schedule","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/how-to-create-a-project-schedule","title":{"rendered":"How To Make A Project Schedule? [A Step-by-Step Guide]"},"content":{"rendered":"\n<p>Ever struggled with keeping a project on track? You&#8217;re not alone. A solid project schedule is your secret weapon.<\/p>\n\n\n\n<p>It&#8217;s not just about listing tasks and deadlines. It&#8217;s about clarity and direction. Whether you&#8217;re a <a href=\"https:\/\/toggl.com\/blog\/project-management-for-beginners\">project management<\/a> pro or just starting, getting your schedule right is key to success.<\/p>\n\n\n\n<p>In this article, you&#8217;ll discover:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Essential elements of a great project schedule.<\/li>\n\n\n\n<li>A simple step-by-step method to build your own.<\/li>\n\n\n\n<li>Tips to dodge common scheduling mistakes.<\/li>\n<\/ul>\n\n\n\n<p>Ready to run your projects smoothly? Let\u2019s get started.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What is a project schedule?<\/strong><\/h2>\n\n\n\n<p>In simple terms, a project schedule is a plan that outlines who does what and by when. It&#8217;s your project&#8217;s timeline, that shows tasks, milestones, and deadlines.<\/p>\n\n\n\n<p>Project managers create project schedules during the planning stages of a project. A well-defined project schedule gives you a clear picture of your priorities, resources, and progress.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Key components of a project schedule<\/strong><\/h3>\n\n\n\n<p>A robust schedule has several key parts that work together. Here\u2019s what you must include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Tasks:<\/strong> What needs to be done? Break down the project into manageable chunks.&nbsp;<\/li>\n\n\n\n<li><strong>Duration:<\/strong> How long will each task take? Set start and end dates for a task based on the duration.<\/li>\n\n\n\n<li><strong>Resources:<\/strong> Who&#8217;s doing what? Assign tasks to team members. Don&#8217;t forget tools and equipment, too.<\/li>\n\n\n\n<li><strong>Dependencies:<\/strong> Some tasks depend on others. Identify these connections to avoid bottlenecks.<\/li>\n\n\n\n<li><strong>Milestones:<\/strong> These are your checkpoints along the way. They&#8217;re great for tracking progress and keeping the team motivated.<\/li>\n\n\n\n<li><strong>Deadlines:<\/strong> Set clear deadlines for tasks and milestones. This keeps everyone aligned and moving forward.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Types of project schedules<\/strong><\/h3>\n\n\n\n<p>The three main types of project schedules are:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Master project schedule:<\/strong> This schedule provides an overview of a project&#8217;s phases and milestones. It offers a high-level view of the entire <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/create-project-timeline\" title=\"project timeline\" data-wpil-keyword-link=\"linked\">project timeline<\/a>.<\/li>\n\n\n\n<li><strong>Milestone schedule:<\/strong> Milestone schedules focus primarily on the major milestones or significant dates on the project\u2019s timeline.&nbsp;<\/li>\n\n\n\n<li><strong>Detailed project schedule:<\/strong> A detailed schedule includes all the tasks, subtasks, dependencies, resources, and timeframes required to complete the project.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Importance of project schedules<\/strong><\/h2>\n\n\n\n<p>You might ask: Why do project schedules matter? Can\u2019t I just start working on a project and figure things out on the way? Or start with a simple spreadsheet to plan and track project tasks?<\/p>\n\n\n\n<p>Well, you could, but it would probably cause you a lot of problems.&nbsp;<\/p>\n\n\n\n<p>With an effective project schedule, you:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Have <a href=\"https:\/\/toggl.com\/blog\/what-is-a-project-roadmap\">a clear roadmap<\/a> in the early stages of a project<\/li>\n\n\n\n<li>Communicate and manage client and team expectations<\/li>\n\n\n\n<li>Track and manage project progress<\/li>\n\n\n\n<li>Identify roadblocks and risks early on<\/li>\n\n\n\n<li>Allocate and manage resources effectively<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to create a project schedule in 7 steps<\/strong><\/h2>\n\n\n\n<p>There\u2019s a lot that goes into realistic project schedule management.<\/p>\n\n\n\n<p>We\u2019ve simplified things and developed a step-by-step guide to make the process more efficient and straightforward.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"719\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-1024x719.jpeg\" alt=\"Graph explaining the 7 steps of creating a project schedule.\" class=\"wp-image-49556\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-1024x719.jpeg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-300x211.jpeg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-768x539.jpeg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-575x404.jpeg 575w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-1082x760.jpeg 1082w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-1148x806.jpeg 1148w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28-112x79.jpeg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-28.jpeg 1280w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>We will look at each step in more detail.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #1: Define the project scope<\/strong><\/h3>\n\n\n\n<p>This step is about establishing what you want to achieve with the project and what it will take.&nbsp;<\/p>\n\n\n\n<p>The scope details the work you must do to deliver the project. In the project scope, you set the limits of your project and outline budgets, deadlines, and resources.&nbsp;<\/p>\n\n\n\n<p>Defining your project scope can include creating a scope statement, <a href=\"https:\/\/toggl.com\/blog\/statement-of-work\">statement of work<\/a>, or <a href=\"https:\/\/toggl.com\/blog\/requirements-gathering\">gathering requirements<\/a>.<\/p>\n\n\n\n<p>Why define your project\u2019s scope?<\/p>\n\n\n\n<p>You create a roadmap for your project that gives your team a clear direction.&nbsp;<\/p>\n\n\n\n<p>You reduce confusion and set clear expectations for everyone involved. Also, you can better prevent <a href=\"https:\/\/toggl.com\/blog\/project-scope-creep\">scope creep<\/a> and avoid unexpected delays.&nbsp;<\/p>\n\n\n\n<p>Project managers usually create the project scope during the planning phase of the project lifecycle. After they make it, they share it with the client for approval.&nbsp;<\/p>\n\n\n\n<p>Getting the client\u2019s thumbs up for your scope is super important. Without it, you risk revisions, extra costs, or delays.&nbsp;<\/p>\n\n\n\n<p>Here are five brief steps for creating a project scope:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Set objectives: <\/strong>Your <a href=\"https:\/\/toggl.com\/blog\/project-objectives\">project\u2019s goals<\/a> should be clear, measurable, and achievable. They should also align with the project\u2019s overall purpose.<\/li>\n<\/ol>\n\n\n\n<p>Set precise objectives to guide your team to work at their best.&nbsp;<\/p>\n\n\n\n<ol start=\"2\" class=\"wp-block-list\">\n<li><strong>Define deliverables: <\/strong>These are the tangible or intangible products or results the project will deliver.&nbsp;<\/li>\n<\/ol>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/blog\/project-deliverables\">Project deliverables<\/a> include reports, documents, software, etc. List them in the scope to set accurate expectations.<\/p>\n\n\n\n<ol start=\"3\" class=\"wp-block-list\">\n<li><strong>Identify constraints:<\/strong> Are there any limitations or restrictions within the project? These could be time, budget, resources, or technology.&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>Identify <a href=\"https:\/\/toggl.com\/blog\/the-triple-constraints-of-project-management\">project constraints<\/a> from the get-go so you can manage risks and expectations effectively.<\/p>\n\n\n\n<ol start=\"4\" class=\"wp-block-list\">\n<li><strong>Document scope items:<\/strong> Scope items document the project\u2019s activities and deliverables.&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>Define clear scope items and get stakeholders to sign off on them to prevent misunderstandings during the project life cycle.<\/p>\n\n\n\n<ol start=\"5\" class=\"wp-block-list\">\n<li><strong>Set priorities: <\/strong>Make it clear in the project scope which project goals or tasks have priority over others.<\/li>\n<\/ol>\n\n\n\n<p>That way, you can allocate resources efficiently and tackle the most critical tasks first.&nbsp;<\/p>\n\n\n\n<p>To speed things up, you can use our free <a href=\"https:\/\/docs.google.com\/document\/d\/12Ha6Thhydq4mleh-XITdc4gS1MPMoneipzwD-RfEnKo\/copy\" target=\"_blank\">Project Scope Template<\/a> to define your project scope easily.<\/p>\n\n\n\n<p>To use the template, just make a copy of it, and you\u2019re ready to go.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #2: Identify project tasks<\/strong><\/h3>\n\n\n\n<p>Creating a project scope gives you an overview of your project.&nbsp;<\/p>\n\n\n\n<p>The next step is to go more in-depth and get specific about it. Identifying particular tasks will make your projects manageable and more straightforward to assign, execute, and track.&nbsp;<\/p>\n\n\n\n<p>Create a Work Breakdown Structure (<a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/work-breakdown-structure\" title=\"WBS\" data-wpil-keyword-link=\"linked\">WBS<\/a>) to break your project into smaller tasks.&nbsp;<\/p>\n\n\n\n<p><strong>Why is a WBS important?<\/strong><\/p>\n\n\n\n<p>This scheduling technique provides a clear and detailed framework into deliverables, phases, and tasks. It helps you identify, plan and <a href=\"https:\/\/toggl.com\/blog\/resource-allocation\">allocate resources<\/a> more effectively, resulting in better task management.&nbsp;<\/p>\n\n\n\n<p>Project managers usually break down projects into tasks with inputs from team members or stakeholders. They do this in the planning stage of the project lifecycle.&nbsp;<\/p>\n\n\n        <div class=\"mb-8\">\n            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">Further Reading:<\/span>\n            <div class=\"border-t-[3px] border-b border-yellow-100 py-4 pb-2 lg:grid lg:gap-8\">\n                                    <div class=\"mb-4 lg:mb-2\">\n                        <a class=\"flex items-center hover:italic hover:text-dark-purple-80\" href=\"https:\/\/toggl.com\/blog\/work-breakdown-structure\" title=\"Work Breakdown Structure (WBS): Definition, Benefits &amp; Steps\" aria-label=\"Work Breakdown Structure (WBS): Definition, Benefits &amp; Steps\">\n                            <img decoding=\"async\" loading=\"lazy\" class=\"rounded-full w-14 h-14 mr-4 object-cover\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/09\/blog-wbs-112x59.jpg\" alt=\"Work Breakdown Structure (WBS): Definition, Benefits &amp; Steps\" width=\"56\" height=\"56\">\n                            <span class=\"font-semibold font-heading leading-snug\">Work Breakdown Structure (WBS): Definition, Benefits &amp; Steps<\/span>\n                        <\/a>\n                    <\/div>\n                            <\/div>\n        <\/div>\n    \n\n\n<p>If you want to get started quickly, use our <a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1sEvWPo1hpklU_OlmbAPj3qIHvu_2v_Tjgb15fh8AVl4\/copy\" target=\"_blank\">free WBS template<\/a>.&nbsp;<\/p>\n\n\n\n<p>This template has everything you need to get specific about your projects.&nbsp;<\/p>\n\n\n\n<p>Also, with <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/plan\/index\" title=\"Toggl Plan\" data-wpil-keyword-link=\"linked\">Toggl Plan<\/a>, creating projects and tasks using boards and timelines is easy.&nbsp;<\/p>\n\n\n\n<p>To create a Project in Toggl Plan, click the + sign next to PROJECTS.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"598\" height=\"708\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-88.png\" alt=\"Screenshot of Toggl Plan showing how to create a project.\" class=\"wp-image-49557\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-88.png 598w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-88-253x300.png 253w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-88-341x404.png 341w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-88-95x112.png 95w\" sizes=\"auto, (max-width: 598px) 100vw, 598px\" \/><\/figure>\n\n\n\n<p>In the pop-up window, you can enable timeline and board views to set statuses, tags, or segments.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"870\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-1024x870.png\" alt=\"Screenshot of Toggl Plan showing how to create a project.\" class=\"wp-image-49579\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-1024x870.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-300x255.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-768x652.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-1536x1305.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-476x404.png 476w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-895x760.png 895w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-949x806.png 949w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102-112x95.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-102.png 1542w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>After you\u2019ve assigned attributes to your new project, you can view your project in Timeline view.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"472\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-1024x472.png\" alt=\"Screenshot of Toggl Plan showing the Timeline View.\" class=\"wp-image-49558\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-1024x472.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-300x138.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-768x354.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-1536x708.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-746x344.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-1152x531.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-1500x691.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89-112x52.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-89.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Or easily switch to Board view. Just go to the CLIENTS section and click on Board. (Make sure to enable this view when you create your project.)<\/p>\n\n\n\n<p>This is how your project will look in the Board view.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"449\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-1024x449.png\" alt=\"Screenshot of Toggl Plan showing the Board view.\" class=\"wp-image-49559\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-1024x449.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-300x132.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-768x337.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-1536x674.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-746x327.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-1152x505.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-1500x658.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90-112x49.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-90.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>To create project tasks, go to New Task in the top right corner of your screen.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"255\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-1024x255.png\" alt=\"Screenshot of Toggl Plan showing how to add a new task to a project.\" class=\"wp-image-49560\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-1024x255.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-300x75.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-768x192.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-1536x383.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-746x186.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-1152x287.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-1500x374.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91-112x28.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-91.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Another easy way to create new tasks is by using keyboard shortcuts.&nbsp;<\/p>\n\n\n\n<p>Simply press \u2018N,\u2019 and a pop-up window with the new task\u2019s properties will appear.&nbsp;<\/p>\n\n\n\n<p>Or, if you want to import tasks from CSV files directly to your project, click on the three dots next to New task and select Import tasks.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"326\" height=\"634\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-92.png\" alt=\"Screenshot of Toggl Plan showing how to important tasks from a CSV file.\" class=\"wp-image-49561\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-92.png 326w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-92-154x300.png 154w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-92-208x404.png 208w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-92-58x112.png 58w\" sizes=\"auto, (max-width: 326px) 100vw, 326px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #3: Create a task sequence<\/strong><\/h3>\n\n\n\n<p>Sequencing tasks based on the dependencies makes your planning more efficient.&nbsp;<\/p>\n\n\n\n<p>Task dependencies are relationships between tasks. By setting dependencies between tasks, you organize your work in a clear, well-prioritized way.&nbsp;<\/p>\n\n\n\n<p>The main types of task dependencies are:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Finish to start: <\/strong>A task must finish before the next one can start.<\/li>\n\n\n\n<li><strong>Start to start<\/strong>: A task must start before the next one starts.<\/li>\n\n\n\n<li><strong>Finish to finish: <\/strong>A task must finish before the next one can finish.<\/li>\n\n\n\n<li><strong>Start to finish: <\/strong>A task must start before the next task can finish.<\/li>\n<\/ul>\n\n\n\n<p>If you want to learn more about these prioritization techniques, here are <a href=\"https:\/\/toggl.com\/blog\/how-to-prioritize-tasks\">9 Tips On How To Prioritize Tasks Effectively At Work<\/a>.<\/p>\n\n\n\n<p>Project managers are usually the ones who create task sequences with the help of their project team. This step occurs in the project planning phase after making the WBS.<\/p>\n\n\n\n<p>Toggl Plan can help you order tasks in just a few clicks.&nbsp;<\/p>\n\n\n\n<p>With its drag-and-drop functionality, Toggl Plan lets you quickly move tasks around and order them as you need.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"449\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-1024x449.png\" alt=\"Screenshot of Toggl Plan illustrating its drag and drop functionality.\" class=\"wp-image-49562\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-1024x449.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-300x132.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-768x337.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-1536x674.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-746x327.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-1152x505.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-1500x658.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93-112x49.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-93.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #4: Estimate the amount of time needed to complete each task<\/strong><\/h3>\n\n\n\n<p>Now that you have your tasks in order, it\u2019s time to estimate them.<\/p>\n\n\n\n<p>Time estimation in project management means estimating the time it takes to complete tasks.&nbsp;<\/p>\n\n\n\n<p>Why is it important to know this?<\/p>\n\n\n\n<p>Time estimations enable you to create realistic project schedules and allocate resources efficiently.&nbsp;<\/p>\n\n\n\n<p>To <a href=\"https:\/\/toggl.com\/blog\/project-time-estimation\">estimate more accurately<\/a>, you can use estimation techniques.&nbsp;<\/p>\n\n\n\n<p>Here are some basic techniques you can use to estimate your tasks:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/toggl.com\/blog\/analogous-estimating\"><strong>Analogous estimating<\/strong><\/a><strong>:<\/strong> This method relies on past project historical data to assess time.<\/li>\n\n\n\n<li><strong>Bottom-up estimating:<\/strong> This technique provides an in-depth estimate of each task\u2019s start date and due date. It\u2019s accurate but more time-consuming than other methods.&nbsp;<\/li>\n\n\n\n<li><a href=\"https:\/\/toggl.com\/blog\/parametric-estimating\"><strong>Parametric estimating<\/strong><\/a><strong>: <\/strong>This method uses statistics and defines parameters to complete estimations.&nbsp;<\/li>\n\n\n\n<li><strong>Three-point estimating:<\/strong> This technique takes the best, worst, and most likely scenarios to create a single estimate.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>We go in-depth on all of these in <a href=\"https:\/\/toggl.com\/blog\/project-estimation-techniques\">6 Types of Estimates in Project Management<\/a>.<\/p>\n\n\n\n<p>You can <a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1W74wHfInGzyKBkA23IkeTk_SEP-5XOdfbVWnD0w-GTA\/edit#gid=0\" target=\"_blank\">use our free project estimate template<\/a> to simplify and accelerate your estimation process. Make a copy to use it, and you\u2019re ready.&nbsp;<\/p>\n\n\n\n<p>Also, when creating tasks in Toggl Plan, you can add time estimates to organize workloads better.&nbsp;<\/p>\n\n\n\n<p>To do this, go to Time Estimates in the right part of your screen when adding a new task.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"860\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-1024x860.png\" alt=\"Screenshot of Toggl Plan showing how to add a time estimate to a task.\" class=\"wp-image-49563\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-1024x860.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-300x252.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-768x645.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-481x404.png 481w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-905x760.png 905w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-960x806.png 960w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94-112x94.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-94.png 1508w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Toggl Track, our beautifully simple time-tracking solution, also lets you keep track of time spent on tasks.<\/p>\n\n\n\n<p>Start your timer with just a single click in the top right corner.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"433\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-1024x433.jpeg\" alt=\"Screenshot of Toggl Track showing how to start the task timer.\" class=\"wp-image-49564\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-1024x433.jpeg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-300x127.jpeg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-768x325.jpeg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-1536x650.jpeg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-746x316.jpeg 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-1152x487.jpeg 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-1500x635.jpeg 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29-112x47.jpeg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-29.jpeg 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Toggl Track lets you easily track time spent on tasks, record <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/how-to-track-billable-hours\" title=\"billable hours\" data-wpil-keyword-link=\"linked\">billable hours<\/a>, and create more realistic time estimates.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"529\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-95-1024x529.png\" alt=\"Screenshot of Toggl Track showing a breakdown of billable hours, clocked hours, and earnings.\" class=\"wp-image-49565\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-95-1024x529.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-95-300x155.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-95-768x397.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-95-746x385.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-95-112x58.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-95.png 1082w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Toggl Track integrates seamlessly with Toggl Plan so you can streamline your workflows.&nbsp;<\/p>\n\n\n\n<p>Just right-click on any task on your timeline in Toggl Plan to start the timer.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"396\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-96-1024x396.png\" alt=\"A screenshot of Toggl Plan illustrating its integration with Toggl Track - the user can start a task timer directly from the timeline view in Toggl Plan.\" class=\"wp-image-49566\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-96-1024x396.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-96-300x116.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-96-768x297.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-96-746x289.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-96-112x43.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-96.png 1093w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>With Toggl Plan and Toggl Track, it\u2019s easy to record working hours and come up with more accurate estimates.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #5: Identify resources needed for each task<\/strong><\/h3>\n\n\n\n<p>Here are some reasons why identifying the right resources for a task is complex:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Skill-matching:<\/strong> Skill-matching means aligning your team member\u2019s abilities and knowledge with the requirements of a task.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>It\u2019s easy to see why this matters. You are more likely to produce high-quality work when you engage in tasks that match your skill set.<\/p>\n\n\n\n<p>But if not, it can lead to mistakes and poor quality work.&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Team member availability: <\/strong>Available team members are ready and able to take on new tasks.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Your job as a project manager is to consider resource availability when assigning tasks. Pay attention if they are already committed to other projects or on vacation.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Team member capacity<\/strong> refers to how much work a team member can effectively do at a given time.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>As a project manager, you must accurately assess each team member\u2019s workload before allocating new tasks.&nbsp;<\/p>\n\n\n\n<p>Assigning too many tasks can lower productivity and cause burnout. Or underutilizing team members can lead to inefficiencies and lost opportunities.<\/p>\n\n\n\n<p>Toggl Plan helps you find the right available team members to improve your resource management practices.&nbsp;<\/p>\n\n\n\n<p>Creating teams based on specific skill sets in Toggl Plan is easy.&nbsp;<\/p>\n\n\n\n<p>To do that, click the \u2018+\u2019 button next to the TEAMS section.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"670\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-30-1024x670.jpeg\" alt=\"Screenshot of Toggl Plan showing how to create a new team.\" class=\"wp-image-49567\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-30-1024x670.jpeg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-30-300x196.jpeg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-30-768x503.jpeg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-30-617x404.jpeg 617w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-30-112x73.jpeg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-30.jpeg 1088w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>For example, here\u2019s what a Team Timeline for a Marketing team looks like in Toggl Plan.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"366\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-1024x366.png\" alt=\"Screenshot of Toggl Plan showing the Team Timeline.\" class=\"wp-image-49568\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-1024x366.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-300x107.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-768x275.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-1536x549.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-746x267.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-1152x412.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-1500x536.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97-112x40.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-97.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Grouping team members this way makes matching the right people to the right tasks much easier.&nbsp;<\/p>\n\n\n\n<p>Next, the Availability Overview feature enables you to understand the available capacity of each team member.<\/p>\n\n\n\n<p>More precisely, it shows you how booked each team member is and their availabile capacity.&nbsp;<\/p>\n\n\n\n<p>All you have to do is click on the drawable panel that says \u2018Show Availability\u2019 on your Team Timeline view.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"597\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-1024x597.jpeg\" alt=\"Screenshot of Toggl Plan showing the Availability Panel.\" class=\"wp-image-49569\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-1024x597.jpeg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-300x175.jpeg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-768x448.jpeg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-1536x895.jpeg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-693x404.jpeg 693w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-1152x671.jpeg 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-1383x806.jpeg 1383w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31-112x65.jpeg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-31.jpeg 1572w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Toggl Plan also lets you quickly plan and visualize your team\u2019s time off.&nbsp;<\/p>\n\n\n\n<p>The Time Off feature comes with pre-populated public holidays, so you don\u2019t have to enter these days off manually.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"544\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-1024x544.png\" alt=\"Screenshot of Toggl Plan showing the Time Off feature.\" class=\"wp-image-49570\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-1024x544.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-300x159.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-768x408.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-1536x816.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-746x396.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-1152x612.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-1500x797.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13-112x60.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image13.png 1999w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>See who\u2019s off and when, get scheduling conflict alerts when a task and time off overlap, and manage your resources more effectively.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #6: Allocate resources to each task<\/strong><\/h3>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/blog\/resource-allocation\">Resource allocation<\/a> means assigning available resources to specific tasks or projects.&nbsp;<\/p>\n\n\n\n<p>There are two main reasons why allocating resources accurately can be tricky:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/toggl.com\/blog\/scheduling-conflicts\"><strong>Scheduling conflicts<\/strong><\/a><strong>: <\/strong>Sometimes, project timelines and team member&#8217;s time off or other project commitments overlap. That&#8217;s when things can get messy.&nbsp;<\/li>\n\n\n\n<li><strong>Risk of burnout:<\/strong> What happens when you assign too many tasks to a person? It works until it doesn\u2019t.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Overworking can lead to burnout, which is unsuitable for your team members. And it\u2019s not good for the business.&nbsp;<\/p>\n\n\n\n<p>You want to avoid this 100%. And with Toggl Plan, it\u2019s easy to do that.&nbsp;<\/p>\n\n\n\n<p>Drag and drop tasks from the Taskbox to assign them to a team member\u2019s swim lane.&nbsp;<\/p>\n\n\n\n<p>In the Taskbox, you can store unscheduled or draft tasks and use them later.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"848\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-1024x848.jpeg\" alt=\"Screenshot of Toggl Plan showing the Taskbox feature.\" class=\"wp-image-49571\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-1024x848.jpeg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-300x248.jpeg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-768x636.jpeg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-1536x1272.jpeg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-488x404.jpeg 488w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-918x760.jpeg 918w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-973x806.jpeg 973w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32-112x93.jpeg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-32.jpeg 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>To edit a task\u2019s start or end date, just click on it and make the changes in the pop-up window that appears.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"562\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-1024x562.png\" alt=\"Screenshot of Toggl Plan showing how to change the task start and end dates.\" class=\"wp-image-49572\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-1024x562.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-300x165.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-768x421.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-1536x843.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-736x404.png 736w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-1152x632.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-1469x806.png 1469w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98-112x61.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-98.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>You can also do this by dragging the task\u2019s start or end on the Timeline schedule.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"688\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-1024x688.png\" alt=\"Screenshot of Toggl Plan showing to change task duration using the drag and drop interface.\" class=\"wp-image-49573\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-1024x688.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-300x202.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-768x516.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-601x404.png 601w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-1131x760.png 1131w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-1200x806.png 1200w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99-112x75.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-99.png 1328w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #7: Communicate and get approval<\/strong><\/h3>\n\n\n\n<p>You have a project schedule now that you\u2019ve created, estimated, and allocated tasks.&nbsp;<\/p>\n\n\n\n<p>It\u2019s time to share it with the clients and other stakeholders for approval.&nbsp;<\/p>\n\n\n\n<p>When everyone is on the same page about the schedule, you reduce the risk of misunderstandings.&nbsp;<\/p>\n\n\n\n<p>Also, an approved schedule sets clear expectations and serves as a baseline for tracking project progress.<\/p>\n\n\n\n<p>A <a href=\"https:\/\/toggl.com\/blog\/what-is-a-project-baseline-and-why-is-it-important\">project baseline<\/a> is the approved plan for a project. It helps you monitor how your project is going and where you need to change things.&nbsp;<\/p>\n\n\n\n<p>You can share a read-only view of your project schedule with clients and stakeholders in Toggl Plan.&nbsp;<\/p>\n\n\n\n<p>You can quickly generate a public link to share by clicking on the arrow icon on the top right corner of your screen.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"507\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-1024x507.png\" alt=\"Screenshot of Toggl Plan showing how to create a public link to a team timeline.\" class=\"wp-image-49574\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-1024x507.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-300x149.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-768x380.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-1536x760.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-746x369.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-1152x570.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-1500x743.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100-112x55.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-100.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Then, you can choose which milestones you want to share and copy the link.&nbsp;<\/p>\n\n\n\n<p>Another way to share project timelines in Toggl Plan is by inviting clients as guests.&nbsp;<\/p>\n\n\n\n<p>To invite guest users to your workspace, go to Settings on the bottom-left corner of your screen.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"485\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-1024x485.jpeg\" alt=\"Screenshot of Toggl Plan showing how to invite guests to the workspace.\" class=\"wp-image-49575\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-1024x485.jpeg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-300x142.jpeg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-768x364.jpeg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-1536x728.jpeg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-746x353.jpeg 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-1152x546.jpeg 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-1500x711.jpeg 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33-112x53.jpeg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-33.jpeg 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Then select Users and Invite Someone New.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"562\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-1024x562.png\" alt=\"Screenshot of Toggl Plan showing how to invite guests to the workspace.\" class=\"wp-image-49576\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-1024x562.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-300x165.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-768x421.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-1536x843.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-736x404.png 736w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-1152x632.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-1469x806.png 1469w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101-112x61.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/01\/image-101.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>You can choose how much or how little you want to share with your workspace guests.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to manage the project schedule during execution<\/strong><\/h2>\n\n\n\n<p>You can do a few things to ensure your schedule goes as planned.&nbsp;<\/p>\n\n\n\n<p>Here are some tips:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Track progress against the baseline schedule: <\/strong>Regularly compare your progress to your planned schedule.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>If something is off, you will quickly notice and make changes where necessary.&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Spot bottlenecks and risks early:<\/strong> Always review your schedule and how you work to find possible roadblocks early.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Also, regularly check for risks and make backup plans to handle them effectively.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Change the schedule if needed:<\/strong> If you find bottlenecks or risks, understand their impacts and change your plan.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>You can do that by moving resources around, changing how long tasks will take, or changing the order of tasks.&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Handle risks: <\/strong>After identifying risks, decide on mitigation strategies.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Be careful with resource risks. Use your resources best, balance the workload, and get extra help.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Project scheduling templates and tools<\/strong><\/h2>\n\n\n\n<p>Let\u2019s see how templates and <a href=\"https:\/\/toggl.com\/blog\/project-management-software\">project management software apps<\/a> can help you create the best project schedules.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Project scheduling templates<\/strong><\/h3>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/blog\/project-timeline-templates\">Project scheduling templates<\/a> can speed things up and provide an excellent way to start planning your projects.<\/p>\n\n\n\n<p>But they also have some limitations like:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Limited customization:<\/strong> Templates often come with predefined designs and formats. You can\u2019t customize them too much to match your unique project needs.&nbsp;<\/li>\n\n\n\n<li><strong>Not one-size-fits-all:<\/strong> A template may not be suitable for your specific project requirements, leading to a poor and inefficient scheduling process.&nbsp;<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Project scheduling software<\/strong><\/h3>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/blog\/project-scheduling-software\">Project scheduling tools<\/a> can help you overcome these limitations.&nbsp;<\/p>\n\n\n\n<p>Here are our top three favorites:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Toggl Plan<\/li>\n\n\n\n<li>ClickUp<\/li>\n\n\n\n<li>Asana<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Common project scheduling mistakes to avoid<\/strong><\/h2>\n\n\n\n<p>Even with the best plans, things can go awry. Here are some common pitfalls in project scheduling and how to avoid them:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Overlooking task dependencies: Missing the connections between tasks can lead to bottlenecks. Always map out dependencies carefully.<\/li>\n\n\n\n<li>Unrealistic timeframes: Over-optimistic timelines can cause stress and rush. Be realistic about how long tasks will take.<\/li>\n\n\n\n<li>Forgetting to factor in resource availability: Remember, your team members might juggle multiple tasks. Ensure their availability aligns with your schedule.<\/li>\n\n\n\n<li>Ignoring buffer time: Always include some extra time for unexpected delays. It\u2019s better to be safe than sorry.<\/li>\n\n\n\n<li>Failure to update the schedule: A project schedule isn&#8217;t set in stone. Update it regularly to reflect actual progress and changes.<\/li>\n\n\n\n<li>Not communicating changes: Keep everyone informed. Changes in the schedule should be clearly communicated to all stakeholders.<\/li>\n<\/ul>\n\n\n\n<p>Avoiding these scheduling mistakes can be the difference between a project that runs smoothly and one that stumbles. Remember, planning is important, but so is adaptability.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Conclusion<\/strong><\/h2>\n\n\n\n<p>You might say that\u2019s a lot of work and many things to consider.&nbsp;<\/p>\n\n\n\n<p>That\u2019s true. But it\u2019s worth it.&nbsp;<\/p>\n\n\n\n<p>Creating a clear project schedule that puts order into your tasks and resources has a great payoff: more projects are finished on time, and there are more happy customers and higher revenue streams for you.&nbsp;<\/p>\n\n\n\n<p>With Toggl Plan, you can simplify the process and work smarter, not harder. <a href=\"https:\/\/accounts.toggl.com\/plan\/signup\/\" target=\"_blank\">Sign up for a free Toggl Plan account<\/a> and start creating project schedules with ease.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Ever struggled with keeping a project on track? You&#8217;re not alone. A solid project schedule is your secret weapon. It&#8217;s not just about listing tasks&#8230;<\/p>\n","protected":false},"author":601,"featured_media":51022,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[851],"tags":[],"class_list":["post-49555","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How To Make A Project Schedule? 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